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Effective from September 20, 2023
Welcome to PaperOffice!
PaperOffice is the manufacturer of the eponymous Document Management System "PaperOffice" and AI-based products. Our products simplify the management, sharing, and collaboration of documents in businesses. Thanks to our partly cloud-based solutions, you can access them anytime and anywhere over the Internet on various device types such as desktops, laptops, tablets, and smartphones, or cloud-based interfaces support on-premise based PaperOffice products.
This document, PaperOffice's Privacy Notices ("Privacy Notices"), outlines the conditions for the use of our products and supplements or replaces or declares our Terms and Conditions. These Privacy Notices constitute a legally binding contract between you and PaperOffice, so please read them carefully. If you do not agree, please do not register for our services.
When you use, access, or utilize PaperOffice services, platforms, products, mobile services, software, websites, or other features owned or operated by PaperOffice, or set up a PaperOffice account ("Services"), you agree to PaperOffice's Privacy Notices and Terms and Conditions ("PaperOffice" or "we"). You enter into this agreement with PaperOffice Limited Europe, a company registered in Gibraltar (Company 117028, TEC 6557-2476-8591-2881), (United Kingdom). Gibraltar law and English language apply, both spoken and written. The applicability of UN Sales Law is expressly excluded. If this is not a consumer transaction, the court with substantive jurisdiction at the location of our company, PaperOffice Limited in Gibraltar, is exclusively locally competent to decide all disputes arising from this contract. All correspondence and its changes as well as all contract-relevant declarations, notifications, and documentation obligations require written form, unless another additional form is agreed.
If you use the services on behalf of a company, you agree to the Privacy Notices and Terms and Conditions and assure PaperOffice that you are authorized to bind the company to the Terms and Conditions (in this case, "you" and "your" refer to this company), unless the company has a separate, current, and fee-based contract with us. In this case, the terms of this contract apply to your use of the services.
To use the services, you must have the legal authority to accept these Privacy Notices / Terms and Conditions.
1. Privacy at a Glance
General Notes: The following notes provide a simple overview of what happens to your personal data when you visit the PaperOffice limited Europe website. Personal data are all data with which you can be personally identified. For detailed information on the subject of data protection, please refer to our privacy policy listed below this text.
2. Data Collection on the PaperOffice limited Europe Website
Who is responsible for data collection on this website? Data processing on the PaperOffice limited Europe website is carried out by the website operator. You can find their contact details in the "Note on the Responsible Party" section in this privacy policy. PaperOffice limited Europe, World Trade Center, Ocean Village 6, Bayside Road, Gibraltar, GX11 1AA, United Kingdom, represented by Daniel Schoenland.
3. Collection of Your Data
How do we collect your data? Your data is collected in part by you providing it to us. This could be data that you enter into a contact form, for example. Other data is automatically collected, or collected with your consent, by our IT systems when you visit the PaperOffice limited Europe website. These are primarily technical data (e.g., internet browser, operating system, or time of page access). This data collection takes place automatically as soon as you enter the PaperOffice limited Europe website.
4. Use of Your Data
What do we use your data for? Part of the data is collected to ensure error-free provision of the website. Other data may be used to analyze your user behavior on the PaperOffice limited Europe website.
5. Your Rights Regarding Your Data
You have the right at any time to obtain free information about the origin, recipient, and purpose of your stored personal data. You also have the right to request the correction or deletion of this data. If you have given consent for data processing, you can revoke this consent at any time for the future. You also have the right to request the restriction of the processing of your personal data under certain circumstances. Furthermore, you have the right to file a complaint with the competent supervisory authority. For questions about data protection at PaperOffice limited Europe, you can contact us at any time.
6. Analysis Tools and Third-Party Tools
When visiting the PaperOffice limited Europe website, your surfing behavior can be statistically evaluated. This is mainly done using so-called analysis programs. Detailed information on these analysis programs can be found in PaperOffice limited Europe's privacy policy.
7. Hosting and Service Providers
We host the content of this website and our online offers either ourselves or with the following providers:
7.1 Hetzner
The provider is Hetzner Online GmbH, Industriestr. 25, 91710 Gunzenhausen (hereinafter Hetzner). For details, refer to Hetzner's privacy policy: Hetzner Privacy Policy. The use of Hetzner is based on the European GDPR. If appropriate consent has been obtained, processing is based solely on the GDPR. This consent is revocable at any time. Data Processing Agreement: We at PaperOffice Limited have concluded a Data Processing Agreement (DPA) for the use of the aforementioned service. This is a contract required by data protection law, ensuring that Hetzner processes the personal data of our website visitors only according to our instructions and in compliance with the GDPR.
7.2 IONOS
The provider is IONOS SE, Elgendorfer Str. 57, 56410 Montabaur (hereinafter IONOS). When you visit our website, IONOS collects various log files including your IP addresses. For details, refer to the IONOS privacy policy: IONOS Privacy Policy. The use of IONOS is based on the European GDPR. If appropriate consent has been obtained, processing is based solely on the GDPR. This consent is revocable at any time. Data Processing Agreement: We at PaperOffice Limited have concluded a Data Processing Agreement (DPA) for the use of the aforementioned service. This contract ensures that IONOS processes the personal data of our website visitors only according to our instructions and in compliance with the GDPR.
7.3 Strato
The provider is Strato AG, Otto-Ostrowski-Straße 7, 10249 Berlin (hereinafter "Strato"). When you visit our website, Strato collects various log files including your IP addresses. For details, refer to Strato's privacy policy: Strato Privacy Policy. The use of Strato is based on the European GDPR. If appropriate consent has been obtained, processing is based solely on the GDPR. This consent is revocable at any time. Data Processing Agreement: We at PaperOffice Limited have concluded a Data Processing Agreement (DPA) for the use of the aforementioned service. This contract ensures that Strato processes the personal data of our website visitors only according to our instructions and in compliance with the GDPR.
8. Privacy Notices and Information
General Notes and Mandatory Information
Data Protection
The operators of these pages, PaperOffice Limited, take the protection of your personal data very seriously. We treat your personal data confidentially and in accordance with European data protection regulations (GDPR) and this privacy policy. When you use this website, various personal data are collected. Personal data is data with which you can be personally identified. This privacy policy explains what data we collect and what we use it for. It also explains how and for what purpose this happens. We would like to point out that data transmission over the Internet (e.g., when communicating by email) can have security gaps. Complete protection of data from access by third parties is not possible.
9. Notice Regarding the Responsible Party
The responsible party for data processing on this website is:
PaperOffice limited Europe (Private Company Limited By Shares)
Not publicly traded
World Trade Center
Ocean Village 6, Bayside Road
Gibraltar, GX11 1AA, United Kingdom
Registered in the company registry under Company 117028
Company Universal Entity Code (TEC) 6557-2476-8591-2881
Authorized representative: Daniel Schoenland
Email legal@paperoffice.com
Tyska och Österrike +49 69 348 7102-0
Spanska LATAM +52 55 4746 0473
Engelska Nordamerika +1 408 478-4398
The responsible party is the natural or legal person who, alone or jointly with others, decides on the purposes and means of processing personal data (e.g., names, email addresses, etc.).
10. Storage Duration and Deletion of Data
Unless a more specific storage period has been specified within this privacy policy by PaperOffice Limited, your personal data will remain with us until the purpose for which they were collected no longer applies. Your data will be deleted if you make a valid deletion request or revoke consent for data processing, unless we have other legally permissible reasons for storing your personal data (e.g., tax or commercial law retention periods); in the latter case, deletion will occur once these reasons no longer apply.
11. General Information on Data Processing
General information on data processing on the PaperOffice Limited website: If you have consented to data processing, your personal data will be processed in accordance with the European General Data Protection Regulation (GDPR). The data processing will also comply with the GDPR in cases of explicit consent to the transfer of personal data to third countries. Each consent can be revoked at any time. If your data is required for the performance of a contract or for carrying out pre-contractual measures, the data processing is in accordance with the GDPR. Furthermore, your data will be processed according to the GDPR when necessary for the fulfillment of a legal obligation. Data processing can also occur due to our legitimate interests in accordance with the GDPR.
12. Note on Data Transfer to Third Countries
Note on data transfer to data protection-inadequate third countries and companies outside the EU-US Data Privacy Framework: PaperOffice Limited may use tools from companies located in data protection-inadequate third countries, as well as US tools whose providers are not certified under the EU-US Data Privacy Framework (DPF). Activation of these tools could result in the transfer and processing of your personal data in these countries. It should be noted that in such insecure third countries, no level of data protection is guaranteed that is comparable to that in the EU. Although the USA can generally have a level of data protection comparable to the EU, data transfer to the USA is permitted if the recipient has certification under the "EU-US Data Privacy Framework" (DPF) or can provide additional suitable guarantees. Further information on transfers to third countries, including the data recipients, can be found in our privacy policy.
13. Recipients of Personal Data at PaperOffice Limited
As part of our business activities at PaperOffice Limited, we collaborate with various external entities. It may be necessary to transfer personal data to these external entities. PaperOffice Limited only discloses personal data to external entities when it is necessary for contract fulfillment, if there is a legal obligation (e.g., data transfer to tax authorities), if there is a legitimate interest under GDPR, or if another legal basis allows for the data transfer. When working with data processors, PaperOffice Limited only passes on customer personal data based on a valid data processing agreement. In the case of joint data processing, a corresponding agreement will be concluded.
14. Revocation of Your Consent to Data Processing at PaperOffice Limited
Many data processing activities at PaperOffice Limited are only possible with your explicit consent. You have the right to revoke any previously granted consent at any time. Please note that the legality of data processing that took place up to the point of revocation is not affected by the revocation.
15. Right to Object to Data Collection at PaperOffice Limited
If the data processing at PaperOffice Limited is based on grounds compliant with the GDPR, you have the right to object to the processing of your personal data for reasons arising from your particular situation at any time. This also applies to profiling based on these provisions. The respective legal basis for processing can be found in our privacy policy. If you object, PaperOffice Limited will no longer process your affected personal data unless there are compelling legitimate grounds for the processing that override your interests, rights, and freedoms, or the processing serves to assert, exercise, or defend legal claims. In addition, if PaperOffice Limited processes your personal data for direct marketing purposes, you have the right to object to the processing of your personal data for such advertising at any time. This also applies to profiling insofar as it is connected with such direct advertising. If you object, your personal data will subsequently no longer be used for direct marketing purposes by PaperOffice Limited.
16. Right to Lodge a Complaint with the Competent Supervisory Authority at PaperOffice Limited
In the event of violations of the GDPR relevant to PaperOffice Limited, affected individuals have the right to lodge a complaint with a supervisory authority, in particular in the member state of their habitual residence, their workplace, or the place of the alleged violation. This right to lodge a complaint exists independently of other administrative or judicial remedies.
17. Right to Data Portability at PaperOffice Limited
You have the right to receive data that PaperOffice Limited processes based on your consent or in fulfillment of a contract, in a standard, machine-readable format. If you request the direct transfer of data to another controller, this will only be done by PaperOffice Limited as far as it is technically feasible.
18. Access, Rectification, and Erasure at PaperOffice Limited
Within the scope of applicable GDPR provisions, you have the right to free information about your personal data stored by PaperOffice Limited, its origin and recipients, and the purpose of data processing at any time. Furthermore, you have the right to rectification or erasure of this data. For these and other questions concerning personal data, you can contact PaperOffice Limited at any time.
19. Right to Restriction of Processing at PaperOffice Limited
You have the right to request restriction of the processing of your personal data stored at PaperOffice Limited for various reasons. During the time required to verify the accuracy of your data, unlawful processing, or if PaperOffice Limited no longer needs your data but you need them for legal claims, you have the right to restrict their processing. Note: If you have restricted the processing of your data, it can only be processed with your consent or for specific legal reasons.
20. SSL or TLS Encryption at PaperOffice Limited
To protect your data, our website employs SSL or TLS encryption technology. Look for "https://" in your browser's address bar and a padlock symbol to confirm the connection is encrypted. This ensures that data sent through our website is secure and inaccessible to unauthorized third parties.
21. Objection to Promotional Emails at PaperOffice Limited
We explicitly prohibit the use of our contact information for sending promotional and informational materials unless we have provided explicit written consent. Unsolicited advertising or spam emails are considered an invasion of privacy, and we reserve the right to take legal action against responsible parties.
22. Cookies and Data Processing
PaperOffice Limited uses "cookies" on its websites. Cookies can be session-based or permanent and are stored on your device. We may use first-party or third-party cookies for various functionalities, including user evaluation and advertising. If asked for consent, the storage of cookies is based on GDPR regulations, and you may withdraw your consent at any time. Disabling cookies may affect the website functionality. For more details, please refer to our privacy policy.
Cookies, die für die elektronische Kommunikation oder für bestimmte, von Ihnen gewünschte Funktionen notwendig sind, werden auf Grundlage des europäischen GDPR gespeichert, sofern keine andere Rechtsgrundlage angegeben wird. PaperOffice Limited hat ein berechtigtes Interesse an der Speicherung dieser Cookies, um eine technisch einwandfreie und optimierte Bereitstellung seiner Dienste zu gewährleisten. Wenn um Zustimmung zur Speicherung von Cookies gefragt wird, basiert die Verarbeitung ausschließlich auf dieser Zustimmung gemäß dem europäischen GDPR; diese Zustimmung ist jederzeit widerrufbar.
Sie haben die Möglichkeit, Ihren Browser so zu konfigurieren, dass Sie über das Setzen von Cookies informiert werden. Sie können Cookies einzeln zulassen, sie für bestimmte Fälle ausschließen oder generell nicht zulassen sowie das automatische Löschen der Cookies beim Schließen des Browsers aktivieren. Wenn Cookies deaktiviert werden, kann dies die Funktionalität der PaperOffice Limited Website beeinträchtigen. Welche Cookies und Dienste von PaperOffice Limited eingesetzt werden, ist in unserer Datenschutzerklärung nachzulesen.
23. Server Log Files
Our service provider automatically collects and stores information in server log files, which includes:
These logs are necessary for the technical optimization of our website and are collected based on the European GDPR.
24. Contact Form
When you send inquiries via our contact form, the information and contact details you provide are stored to process your request and for potential follow-up questions.
Your data is not shared without your consent. Data processing occurs in compliance with the European GDPR, either for contractual obligations, pre-contractual activities, or based on your consent, which can be revoked at any time.
Data will be retained until you request deletion or consent withdrawal, or until the storage purpose no longer applies.
25. Inquiry via Email or Phone
If you contact PaperOffice Limited by email, phone, or fax, your inquiry, including all resulting personal data (such as name, inquiry), will be stored and processed by us for the purpose of handling your request. These data will not be passed on without your consent.
The processing of these data is based on European GDPR, provided your inquiry is related to the fulfillment of a contract or is necessary for the implementation of pre-contractual measures. In other cases, the processing is based on our legitimate interest to effectively handle inquiries, or on your consent, if this has been obtained. This consent can be revoked at any time.
The data you send us within the framework of contact requests will remain with PaperOffice Limited until you ask us for deletion, revoke your consent for storage, or the purpose for data storage lapses (for example, after the final processing of your request). Legal regulations, especially retention periods, are observed.
26. Newsletter Data Processing at PaperOffice Limited
If you wish to receive the newsletter offered by PaperOffice Limited, we require your email address and information that allows us to verify that you are the owner of the email address provided and agree to receive the newsletter. Further data will not be collected or will only be collected on a voluntary basis. We use this data exclusively for sending the requested information and do not pass it on to third parties.
The processing of the data entered into the newsletter registration form is based solely on your consent (Article of the relevant GDPR article). The consent given for the storage of the data, the email address, and their use for sending the newsletter can be revoked at any time, for example via the "Unsubscribe" link in the newsletter. The legality of the data processing operations that have already taken place remains unaffected by the revocation.
The data you have stored with PaperOffice Limited for the purpose of subscribing to the newsletter will be stored by us until you unsubscribe from the newsletter and will be deleted after you unsubscribe or if the purpose ceases to exist. PaperOffice Limited reserves the right to delete or block email addresses from the newsletter distribution list at its own discretion within the framework of our legitimate interest according to the relevant GDPR article.
Data stored with PaperOffice Limited for other purposes remain unaffected by this.
After your removal from the newsletter distribution list, your email address may be stored by PaperOffice Limited or the newsletter service provider in a blacklist, if necessary, to prevent future mailings. The data from the blacklist are used solely for this purpose and are not combined with other data. This serves both your interest and the interest of PaperOffice Limited in complying with legal requirements when sending newsletters (legitimate interest according to the relevant GDPR article). Storage on the blacklist is not limited in time. You can object to the storage if your interests outweigh the legitimate interest of PaperOffice Limited.
27. Plugins and Tools: YouTube at PaperOffice Limited
The website of PaperOffice Limited incorporates videos from the website YouTube. The operator of the website is Google Ireland Limited ("Google"), Gordon House, Barrow Street, Dublin 4, Ireland.
When you visit one of our webpages that include YouTube, a connection to YouTube's servers is established. The YouTube server is informed about which of our pages you have visited.
Additionally, YouTube may store various cookies on your device or use similar technologies for recognition (e.g., device fingerprinting). In this way, YouTube can gather information about visitors to this website. This information is used, among other things, to collect video statistics, improve user-friendliness, and prevent fraud attempts.
If you are logged into your YouTube account, you allow YouTube to associate your browsing behavior directly with your personal profile. You can prevent this by logging out of your YouTube account.
The use of YouTube is in the interest of an appealing presentation of the online offerings of PaperOffice Limited. This represents a legitimate interest within the meaning of the relevant GDPR article. If relevant consent has been obtained, processing is carried out solely based on the relevant GDPR article. This consent can be revoked at any time.
For more information on how user data is handled, please refer to YouTube's privacy policy at: https://policies.google.com/privacy?hl=de.
The company has certification under the "EU-US Data Privacy Framework" (DPF). The DPF is an agreement between the European Union and the USA to ensure compliance with European data protection standards during data processing in the USA. Each company certified under the DPF commits to adhere to these data protection standards. Further information on this can be obtained from the provider at the following link: https://www.dataprivacyframework.gov/s/participant-search/participantdetail.
28. Plugins and Tools: Google Fonts at PaperOffice Limited
The website of PaperOffice Limited uses Google Fonts for the uniform display of fonts, provided by Google. When you visit a page, your browser loads the required fonts into its cache to correctly display text and fonts.
For this purpose, the browser you are using must establish a connection to Google's servers. This informs Google that our website has been accessed via your IP address. The use of Google Fonts is in the interest of a uniform and appealing presentation of PaperOffice Limited's online offerings. This constitutes a legitimate interest within the meaning of the relevant GDPR article. If the appropriate consent has been obtained, the processing is carried out solely on the basis of the relevant GDPR article. This consent can be revoked at any time.
If your browser does not support Google Fonts, a default font from your computer will be used.
For more information on Google Fonts, visit: https://developers.google.com/fonts/faq and Google's privacy policy at: https://policies.google.com/privacy?hl=de.
The company has certification under the "EU-US Data Privacy Framework" (DPF). The DPF is an agreement between the European Union and the USA to ensure compliance with European data protection standards during data processing in the USA. Each company certified under the DPF commits to adhere to these data protection standards. Further information on this can be obtained from the provider at the following link: https://www.dataprivacyframework.gov/s/participant-search/participantdetail.
29. Plugins and Tools: Font Awesome at PaperOffice Limited
The website of PaperOffice Limited uses Font Awesome for the uniform display of fonts and symbols. The provider is Fonticons, Inc., 6 Porter Road Apartment 3R, Cambridge, Massachusetts, USA.
When you visit a page, your browser loads the required fonts and symbols into its cache to correctly display text, fonts, and symbols. To do this, the browser you are using must connect to the Font Awesome servers. This informs Font Awesome that our website has been accessed via your IP address. The use of Font Awesome is in the interest of a uniform and appealing presentation of PaperOffice Limited's online offerings. This constitutes a legitimate interest within the meaning of the relevant GDPR article. If the appropriate consent has been obtained, the processing is carried out solely on the basis of the relevant GDPR article. This consent can be revoked at any time.
If your browser does not support Font Awesome, a default font from your computer will be used.
For more information on Font Awesome and its privacy policy, visit: https://fontawesome.com/privacy.
30. Google Maps Usage
PaperOffice Limited uses Google Maps on this website. The provider is Google Ireland Limited ("Google"), Gordon House, Barrow Street, Dublin 4, Ireland. To use the features of Google Maps, your IP address will be stored. This data is usually transferred to a Google server in the USA and stored there. PaperOffice Limited has no control over this data transfer. When Google Maps is enabled, Google may use Google Fonts to correctly display fonts. Your browser then loads the required web fonts into its cache.
The use of Google Maps serves an appealing presentation of our online offers and an easier location of the places indicated on the website. This represents a legitimate interest in terms of Art. 6 Para. 1 lit. f GDPR. If appropriate consent has been obtained, data processing is based solely on Art. 6 Para. 1 lit. a GDPR. This consent can be revoked at any time.
The transfer of data to the USA is based on the standard contractual clauses of the EU Commission. Further information can be found in Google GDPR Controller Terms and Google SCCs. More information on the handling of user data can be found in the privacy policy of Google.
PaperOffice Limited has certification under the "EU-US Data Privacy Framework" (DPF). This is an agreement between the European Union and the USA to ensure compliance with European data protection standards in data processing in the USA. Further information can be found at the following link.
31. Use of Google reCAPTCHA
PaperOffice Limited uses "Google reCAPTCHA" (hereafter "reCAPTCHA") on this website. The service provider is Google Ireland Limited ("Google"), Gordon House, Barrow Street, Dublin 4, Ireland. reCAPTCHA checks whether the data entry on our website (e.g., in a contact form) is done by a human or by an automated program. It analyzes the behavior of the visitor based on various characteristics. This analysis starts automatically when the visitor enters the website. For this analysis, reCAPTCHA considers various pieces of information (e.g., IP address, time spent by the visitor on the website, or user mouse movements). The data collected during this analysis is forwarded to Google.
The reCAPTCHA analyses are completely in the background, and visitors are not notified. Data processing is based on Art. 6 Para. 1 lit. f GDPR. PaperOffice Limited has a legitimate interest in protecting its web offerings from abusive automated spying and SPAM. If appropriate consent has been obtained, the data processing is based solely on Art. 6 Para. 1 lit. a GDPR, and this consent can be revoked at any time.
For more information on Google reCAPTCHA and Google's privacy policy, please visit: Google privacy policy and Google Terms of Service.
PaperOffice Limited is certified under the "EU-US Data Privacy Framework" (DPF). This framework ensures compliance with European data protection standards during data processing in the USA. Companies certified under the DPF commit to following these standards. Further information can be found at the following link.
