Data Privacy Declaration

This privacy declaration covers our own website, the functions offered through it, related enquiries and applications. Linked third-party websites have their own privacy information. Processing performed under separate client engagements is outside the scope of this declaration.

Auxilium Vertens GmbH is responsible for processing personal data.

For questions about data protection or to exercise your rights, please contact Christoph Guger at office@auxver.com.

Auxilium Vertens GmbH
Heubergstrasse 26
A-4407 Dietach
Austria

Our website runs on a virtual server hosted by IONOS in Germany. Accessing it involves processing technical data needed to establish the connection and deliver content, including the IP address. Technical logs support secure operation and the investigation of faults and attacks. The legal basis is our legitimate interest in a secure and available website (Article 6(1)(f) GDPR).

When you contact us, we process your contact details, message and any documents you provide to address your enquiry. Contract-related enquiries are processed under Article 6(1)(b) GDPR; other enquiries are processed based on our legitimate interest in responding to them under Article 6(1)(f). Required fields are identified in the relevant form. Without the necessary information, we may be unable to handle your enquiry.

We use IONOS and Microsoft Exchange Online as part of Microsoft 365 for email communication. We operate our own local file storage. Local storage does not mean that messages and attachments are not also processed by our email providers during transmission.

To process your application, we use the contact details, desired role, professional qualifications, CV and other application documents you provide, together with correspondence arising during the selection process. Optional information, such as availability or motivation, is also used only for this process. Please provide only documents relevant to your application.

The purpose is to assess your application, communicate with you and decide whether to enter into an employment relationship. Processing is based on pre-contractual steps taken at your request under Article 6(1)(b) GDPR. Necessary data may also be processed for the defence of legal claims based on our legitimate interest under Article 6(1)(f). Decisions about your application are not made solely by automated means.

Application documents are stored on our local file servers. Within our company, access is restricted to HR staff responsible for the application process. Applications submitted by email also pass through the email services described above. Technical processing by those providers is separate from internal handling by HR.

Following a rejection, we delete application data seven months after notifying you. If a specific legal dispute arises, the data required for it is retained until the dispute is concluded. If you are hired, only data necessary for the employment relationship is transferred; separate employment privacy information and retention periods apply to that data.

There is no applicant account and no talent pool. Your application is not retained for future vacancies without a separate basis.

When you submit the application form, your entries and selected PDF files are transmitted to our web server for validation and malware checking. If those checks succeed and delivery is available, the application is sent to our application mailbox via IONOS. Temporary upload files are removed after processing. The acknowledgement sent to your email address contains a reference and no copies of your documents.

The following information describes the functions intended for our website. It applies when you use the respective function. Individual services may become available at different times.

Newsletter: We operate newsletter management ourselves and use your email address and necessary registration and consent records for the mailings you request. The basis is your consent under Article 6(1)(a) GDPR. You may withdraw it at any time for the future, for example through the unsubscribe link or by contacting us. The email providers named above may be involved in technical delivery.

Visitor analytics and tracking: We use self-operated services and first-party cookies. Analytics data collected in this way is not shared with external analytics or advertising providers. Cookies and similar access to your device that are not strictly necessary require prior consent under section 165(3) TKG 2021; related personal data processing is based on Article 6(1)(a) GDPR. Strictly necessary technical functions are treated separately. Local operation alone does not exempt an analytics cookie from consent requirements.

The following maximum lifetimes apply to our own cookies: session cookies last until the browser session ends, cookies recording your privacy choices last six months, and analytics cookies last twelve months from being stored, without automatic renewal on subsequent visits. A changed privacy choice replaces the previous choice. You may withdraw consent at any time by contacting the privacy contact above and delete stored cookies in your browser. Deleting a cookie alone does not withdraw consent for data already transmitted. Cookies used by payment services are governed by the respective provider’s information.

Shop and payments: We process necessary order, contact and billing data to perform the contract under Article 6(1)(b) GDPR and comply with legal obligations under Article 6(1)(c). Payments are processed through Stripe. Depending on the payment method, Stripe processes payment and transaction data and may process data for its own legal or security purposes. The respective roles and international data flows depend on the specific Stripe integration and the provider’s privacy information.

Event registrations are hosted on our own systems. Contact and attendance details requested in the registration form are used to register participants, organise the event and communicate about it. Article 6(1)(b) GDPR applies where processing is necessary to provide the booked participation. Separate consent is obtained where needed for optional additional purposes. This declaration does not assume that image recording or QR-code access controls are used.

Customer accounts and embedded content: If customer accounts or external content such as YouTube videos and Google Maps are offered in future, the specific data, providers and retention periods must be explained before use. External links differ from embedded services: following a link takes you away from our website. No applicant account is offered.

We use the infrastructure listed below. Where providers process personal data on our behalf, the requirements for processors under Article 28 GDPR apply. Not every recipient acts as a processor for every activity; payment providers in particular may have responsibilities of their own.

• IONOS: hosting of the virtual web server in Germany and email services.
• Microsoft: Exchange Online and Microsoft 365 for email communication.
• Our own systems: local file storage, application documents on local file servers, and self-hosted newsletter, analytics and event services.
• Stripe: payment processing for the shop.

The web server’s German location does not mean that all processing takes place exclusively in Germany. The particular Microsoft and Stripe services, contracting entities, subprocessors and possible access from outside the European Economic Area must be assessed separately. Third-country transfers require an additional basis under Chapter V GDPR, such as an applicable adequacy decision or appropriate safeguards. Locally stored application files are distinct from prior email processing.

Information about the recipients involved and the safeguards applicable to a specific third-country transfer, including a copy of those safeguards where applicable, is available from the privacy contact above. Further information is provided in the providers’ privacy notices.

Provider privacy information: IONOS, Microsoft, Stripe.

We use personal data for the purposes described in the relevant sections. Depending on the processing, we rely on consent, pre-contractual steps or a contract, legal obligations or legitimate interests. The GDPR and Austrian Data Protection Act are particularly relevant. Consent can be withdrawn at any time for the future without affecting the lawfulness of earlier processing.

The following retention periods apply to our systems. Data is retained for longer only where a legal obligation or the establishment, exercise or defence of specific legal claims requires it; retention is limited to the data needed for that purpose.

• Server logs: deletion within 30 days. Logs relating to a specific security incident are retained only as long as necessary to investigate it and, where applicable, pursue legal action.
• General enquiries and related correspondence: deletion within six months after the matter is resolved, unless a contractual relationship or legal retention obligation arises.
• Personal analytics data: deletion or irreversible anonymisation within twelve months of collection. Statistics that no longer relate to identifiable individuals may be retained for longer.
• Newsletter data: used until you unsubscribe or withdraw consent, then removed from the active mailing list. Necessary registration, consent and withdrawal records are retained for three years after the subscription ends to meet our accountability obligations and defend legal claims; they are not used for further advertising.
• Event registrations: organisational contact and attendance data is deleted within six months after the event ends. Billing records are subject to statutory retention periods.
• Applications: deletion seven months after notification of rejection, subject to the cases of a legal dispute or employment described above.
• Invoices and tax-relevant business records: generally seven years from the end of the calendar year to which the records relate; statutory exceptions and ongoing proceedings may require longer retention. Order and fulfilment data not subject to mandatory retention is deleted within three years after complete performance of the contract where still needed to address potential contractual claims, or earlier if no longer needed.

Legal sources: GDPR, DSG.

Subject to the GDPR, you may request access, rectification, erasure, restriction of processing and data portability. You may object to processing based on legitimate interests and withdraw consent. Please contact the person named above. The following excerpts explain these rights.

Open data protection form

The following excerpts reproduce the rights concerned in the official English wording of the GDPR.

1. Right of access (Article 15 GDPR)
   1. The data subject shall have the right to obtain from the controller confirmation as to whether or not personal data concerning him or her are being processed, and, where that is the case, access to the personal data and the following information:
      1. the purposes of the processing;
      2. the categories of personal data concerned;
      3. the recipients or categories of recipient to whom the personal data have been or will be disclosed, in particular recipients in third countries or international organisations;
      4. where possible, the envisaged period for which the personal data will be stored, or, if not possible, the criteria used to determine that period;
      5. the existence of the right to request from the controller rectification or erasure of personal data or restriction of processing of personal data concerning the data subject or to object to such processing;
      6. the right to lodge a complaint with a supervisory authority;
      7. where the personal data are not collected from the data subject, any available information as to their source;
      8. the existence of automated decision-making, including profiling, referred to in Article 22(1) and (4) and, at least in those cases, meaningful information about the logic involved, as well as the significance and the envisaged consequences of such processing for the data subject.
   2. Where personal data are transferred to a third country or to an international organisation, the data subject shall have the right to be informed of the appropriate safeguards pursuant to Article 46 relating to the transfer.
   3. The controller shall provide a copy of the personal data undergoing processing. For any further copies requested by the data subject, the controller may charge a reasonable fee based on administrative costs. Where the data subject makes the request by electronic means, and unless otherwise requested by the data subject, the information shall be provided in a commonly used electronic form.
   4. The right to obtain a copy referred to in paragraph 3 shall not adversely affect the rights and freedoms of others.
2. Right to rectification (Article 16 GDPR)

   The data subject shall have the right to obtain from the controller without undue delay the rectification of inaccurate personal data concerning him or her. Taking into account the purposes of the processing, the data subject shall have the right to have incomplete personal data completed, including by means of providing a supplementary statement.

3. Right to erasure (Article 17 GDPR)
   1. The data subject shall have the right to obtain from the controller the erasure of personal data concerning him or her without undue delay and the controller shall have the obligation to erase personal data without undue delay where one of the following grounds applies:
      1. the personal data are no longer necessary in relation to the purposes for which they were collected or otherwise processed;
      2. the data subject withdraws consent on which the processing is based according to point (a) of Article 6(1), or point (a) of Article 9(2), and where there is no other legal ground for the processing;
      3. the data subject objects to the processing pursuant to Article 21(1) and there are no overriding legitimate grounds for the processing, or the data subject objects to the processing pursuant to Article 21(2);
      4. the personal data have been unlawfully processed;
      5. the personal data have to be erased for compliance with a legal obligation in Union or Member State law to which the controller is subject;
      6. the personal data have been collected in relation to the offer of information society services referred to in Article 8(1).
   2. Where the controller has made the personal data public and is obliged pursuant to paragraph 1 to erase the personal data, the controller, taking account of available technology and the cost of implementation, shall take reasonable steps, including technical measures, to inform controllers which are processing the personal data that the data subject has requested the erasure by such controllers of any links to, or copy or replication of, those personal data.
   3. Paragraphs 1 and 2 shall not apply to the extent that processing is necessary:
      1. for exercising the right of freedom of expression and information;
      2. for compliance with a legal obligation which requires processing by Union or Member State law to which the controller is subject or for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller;
      3. for reasons of public interest in the area of public health in accordance with points (h) and (i) of Article 9(2) as well as Article 9(3);
      4. for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes in accordance with Article 89(1) in so far as the right referred to in paragraph 1 is likely to render impossible or seriously impair the achievement of the objectives of that processing; or
      5. for the establishment, exercise or defence of legal claims.
4. Right to restriction of processing (Article 18 GDPR)
   1. The data subject shall have the right to obtain from the controller restriction of processing where one of the following applies:
      1. the accuracy of the personal data is contested by the data subject, for a period enabling the controller to verify the accuracy of the personal data;
      2. the processing is unlawful and the data subject opposes the erasure of the personal data and requests the restriction of their use instead;
      3. the controller no longer needs the personal data for the purposes of the processing, but they are required by the data subject for the establishment, exercise or defence of legal claims;
      4. the data subject has objected to processing pursuant to Article 21(1) pending the verification whether the legitimate grounds of the controller override those of the data subject.
   2. Where processing has been restricted under paragraph 1, such personal data shall, with the exception of storage, only be processed with the data subject's consent or for the establishment, exercise or defence of legal claims or for the protection of the rights of another natural or legal person or for reasons of important public interest of the Union or of a Member State.
   3. A data subject who has obtained restriction of processing pursuant to paragraph 1 shall be informed by the controller before the restriction of processing is lifted.
5. Right to data portability (Article 20 GDPR)
   1. The data subject shall have the right to receive the personal data concerning him or her, which he or she has provided to a controller, in a structured, commonly used and machine-readable format and have the right to transmit those data to another controller without hindrance from the controller to which the personal data have been provided, where:
      1. the processing is based on consent pursuant to point (a) of Article 6(1) or point (a) of Article 9(2) or on a contract pursuant to point (b) of Article 6(1); and
      2. the processing is carried out by automated means.
   2. In exercising his or her right to data portability pursuant to paragraph 1, the data subject shall have the right to have the personal data transmitted directly from one controller to another, where technically feasible.
   3. The exercise of the right referred to in paragraph 1 of this Article shall be without prejudice to Article 17. That right shall not apply to processing necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.
   4. The right referred to in paragraph 1 shall not adversely affect the rights and freedoms of others.
6. Right to object (Article 21 GDPR)
   1. The data subject shall have the right to object, on grounds relating to his or her particular situation, at any time to processing of personal data concerning him or her which is based on point (e) or (f) of Article 6(1), including profiling based on those provisions. The controller shall no longer process the personal data unless the controller demonstrates compelling legitimate grounds for the processing which override the interests, rights and freedoms of the data subject or for the establishment, exercise or defence of legal claims.
   2. Where personal data are processed for direct marketing purposes, the data subject shall have the right to object at any time to processing of personal data concerning him or her for such marketing, which includes profiling to the extent that it is related to such direct marketing.
   3. Where the data subject objects to processing for direct marketing purposes, the personal data shall no longer be processed for such purposes.
   4. At the latest at the time of the first communication with the data subject, the right referred to in paragraphs 1 and 2 shall be explicitly brought to the attention of the data subject and shall be presented clearly and separately from any other information.
   5. In the context of the use of information society services, and notwithstanding Directive 2002/58/EC, the data subject may exercise his or her right to object by automated means using technical specifications.
   6. Where personal data are processed for scientific or historical research purposes or statistical purposes pursuant to Article 89(1), the data subject, on grounds relating to his or her particular situation, shall have the right to object to processing of personal data concerning him or her, unless the processing is necessary for the performance of a task carried out for reasons of public interest.
7. Right to withdraw consent (Article 7(3) GDPR)
   3. The data subject shall have the right to withdraw his or her consent at any time. The withdrawal of consent shall not affect the lawfulness of processing based on consent before its withdrawal. Prior to giving consent, the data subject shall be informed thereof. It shall be as easy to withdraw as to give consent.
8. Right to lodge a complaint with a supervisory authority (Article 77 GDPR)
   1. Without prejudice to any other administrative or judicial remedy, every data subject shall have the right to lodge a complaint with a supervisory authority, in particular in the Member State of his or her habitual residence, place of work or place of the alleged infringement if the data subject considers that the processing of personal data relating to him or her infringes this Regulation.
   2. The supervisory authority with which the complaint has been lodged shall inform the complainant on the progress and the outcome of the complaint including the possibility of a judicial remedy pursuant to Article 78.

End of statutory quotationRegulation (EU) 2016/679

You may complain directly to a data protection supervisory authority. You do not have to contact us first. In Austria, the authority can be reached at:

Austrian Data Protection Authority

Postal address
Barichgasse 40–42
1030 Vienna
Austria

Email
dsb@dsb.gv.at

Website
Contact the Data Protection Authority ↗

We update this declaration when the processing described changes. Additional functions will be accompanied by the necessary information before use.