Data Privacy

Last updated 12/09/2023

Privacy Policy

Due to its business activities, data protection has a particularly high priority for Courtex. Courtex is committed to protecting information and, in particular, personal data. How Courtex processes and protects personal data, for example, first name, last name, e-mail address, address or telephone number of external persons and companies, is described in more detail in this Privacy Policy. Personal data is processed in accordance with the requirements of the EU General Data Protection Regulation (hereinafter also "GDPR") and in compliance with the applicable country-specific data protection regulations. The transfer of data for processing within and outside Courtex for the purpose of commissioned processing is based exclusively on commissioned processing agreements.

What data is processed?

Courtex processes the following personal data collected directly from the data subject.
- Courtex processes personal data received in the course of a business relationship (customers, suppliers, partners, support requests) for the performance of a contract or for the implementation of pre-contractual measures.
- Courtex processes personal data provided directly by the customer.
- Courtex processes personal data that are necessary for compliance with a legal obligation.
- Courtex processes personal data for which consent to process for one or more specific purposes has been given by the data subject.
These personal data include in particular title, first name(s), last name, e-mail address(es), address(es), telephone number(s), fax number, date of birth (if indicated), contract data (including contact data about the contractual partners and contact persons there), company data, other case-related information (correspondence, communication data, dunning and lawsuit data). If you use our support services, we process data about your support request (including problem description, log files, attachments, screenshots, communication, documentation of the problem solution, contact data of the persons involved).

Courtex also processes personal data that has not been collected from the data subject himself. This includes in particular the following data: Telephone number, job function, gender, company name, company size, title, industry, street, postal code, city and country.This data originates from publicly viewable registers, company websites and, in the case of natural persons, information published about them in business networks (XING, LinkedIn, Twitter) or on social media platforms.

For what purposes and on what legal basis are personal data processed?

Fulfillment of contractual and pre-contractual obligations.
Personal data is processed in order to provide products and services in accordance with the requested/ordered scope. The purpose of the data processing depends on the specific product or service ordered. Relevant personal data are names, address data and telecommunication data. In addition, this may also include inquiry, offer and order data, data from the fulfillment of our contractual obligation, product data, documentation data, as well as other data comparable with the aforementioned categories. The processing of personal data is carried out in accordance with Art 6 Para 1 lit b DSGVO in order to fulfill existing contracts with customers / suppliers or in the context of a contract initiation.

Fulfillment of legal obligations
Insofar as processing of personal data is necessary for the fulfillment of a legal obligation to which our company is subject, Art 6 para 1 lit c DSGVO serves as the legal basis for data processing.

Safeguarding legitimate interests
It is in the legitimate interest iSd Art 6 para 1 lit f DSGVO of Courtex to continuously improve its products and services and to allow all interested persons to actively participate in the sustainable development of the company (essential topics). In order to receive feedback, Courtex offers all interested persons to participate in surveys on the essential topics in the context of sustainable corporate development. These surveys can be answered without disclosing personal data. Providing personal data is voluntary and not necessary. The results are used to further improve Courtex's products and services.It is in the legitimate interest of Courtex to inform customers and interested persons/companies as best as possible about market trends and developments. Furthermore, Courtex strives to provide the best possible support and advice to customers and interested persons/companies.

It is in the legitimate interest of Courtex to carry out documentation of our events and information of the general public about our activities. To this end, picture or video recordings are regularly made at our events for the purpose of public relations and published on our website, our social media channels or on another publicly accessible website. The storage period is limited to the purpose. You have the right to object to this data processing on grounds relating to your person. To exercise this right, contact: privacy@courtex.ai

Processing in the context of consent
Irrespective of the aforementioned legal bases, Courtex may require consent for certain processing pursuant to Art 6 para 1 lit a DGSVO and obtain this from the data subject. If Courtex is granted consent to process personal data, the processing will be carried out exclusively for the purposes specified in this consent, such as sending product-specific e-mail newsletters, information on webinars and events, downloading resources or reports. Consent given may be revoked at any time. The revocation of consent does not affect the lawfulness of the processing carried out on the basis of the consent until the revocation.

It is in the legitimate interest iSd Art 6 para 1 lit f DSGVO of Courtex to inform customers (contractual relationship) regularly about the further development of its own products and services as well as about market-relevant topics and trends from this environment. For this purpose, Courtex organizes its own events, presents itself at events, offers webinars and provides information via e-mail newsletter.

Courtex will process the data Courtex has obtained in the course of the contractual relationship with the customer in order to send the customer e-mails, postal letters or advertising brochures for the purpose of presenting Courtex's products (Art 6 para 1 lit f DSGVO). The customer has the right to object to this processing of the customer's data for the purpose of direct advertising at any time without stating reasons by writing to Courtex, c/o Data Protection, or by sending an e-mail to privacy@courtex.ai. Courtex will process the customer's data for this purpose as long as the customer does not object, but only up to a maximum of three years from the last activity.For other forms of direct advertising Courtex will only process the customer's data if the customer has given his consent to the processing of his data (Art 6 para 1 lit a DSGVO). Should the customer have consented to the data processing, he can revoke this consent without giving reasons by writing to Courtex by mail or by sending an e-mail to privacy@courtex.ai. The revocation of consent shall not affect the lawfulness of the processing carried out on the basis of the consent up to the time of revocation.

Who receives personal data?

Within Courtex, those employees, departments or Courtex companies receive personal data that they need to fulfill contractual or legal obligations as well as legitimate interests. Furthermore, we transmit your data to the extent necessary to tax advisors and auditors for the purposes of tax advice and to carry out audits and, in individual cases, to lawyers and courts if this is necessary for legal advice or for the enforcement of the law. Furthermore, we transmit your data in individual cases to our responsible data protection officer in order to obtain his advice on the implementation of data protection regulations, for example if you assert data subject rights against us. In addition, Courtex uses various processors to whom personal data is transferred in order to fulfill the respective service. All processors are obliged to process the data only for the specific service provision defined by Courtex.

Google Analytics
Our website uses functions of the web analysis service Google Analytics from Google Inc. Cookies are used for this purpose, which enable an analysis of the use of the website by your user. The information generated by the cookie about your use of the website will be transmitted to and stored by Google on servers in Europe and, in exceptional cases, the United States. You can prevent this by setting up your browser so that no cookies are stored. We have concluded a corresponding contract with the provider for order data processing. Your IP address is recorded, but immediately pseudonymized (e.g. by deleting the last 8 bits). This means that only a rough localization is possible. The data processing is based on the legal provisions of § 96 para 3 TKG and Art 6 para 1 lit a (consent) and / or (legitimate interest) of the DSGVO.Our concern in terms of the DSGVO (legitimate interest) is the improvement of our offer and our web presence. Since the privacy of our users is important to us, the user data is pseudonymized. The user data is stored for a period of 14 months.

Hotjar
For the analysis and optimization of user behavior, we use the analysis and feedback tool of the company Hotjar Ltd, Level 2, St Julians Business Centre, 3, Elia Zammit Street, St Julians STJ 1000, Malta. Hotjar allows us to improve the website through targeted analytics such as heatmaps for users. You can object to the collection and storage of data at any time with future effect at www.hotjar.com/opt-out. For details on how Hotjar handles your personal data and your rights in this regard, please refer to Hotjar's privacy policy. Further information can be found at www.hotjar.com/privacy. To disable Hotjar for your current device/browser, please go to www.hotjar.com/legal/compliance/opt-out.

Notion
For purposes of enhancing user experience and optimizing our web service, we utilize the analytical capabilities of Notion, a tool provided by Notion Labs Inc., 2300 Harrison St, San Francisco, CA, 94110-2013, United States. Notion aids us in organizing, structuring, and analyzing user data and feedback, enabling us to refine our website and provide an improved user interface and experience.

How long will the data be stored?

Courtex stores personal data as necessary for the duration of the entire business relationship from the initiation, processing to the termination of a contract and beyond that in accordance with the statutory retention and documentation obligations, which result, for example, from the retention obligations under commercial and tax law (usually 10 years) or the limitation periods under European or national laws or other regulations to which the responsible party is subject (up to 30 years).Personal data transmitted to Courtex as part of a consent (e.g. for a newsletter, registration webinar, etc.) will be stored for a maximum of three years from the last activity, unless earlier revoked.

What data protection rights do you have as a data subject?

You have the right to information, correction, deletion or restriction of your stored data, the right to object to the use of your personal data and the right to data portability in accordance with the requirements of data protection law.In the event of a revocation of your consent for the use of the personal data concerned, Courtex will immediately cease such use, provided that the data use is based solely on your consent. Exceptions arise due to legal or contractual obligations that make storage necessary, but only for as long as these obligations exist. The revocation of consent does not affect the legality of the processing carried out on the basis of the consent until the revocation.All the above rights can be exercised for all Courtex companies through the following channels.
By e-mail: privacy@courtex.ai

All rights must be asserted against Courtex in writing. In order to prevent abuse of these rights by unauthorized persons, you must prove your identity to Courtex in a suitable form in the event of justified doubts. Courtex is free to further use the personal data concerned if they are anonymized beforehand in such a way that an assignment to a specific or identifiable person is impossible. Complaints may be addressed to the Austrian Data Protection Authority or to any other data protection authority within the European Union or Switzerland, in particular at your place of residence or place of work.

Mandatory provision of personal data?

In the context of the business relationship or pre-contractual measures, those personal data must be provided which are necessary for the implementation of the business relationship and which Courtex is legally obligated to collect. If this data is not provided, deliveries of products or services cannot be made, for example.