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Data privacy and protection

Below is an English translation of your Privacy Policy. Please note that this translation is provided for your convenience and does not replace the German version, which remains the legally binding text.

Privacy Policy

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1. General Information
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Data Controller: This Privacy Policy explains how personal data is processed on the website of AgentSphere GmbH, Rüttenscheider Str. 120, 45131 Essen, Germany. If you have any data protection inquiries, please contact us by email at info@agentsphere.de.

No Data Protection Officer: AgentSphere GmbH is not obliged to appoint a Data Protection Officer. This is because fewer than 20 persons in our company are regularly involved in the automated processing of personal data. Consequently, we do not meet the legal requirements that would make the appointment of a Data Protection Officer necessary.

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2. Collection and Processing of Personal Data
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Contact Form: If you fill out the contact or inquiry form on our website, we will collect the information you provide. Typically, this includes your name, email address, phone number, company/organization, position, and the content of your message. Providing this data is voluntary, but it is necessary so we can respond to your inquiry and contact you.

Purpose and Legal Basis: We process data you submit via the contact form solely for the purpose of handling your request and contacting you. The legal basis for this processing is Article 6(1)(b) of the GDPR (performance of a contract or to take steps prior to entering into a contract), as communication may be required for contract initiation or processing your inquiry.

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3. Use of WIX Services
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Our website is created using the Wix.com website builder and utilizes integrated services from Wix (Wix.com Ltd., Tel Aviv, Israel). These services may include a live chat and an online appointment booking system. If you use these features (for example, by sending a message via chat or booking an appointment), the personal data you enter is transmitted to Wix. Depending on the service, this may include your name, contact details (such as email or phone), and the content of your communication (chat history, requested appointment, etc.).

Data Processing by Wix: Wix processes the data collected through our website as a processor exclusively according to our instructions. This may involve processing data outside the EU. Wix stores and processes data, for instance, on servers located in the United States, Israel, and other countries. Wix.com Ltd. is based in Israel, and the European Commission has issued an adequacy decision for Israel under Article 45 of the GDPR, recognizing Israel as offering an adequate level of data protection. If Wix transfers data to other third countries, it does so under appropriate safeguards (e.g., standard contractual clauses pursuant to Article 46 of the GDPR), ensuring a level of data protection comparable to that in the EU. For more details on how Wix processes data, please see Wix’s own Privacy Policy.

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4. Use of Google Analytics
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Our website uses Google Analytics, a web analytics service provided by Google Ireland Limited (Google Ireland Ltd., Gordon House, Barrow Street, Dublin 4, Ireland). Google Analytics uses cookies that allow your use of the website to be analyzed. These cookies collect information about your browsing behavior, such as which pages were visited, clicks and interactions, type of browser and device, as well as the time and duration of your visit. We have configured Google Analytics to anonymize your IP address (IP anonymization), so that it cannot be directly linked to you as an individual.

Purpose of Processing: We use the data collected by Google Analytics to analyze user behavior on our website. These insights help us continuously improve our offerings and user experience. For instance, analytics reports inform us which content is most in demand and where improvements may be needed.

Legal Basis and Opt-Out: We only use Google Analytics with your consent (Art. 6(1)(a) GDPR). When you first visit our website, you can choose, via the cookie consent banner, whether to allow analytics cookies (such as those used by Google Analytics). You can withdraw any consent given at any time in our cookie settings tool (see the “Cookies and Tracking” section below). Google itself also offers an opt-out solution: You can install the Google Analytics opt-out browser add-on to prevent Google Analytics from collecting your data in the future. This plugin is available at https://tools.google.com/dlpage/gaoptout?hl=en.

Data Recipient: The information generated by Google Analytics is generally transferred to and stored on Google LLC servers in the United States. Google is certified under the EU-U.S. Data Privacy Framework, which is intended to ensure an adequate level of data protection for data transfers to the U.S. We have concluded a data processing agreement with Google. Further details can be found in Google’s Privacy Policy.

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5. Cookies and Tracking
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Our website uses cookies and similar technologies to provide certain functionalities and enhance the user experience. Upon visiting the site, you will be asked via our cookie consent management tool Usercentrics (Usercentrics GmbH) to consent to any non-essential cookies. Through the displayed cookie banner, you can select which categories of cookies to allow. We particularly distinguish between the following categories:

  • Essential Cookies: These are strictly necessary for the website’s basic operation (e.g., ensuring page navigation, storing your privacy settings, or enabling form submissions). They are set without your prior consent, as the website cannot function properly without them.

  • Functional Cookies: These cookies enable additional features and personalization, helping make your website experience smoother (e.g., saving certain settings or enabling enhanced functionalities).

  • Marketing Cookies: These cookies track visitors across websites to display personalized advertisements. They help us or third parties deliver relevant promotional content. (Note: Our website does not currently use external advertising tools; however, this category is reserved for possible future marketing integrations.)

  • Analytics Cookies: These cookies collect information about how users interact with our website (e.g., which pages are visited, how long users stay, clicks and interactions). We use this data to improve the website. Google Analytics is an example of analytics cookies (see the “Google Analytics” section above).

With Usercentrics, no non-essential cookies are set without your consent. You can choose which categories you want to allow on your first visit, and your preferences will be saved. Withdrawing and Managing Consent: You can adjust your cookie settings or withdraw your consent at any time. For instance, click on “Cookies” or the small icon at the bottom of the website to reopen the Usercentrics settings window. Here you can enable or disable cookie categories and save your changes. Essential cookies cannot be deselected, as they are necessary for the proper functioning of the site.

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6. Hosting and Data Transfers
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Our website is hosted by Wix.com. This means that all data exchanged through the website (e.g., contact form information, usage data, cookies, etc.) is stored and processed on Wix servers. Wix.com Ltd. (headquartered in Tel Aviv, Israel) is our service provider, operating under a data processing agreement with us.

Data Transfers to Third Countries: As part of Wix hosting and services, personal data may be stored or processed outside the European Union. Wix, for example, maintains server locations in the U.S., in Israel, and in other countries. For data transfers to Israel, there is an adequacy decision by the European Commission under Article 45 of the GDPR, meaning Israel’s level of data protection is recognized as comparable to that of the EU. If Wix transfers data to other third countries (such as the U.S.) lacking an adequacy decision, it ensures an appropriate level of data protection on the basis of EU-approved Standard Contractual Clauses (Article 46 of the GDPR), providing a data protection level similar to EU standards.

We have signed a data processing agreement with Wix, ensuring that Wix processes any data relating to our website visitors solely on our behalf and in accordance with our instructions. For additional information about data security and processing by Wix, please refer to Wix’s help pages and Privacy Policy.

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7. User Rights (Data Subject Rights)
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Under the General Data Protection Regulation, you have various rights related to the processing of your personal data. Below is an overview of your rights:

  • Right of Access (Art. 15 GDPR): You have the right to request information about which of your personal data we store, including details about the processing purposes, categories of data, recipients, and retention periods.

  • Right to Rectification (Art. 16 GDPR): You have the right to correct inaccurate personal data or complete incomplete data stored by us.

  • Right to Erasure (Art. 17 GDPR): You have the right to request the deletion of your personal data, provided certain legal conditions are met (e.g., if the data is no longer needed for the purposes for which it was collected or if you have withdrawn your consent).

  • Right to Restriction of Processing (Art. 18 GDPR): Under specific circumstances, you can demand the restriction of the processing of your data—for instance, instead of deletion if you dispute the accuracy of the data or if the processing is unlawful.

  • Right to Data Portability (Art. 20 GDPR): You have the right to receive the personal data concerning you, which you have provided to us, in a structured, commonly used, machine-readable format. You may also request that we transmit your data to another controller, where technically feasible.

  • Right to Object (Art. 21 GDPR): If we process your data based on our legitimate interests (Article 6(1)(f) GDPR), you have the right to object at any time, for reasons relating to your particular situation. You can also object to the processing of your data for direct marketing purposes at any time; if you do so, we will no longer use your data for marketing.

  • Right to Withdraw Consent (Art. 7(3) GDPR): If you have consented to the processing of your personal data (e.g., for receiving a newsletter or enabling certain cookies), you have the right to withdraw that consent at any time with effect for the future. The legality of any data processing carried out prior to withdrawal remains unaffected.

  • Right to Lodge a Complaint (Art. 77 GDPR): If you believe that the processing of your personal data violates data protection law, you may lodge a complaint with a supervisory authority. You can contact the authority responsible for us or the authority in the EU Member State where you reside or work. For AgentSphere GmbH, the competent authority is typically the State Commissioner for Data Protection and Freedom of Information of North Rhine-Westphalia (LDI NRW).

To exercise any of these rights, you can contact us at any time—e.g., by emailing info@agentsphere.de. Please provide sufficient information about yourself and the relevant data-processing activity so we can identify and process your request.

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8. Changes to This Privacy Policy
 

We reserve the right to amend this Privacy Policy as needed to reflect updates to legal requirements or changes to our services or data processing. The current version of the Privacy Policy is available on our website. We will inform you of any significant changes (e.g., regarding the purpose or scope of data use) through our website or by email. We recommend that you check this Privacy Policy periodically to stay informed. The updated Privacy Policy will apply on your next visit.

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