Data Privacy Statement of PBS Software GmbH

With the entry into force of the EU General Data Protection Regulation (hereinafter referred to as the "GDPR"), we have been subject to additional obligations to ensure the protection of personal data of data subjects affected by processing, including the obligation to provide data subjects with transparent information (cf. Art. 13 and 14 GDPR). This applies in particular to the nature, scope, purpose, duration, and legal basis of processing, insofar as we determine the purposes and means of processing, either alone or jointly with others, as a controller.

We are pleased to fulfil these obligations by informing you below about the processing of your personal data, i.e. all information by which you can be identified as a natural person (cf. Art. 4(1) GDPR, hereinafter generally referred to as "data"), e.g. name, address, e-mail addresses, user behavior when using our website www.pbs-software.com and the applications and functions available thereon.

The controller within the meaning of the GDPR and other national data protection laws of the member states as well as other data protection provisions is:

PBS Software GmbH
Schwanheimer Straße 144a
64625 Bensheim
Germany

Tel.: +49 6251/174-0
E-Mail: info@pbs-software.com
Website: https://www.pbs-software.com

The Data Protection Officer of the controller is:

Dr. Jörg Löw
Schwanheimer Straße 144a
64625 Bensheim

Germany
E-Mail: datenschutzpbs-softwarecom

1. Description and Scope of Data Processing

Each time our website is accessed, our system automatically collects data and information from the computer system of the requesting device. The following data is collected:

• IP address of the requesting system
• Time of access
• Requested target address ("Request")
• Status code delivered by the server
• Volume of data delivered by the server in bytes
• URL of the preceding page ("Referrer"), if transmitted by the browser
• User Agent, if transmitted by the browser

This data is also stored in the log files of our system. This data is not stored together with other personal data of the user.

2. Legal Basis for Data Processing

The legal basis for the temporary storage of data and log files is Art. 6(1)(f) GDPR.

3. Purpose of Data Processing

The temporary storage of the IP address by the system is necessary to enable the delivery of the website to the user's device. For this purpose, the user's IP address must be stored for the duration of the session.

Storage in log files is carried out to ensure the functionality of the website. In addition, the data serves to optimize the website and to ensure the security of our IT systems. No evaluation of the data for marketing purposes is carried out in this context.

These purposes also constitute our legitimate interest in the data processing pursuant to Art. 6(1)(f) GDPR.

4. Duration of Storage

Data will be deleted as soon as it is no longer necessary for the purpose for which it was collected. In the case of data collected for the provision of the website, this is the case when the respective session has ended.

In the case of data stored in log files, this is the case no later than 30 days after collection. Storage beyond this period is possible. In this case, the IP addresses of users will be deleted or anonymized so that the requesting client can no longer be identified.

5. Right to Object and Deletion

The collection of data for the provision of the website and the storage of data in log files is essential for the operation of the website. Accordingly, users have no right to object.

1. Description and Scope of Data Processing

Our website uses cookies. Cookies are small text files that are stored on the user's computer system by or in the internet browser. When a user accesses a website, a cookie may be stored on the user's operating system. This cookie contains a characteristic string that enables the unique identification of the browser when the website is accessed again.

We use cookies to make our website more user-friendly. Some elements of our website require that the requesting browser can be identified even after a page change (technically necessary cookies).

In addition, we use cookies on our website that enable the analysis of users' surfing behavior (analytics cookies). The data collected from users in this way is pseudonymized through technical measures. The data is not stored together with other personal data of the users.

When accessing our website, users are informed about the use of cookies via an information banner and referred to this privacy policy. Most browsers accept cookies. However, you can configure your browser so that no cookies are stored on your computer or a notification is always displayed before a new cookie is created. However, the complete deactivation of cookies may result in you not being able to use all functions of our website.

Currently, we use the following technically necessary cookies on our website:

2. Legal Basis for Data Processing

The legal basis for the processing of data using cookies is Art. 6(1)(f) GDPR. 

3. Purpose of Data Processing

The purpose of using technically necessary cookies is to make the use of websites easier for users. Some functions of our website, in particular user login, cannot be offered without the use of cookies. For these, it is necessary that the browser can be recognized again after a page change. User data collected through technically necessary cookies is not used to create user profiles.

The use of analytics cookies serves the purpose of improving the quality of our website and its content. Through analytics cookies, we learn how the website is used and can continuously optimize our offering.

These purposes also constitute our legitimate interest in the processing of data pursuant to Art. 6(1)(f) GDPR.

4. Duration of Storage, Right to Object and Deletion

Cookies are stored on the user's device and this data is transmitted to our website. Therefore, as a user, you also have full control over the use of data through cookies. By changing the settings in your internet browser, you can disable or restrict the transfer of cookies. Cookies already stored can be deleted by you at any time. This can also be done automatically. If cookies are disabled for our website, however, not all functions of the website may be fully available. 

 

1. Description and Scope of Data Processing

On our website, we offer users the opportunity to register by providing their data. The data is entered into a form and transmitted to and stored by us. No transfer of data to third parties takes place. The following data is collected during the registration process:

• Salutation, first name and last name
• E-mail address
• Name and address of the company for which the user works

On a voluntary basis, the following additional data may be provided:

• Department, position
• Telephone number and mobile number

The following data is also stored for registration:

• Date and time of registration
• Date and time of last login
• Date and time of last data modification
• Usage entitlement for certain functions of the website that are expressly directed at employees of partner companies or customers with a concluded maintenance contract

During the registration process, the user's consent to the processing of this data is obtained.

2. Legal Basis for Data Processing

The legal basis for the processing of data is the user's consent pursuant to Art. 6(1)(a) GDPR. 

3. Purpose of Data Processing

User registration is required for the provision of certain content and services on our website. This includes, for example, information and functions of our website such as the support area, which is expressly directed at employees of partner companies or customers with a concluded maintenance contract. 

4. Duration of Storage

Data will be deleted as soon as it is no longer necessary for the purpose for which it was collected. This is the case for data collected during the registration process when the registration on our website is revoked or modified. 

5. Right to Object and Deletion

As a user, you have the option at any time to dissolve the registration. The data stored about you can be modified by you at any time.

1. Description and Scope of Data Processing

Our website has a contact form that can be used for electronic contact. If a user makes use of this option, the data entered in the form is transmitted to and stored by us. This data includes:

• Name
• Company
• E-mail address
• Message

At the time of sending the message, the following data is also stored:

• Display language of the website when filling out the form
• Date and time of sending

For the processing of data, your consent is obtained during the sending process and you are referred to this privacy policy.

Alternatively, contact can be made via the provided e-mail address. In this case, the personal data of the user transmitted with the e-mail is stored.

No transfer of data to third parties takes place in this context. The data is used exclusively for the conduct of the conversation and processing of the request.

2. Legal Basis for Data Processing

The legal basis for the processing of data, in the case of user consent, is Art. 6(1)(a) GDPR. The legal basis for the processing of data transmitted in the course of sending an e-mail is Art. 6(1)(f) GDPR. If the e-mail contact is aimed at concluding a contract, the additional legal basis for processing is Art. 6(1)(b) GDPR. 

3. Purpose of Data Processing

The processing of personal data from the form serves solely to process the request. In the case of contact by e-mail, this also constitutes the required legitimate interest in the processing of data.

The other personal data processed during the sending process serves to prevent abuse of the contact form and to ensure the security of our IT systems.

4. Duration of Storage

Data will be deleted as soon as it is no longer necessary for the purpose for which it was collected. For data from the contact form and those sent by e-mail, this is the case when the respective conversation with the user has ended. The conversation has ended when the circumstances indicate that the matter in question has been conclusively resolved. 

5. Right to Object and Deletion

The user has the option at any time to revoke consent to the processing of personal data. If the user contacts us by e-mail, they can object to the storage of their personal data at any time; existing data will be deleted in this case. In such a case, the conversation cannot be continued.

1. Scope of Processing of Personal Data

This website uses the service "Google Analytics", offered by Google LLC, to analyze website usage by users. The service provider responsible in the EU is Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland ("Google"). The service uses "cookies" – text files that are stored on your device. The information collected through cookies may be sent to and stored on a Google server in the USA. Google LLC, headquartered in California, USA, and possibly US authorities may access the data stored with Google Ireland Limited.

IP anonymization applies on this website. The IP address of users is shortened within the EU member states and the European Economic Area. Due to this shortening, the personal reference of your IP address is eliminated. Only in exceptional cases is the full IP address transmitted to a Google server in the USA and shortened there.

2. Legal Basis for Processing of Personal Data

The legal basis for the processing of user data is Art. 6(1)(a) GDPR.

Please note that a transfer of data to the USA cannot be ruled out. The USA is a country that does not provide an adequate level of data protection. There is a risk that your data may be processed by US authorities for control and surveillance purposes, without you possibly having access to legal remedies.

3. Purpose of Data Processing

Within the framework of the data processing agreement concluded between the website operator and Google, Google uses the collected information to create an evaluation of website usage and activity and provides services related to internet usage. This helps us continuously improve our website and its user-friendliness. The anonymization of the IP address adequately addresses the interest of users in the protection of their personal data.

4. Right to Object and Deletion

For the option to disable cookies, see above under § 4, item 4.

You can prevent the information collected through cookies (including your IP address) from being sent to and used by Google Ireland Limited by using a browser plugin. The following link takes you to the corresponding plugin: https://tools.google.com/dlpage/gaoptout?hl=en

Alternatively, you can prevent Google Analytics from collecting data about you within this website by clicking the link below. By clicking the link above, you download an "Opt-Out-Cookie". Your browser must therefore fundamentally allow the storage of cookies for this purpose. If you regularly delete your cookies, a new click on the link is required with each visit to this website.

You can find more information about Google's data usage here: https://support.google.com/analytics/answer/6004245?hl=en

1. Description and Scope of Data Processing

We process personal data to inform you about our products, services, technical information, and events. This particularly concerns existing customers, prospects, and other business contacts. The data processed includes in particular name, business contact details, company, function, communication history, and information about interests or requested services.

2. Legal Basis for Data Processing

The legal basis is Art. 6(1)(a) GDPR, insofar as consent has been obtained. Insofar as we communicate within the framework of existing business relationships or for direct marketing to business contacts, the legal basis is Art. 6(1)(f) GDPR. If the communication is aimed at the negotiation or execution of a contract, Art. 6(1)(b) GDPR additionally applies.

3. Purpose of Data Processing

The processing serves the purpose of informing about our offerings, maintaining customer and prospect relationships, processing sales inquiries, and tailoring our communication to specific needs.

4. Duration of Storage

Data will be deleted as soon as it is no longer necessary for the purposes mentioned above, or when consent is revoked or an objection to processing is raised, insofar as no statutory retention obligations apply. 

5. Right to Object and Deletion

ou can object to the processing of your data for direct marketing purposes at any time. A given consent can be revoked at any time with effect for the future.

1. Description and Scope of Data Processing

If you contact us by e-mail outside of a contact form, or we communicate with you by e-mail in a business context, we process the data you transmit. This includes in particular name, e-mail address, company, function, communication content, attachments, as well as technical sending and receiving information.

2. Legal Basis for Data Processing

The legal basis for processing is Art. 6(1)(f) GDPR. Our legitimate interest lies in the processing and documentation of communication. Insofar as the communication serves the negotiation or execution of a contract, Art. 6(1)(b) GDPR is an additional legal basis.

3. Purpose of Data Processing

The processing serves the purpose of responding to your message, conducting business communication, processing inquiries and cases, as well as ensuring traceability and proper organization of our business processes. 

4. Duration of Storage

Data will be deleted as soon as it is no longer necessary for the processing of the respective case, insofar as no statutory retention or documentation obligations apply. 

5. Right to Object and Deletion

You can object to the processing insofar as it is based on Art. 6(1)(f) GDPR. In this case, we will examine whether compelling legitimate grounds for further processing exist.

1. Description and Scope of Data Processing

If you register for or participate in events, webinars, or other events, we process the personal data required for this purpose. This includes in particular name, company, function, contact details, registration and participation data, selected event or event components, and possibly information about organizational requirements.

At events, photo, video, or audio recordings may be made, insofar as this is indicated in individual cases or separate consent has been obtained. At online events, additional technical data, usage data, and communication contributions may be processed.

2. Legal Basis for Data Processing

The legal basis for processing in connection with registration, organization, and conduct of the event is Art. 6(1)(b) GDPR, insofar as participation is based on a contractual relationship or pre-contractual measures. Otherwise, processing is carried out on the basis of Art. 6(1)(f) GDPR. Insofar as consent is obtained, Art. 6(1)(a) GDPR is the legal basis.

3. Purpose of Data Processing

The processing serves the purpose of registration, organization, conduct, and follow-up of events, communication with participants, access control, provision of materials, and possibly documentation and public relations.

4. Duration of Storage

Data will be deleted as soon as it is no longer necessary for the purposes mentioned above. Data related to event management is regularly deleted after the conclusion of the event, insofar as no statutory retention obligations or legitimate documentation interests apply.

5. Right to Object and Deletion

You can object to processing based on legitimate interests. Insofar as processing is based on consent, you can revoke it at any time with effect for the future. Participation in certain event formats may not be possible without the data required for this purpose.

YouTube videos and social networks (Facebook, Twitter, LinkedIn, XING, and Instagram) are embedded on our website solely as links to the respective services. After clicking the embedded text/image link, you are redirected to the page of the respective service provider. Only after the redirection are user information transmitted to the respective service provider. For information on the handling of your personal data when using these websites, please refer to the respective privacy policies of the service providers you use.

1. Description and Scope of Data Processing

If you are granted access to our IT areas, we process the required personal data for the purpose of identification. This includes in particular name, company, and registration data.

2. Legal Basis for Data Processing

The legal basis for processing is Art. 6(1)(f) GDPR. Our legitimate interest arises from ensuring network security and protecting our IT infrastructure from unauthorised access. Insofar as access to IT areas is necessary to provide agreed-upon services, Art. 6(1)(b) GDPR is an additional legal basis.

3. Purpose of Data Processing

The processing serves to ensure that only authorised persons gain access to protected IT areas, as well as to document access in accordance with internal security policies.

4. Duration of Storage

Data will be deleted as soon as it is no longer necessary for the processing of the respective case, insofar as no statutory retention or documentation obligations apply.

5. Right to Object and Deletion

You can object to the processing insofar as it is based on Art. 6(1)(f) GDPR. In this case, we will examine whether compelling legitimate grounds for further processing exist.

If personal data is processed from you, you are entitled to the following rights vis-à-vis the controller, in particular pursuant to the GDPR:

1. Right to Information

You can request information on whether and which personal data we process about you. This includes in particular information on processing purposes, categories of data, recipients, storage duration, origin of the data, existing data subject rights, and possibly automated decisions including profiling.

2. Right to Rectification

You can request the rectification of inaccurate or the completion of incomplete personal data.

3. Right to Restriction of Processing

You can request the restriction of processing under the statutory conditions, for example if the accuracy of the data is disputed, the processing is unlawful, or the data is needed for the assertion of legal claims.

4. Right to Erasure

You can request the erasure of your personal data under the statutory conditions, in particular if the data is no longer necessary for the purposes of processing, consent has been revoked, or the processing is unlawful.

5. Right to be Informed

If you exercise rights to rectification, erasure, or restriction, we will inform the recipients of your data about this, insofar as this is legally required, possible, and not disproportionately costly.

6. Right to Data Portability

You can request to receive the personal data you have provided in a structured, commonly used, and machine-readable format or – insofar as technically possible – to have it transmitted to another controller, provided the statutory conditions are met.

7. Right to Object

You can object to the processing of your personal data on grounds relating to your particular situation if it is based on Art. 6(1)(e) or (f) GDPR. In the case of direct marketing, you can object at any time; your data will then no longer be processed for this purpose.

8. Right to Withdraw Data Protection Consent

A given data protection consent can be revoked at any time with effect for the future. The lawfulness of the processing carried out prior to the revocation remains unaffected.

9. Right to Lodge a Complaint with a Supervisory Authority

You have the right to lodge a complaint with a data protection supervisory authority if you believe that the processing of your personal data violates the GDPR.

The latest version of this privacy policy applies. These provisions were last updated on 28 September 2026.