Privacy Policy

Version 1.3.0 from November 3, 2022

1. Data Protection at a Glance

In this section, we provide you with an easy to navigate overview of what will happen with your personal data when you visit and use this online service. This online service comprises the website (seatable.io), the cloud service SeaTable Cloud (cloud.seatable.io), the team administration of SeaTable Cloud (account.seatable.com), the SeaTable Forum (forum.seatable.com) and SeaTable Ideas (ideas.seatable.com) as well as the store SeaTable Market (market.seatable.io). Personal data refers to all data that can be used to personally identify you. More information about privacy at SeaTable is available in the following sections.

Who is the responsible party for the recording of data on this website (i.e. the controller)?

The data on this online service is processed by the operator of the online service. You find the contact information of the operator in the Imprint.

How do we record your data?

We collect your data as a result of your sharing of your data with us. This may, for instance, be information you enter into a form. Other data shall be recorded by our IT systems automatically or after you consent to its recording during your visit of this online service. This data comprises primarily technical information (e.g. web browser, operating system or time the site was accessed). This information is recorded automatically when you access this online service.

What rights do you have as far as your information is concerned?

Most of the data is collected to fulfill contractual and pre-contractual obligations (e.g. email address, address, inquiries) and some of the data is collected to ensure the reliable operation of this online service (e.g. log data). Other data may be used to analyze your user behavior.

What rights do you have as far as your information is concerned?

You have the right to receive information about the source, recipients, and purposes of your archived personal data at any time at no cost. You also have the right to demand that your data be rectified or removed. If you have consented to data processing, you have the option to revoke this consent at any time, which shall affect all future data processing. Moreover, you have the right to demand that the processing of your data be restricted under certain circumstances. Furthermore, you have the right to file a complaint with the competent supervising agency. Please do not hesitate to contact us at any time if you have questions about this or any other data protection-related issues. For contact details, see the Imprint.

Do we use web analytics and third-party tools?

There is a possibility that your browsing patterns will be statistically analyzed when you visit this online service. Such analyses are primarily carried out by so-called analysis tools. We also use third-party tools. The following Privacy Statement contains more information about the analysis and third-party tools used, their purpose, and the legal basis for their use.

2. General and Mandatory Information

Data protection

DThe operators of this online service and its pages take the protection of your personal data very seriously. Hence, we handle your personal data as confidential information and in compliance with the statutory data protection regulations and this Privacy Statement.

Whenever you use this online service, a variety of personal data will be collected. Personal data comprises data that can be used to personally identify you. This Privacy Statement explains which data we collect as well as the purposes we use this data for. It also explains how, and for which purpose the information is collected.

We herewith advise you that the transmission of data via the Internet (i.e. through email communications) may be prone to security gaps. It is not possible to completely protect data against third party access.

Information about the responsible party (referred to as the controller in the GDPR)

The data processing controller for this online service is:

SeaTable GmbH
117er Ehrenhof 5
55118 Mainz
Germany

Phone: +49 6131 26550
Email: info@seatable.io

The controller is the natural person or legal entity that single-handedly or jointly with others makes decisions as to the purposes of and resources for the processing of personal data (e.g. names, email addresses, etc.).

Revocation of your consent to the processing of data

A wide range of data processing transactions are possible only possible with your express consent. You can revoke a given consent at any time. This shall be without prejudice to the lawfulness of any data collection that occurred prior to your revocation.

Right to object to the collection of data in special cases; right to object to direct advertising

IN THE EVENT THAT DATA ARE PROCESSED ON THE BASIS OF ART. 6 (1) e OR f GDPR, YOU HAVE THE RIGHT TO AT ANY TIME OBJECT TO THE PROCESSING OF YOUR PERSONAL DATA BASED ON GROUNDS ARISING FROM YOUR UNIQUE SITUATION. THIS ALSO APPLIES TO ANY PROFILING BASED ON THESE PROVISIONS. TO DETERMINE THE LEGAL BASIS, ON WHICH ANY PROCESSING OF DATA IS BASED, PLEASE CONSULT THIS DATA PROTECTION DECLARATION. IF YOU LOG AN OBJECTION, WE WILL NO LONGER PROCESS YOUR AFFECTED PERSONAL DATA, UNLESS WE ARE IN A POSITION TO PRESENT COMPELLING PROTECTION WORTHY GROUNDS FOR THE PROCESSING OF YOUR DATA, THAT OUTWEIGH YOUR INTERESTS, RIGHTS AND FREEDOMS OR IF THE PURPOSE OF THE PROCESSING IS THE CLAIMING, EXERCISING OR DEFENCE OF LEGAL ENTITLEMENTS (OBJECTION PURSUANT TO ART. 21 (1) GDPR).

IF YOUR PERSONAL DATA IS BEING PROCESSED IN ORDER TO ENGAGE IN DIRECT ADVERTISING, YOU HAVE THE RIGHT TO AT ANY TIME OBJECT TO THE PROCESSING OF YOUR AFFECTED PERSONAL DATA FOR THE PURPOSES OF SUCH ADVERTISING. THIS ALSO APPLIES TO PROFILING TO THE EXTENT THAT IT IS AFFILIATED WITH SUCH DIRECT ADVERTISING. IF YOU OBJECT, YOUR PERSONAL DATA WILL SUBSEQUENTLY NO LONGER BE USED FOR DIRECT ADVERTISING PURPOSES (OBJECTION PURSUANT TO ART. 21 (2) GDPR).

Right to file a complaint with the competent supervisory agency

In the event of violations of the GDPR, data subjects are entitled to log a complaint with a supervisory agency, in particular in the member state where they usually maintain their domicile, place of work or at the place where the alleged violation occurred. The right to log a complaint is in effect regardless of any other administrative or court proceedings available as legal recourses.

Right to data portability

You have the right to demand that we hand over any data we automatically process on the basis of your consent or in order to fulfil a contract be handed over to you or a third party in a commonly used, machine readable format. If you should demand the direct transfer of the data to another controller, this will be done only if it is technically feasible.

Encrypted online communication and payment

For security reasons and in order to protect the transmission of confidential content that you submit to us as the website operator (e.g., inquiries, orders, registrations and, in particular, payment details such as credit card numbers), this website uses up-to-date TLS encryption. Data sent via an encrypted connection cannot be read/evaluated by others. If a connection is encrypted, you can see in the browser’s address bar. When a connection is encrypted, the site’s name is prepended by “https://” and you see a closed lock symbol.

Information about, rectification and eradication of data Within the scope of the applicable statutory provisions, you have the right to at any time demand information about your archived personal data, their source and recipients as well as the purpose of the processing of your data. You may also have a right to have your data rectified or eradicated. If you have questions about this subject matter or any other questions about personal data, please do not hesitate to contact us at any time at the address provided in the Imprint.

Right to restriction of processing You have the right to demand the imposition of restrictions as far as the processing of your personal data is concerned. To do so, you may contact us at any time at the address provided in the Legal Notice. The right to restriction of processing applies in the following cases:

• In the event that you should dispute the correctness of your data archived by us, we will usually need some time to verify this claim. During the time that this investigation is ongoing, you have the right to demand that we restrict the processing of your personal data.
• If the processing of your personal data was/is conducted in an unlawful manner, you have the option to demand the restriction of the processing of your data in lieu of demanding the eradication of this data.
• If we do not need your personal data any longer and you need it to exercise, defend or claim legal entitlements, you have the right to demand the restriction of the processing of your personal data instead of its eradication.
• If you have raised an objection pursuant to Art. 21 (1) GDPR, your rights and our rights will have to be weighed against each other. As long as it has not been determined whose interests prevail, you have the right to demand a restriction of the processing of your personal data.

If you have restricted the processing of your personal data, these data – with the exception of their archiving – may be processed only subject to your consent or to claim, exercise or defend legal entitlements or to protect the rights of other natural persons or legal entities or for important public interest reasons cited by the European Union or a member state of the EU.

No data transfer to the USA

This online service does not use any services of companies based in the USA and does not integrate any tools of US companies. Your personal data will not be transmitted to US servers.

Only when using a credit card to pay this online services, personal data may be sent indirectly to the USA. This is unavoidable, as all major credit card providers are based in the USA.

3. Hosting

This online service uses the technical infrastructure of external service providers (hosters). Personal data collected on this online service and in your personal communication with our staff are stored on the servers of the respective hoster. These may include, but are not limited to, IP addresses, contact requests, metadata and communications, contract information, contact information, names, website access, and other data generated through the visit of a website.

Purpose and legal basis

The hosters are used for the purpose of fulfilling the contract with our potential and existing customers (Art. 6 (1) b GDPR) and in the interest of secure, fast and efficient provision of this online service (Art. 6 (1) f GDPR).

Data processing

In order to guarantee processing in compliance with data protection regulations, we have concluded data processing agreements with all hosters we use.

Exoscale

The website, the cloud service SeaTable Cloud, the team administration of SeaTable Cloud, the SeaTable Forum and SeaTable Ideas as well as and the store SeaTable Market are hosted by Akenes SA, Boulevard de Grancy 19A, 1006 Lausanne, Switzerland (Exoscale).

The data processed by Exoscale is stored exclusively in German data centers in Frankfurt am Main and Munich. The data center in Frankfurt is certified according to ISO 9001, 14001, 27001, and 50001. Additionally, it has certifications for PCI DSS 3.2 and OHSAS 18001. The Munich data center is certified according to ISO 9001 and 27001 as well as PCI DSS 3.2, SOC-1 type II and SOC-2 type II. For more information on Exoscale’s data centers, please visit https://www.exoscale.com/datacenters/ .

Hetzner

We run test and demo systems on infrastructure by Hetzner Online GmbH, Industriestraße 25, 91710 Gunzenhausen, Germany (Hetzner). We use these systems with a view to improving the performance and stability of SeaTable Cloud and providing interested parties with individual testing opportunities.

Hetzner operates data centers in Europe (Germany and Finland) and in the USA. We use exclusively the European data centers. You can find more information on Hetzner’s data centers at https://www.hetzner.com/unternehmen/rechenzentrum .

Host Europe

The mail server managing the mail accounts of this online service is hosted by Host Europe GmbH, Hansestraße 111, 51149 Cologne, Germany (Host Europe).

4. Recording of Data

Log-data

The log files of the servers we use store data that your browser automatically transmits to us when using this online service, including:

• Browser type and browser version
• Operating system used
• Previously visited website
• Host name of the accessing computer
• Time of request
• IP address

This data is not merged with other data sources.

Purpose and legal basis We use the log data to ensure the reliable operation of this online service and to continuously optimize the technical infrastructure. This represents a legitimate interest within the meaning of Art. 6 (1) f GDPR.

Cookies

The online service and pages use what the industry refers to as cookies. Cookies are small text files that are either cached temporarily for the duration of a session, so-called session cookies, or they are permanently stored on your device, so-called permanent cookies. Session cookies are automatically deleted once you terminate your visit. Permanent cookies remain archived on your device until you actively delete them or they are automatically removed by the web browser.

In some cases, it is possible that third-party cookies are stored on your device once you enter our site (third-party cookies). These cookies enable you or us to take advantage of certain services offered by the third party (e.g. cookies for the processing of payment services).

Cookies have a variety of functions. Many cookies are technically essential since certain website functions would not work in the absence of the cookies (e.g. the shopping cart function or the display of videos). The purpose of other cookies may be the analysis of user behavior or the display of personalized ads.

Cookies, which are required for the performance of electronic communication transactions (required cookies) or for the provision of certain functions you want to use (functional cookies, e.g. for the shopping cart function) or those that are necessary for the optimization of the website (e.g. cookies that provide measurable insights into the web audience), shall be stored on the basis of Art. 6 (1) f GDPR, unless a different legal basis is cited. The operator of the website has a legitimate interest in the storage of cookies to ensure the technically error free and optimized provision of the operator’s services. If your consent to the storage of the cookies has been requested, the respective cookies are stored exclusively on the basis of the consent obtained (Art. 6 (1) a GDPR); this consent may be revoked at any time.

You have the option to set up your browser in such a manner that you will be notified any time cookies are placed and to permit the acceptance of cookies only in specific cases. You may also exclude the acceptance of cookies in certain cases or in general or activate the delete function for the automatic removal of cookies when the browser closes. If cookies are disabled, however, it is very likely that some functions of the online service may not be available.

This online service uses exclusively cookies that are essential for its operation.

Contact form

If you submit inquiries to us via our contact form, the information provided in the contact form as well as any contact information provided therein will be stored by us in order to handle your inquiry and in the event that we have further questions. We will not share this information without your consent.

The processing of these data is based on Art. 6 (1) b GDPR, if your request is related to the execution of a contract or if it is necessary to carry out pre-contractual measures. In all other cases the processing is based on our legitimate interest in the effective processing of the requests addressed to us (Art. 6 (1) f GDPR) or on your agreement (Art. 6 (1) a GDPR) if this has been requested.

The information you have entered into the contact form shall remain with us until you ask us to eradicate the data, revoke your consent to the archiving of data or if the purpose for which the information is being archived no longer exists (e.g. after we have concluded our response to your inquiry). This shall be without prejudice to any mandatory legal provisions – in particular retention periods.

Request by email and phone

If you contact us by email or phone, your request, including all resulting personal data (name, request) will be stored and processed by us for the purpose of processing your request. We do not pass these data on without your consent.

These data are processed on the basis of Art. 6 (1) b GDPR if your inquiry is related to the fulfillment of a contract or is required for the performance of pre-contractual measures. In all other cases, the data are processed on the basis of our legitimate interest in the effective handling of inquiries submitted to us (Art. 6 (1) f GDPR) or on the basis of your consent (Art. 6 (1) a GDPR) if it has been obtained.

The data sent by you to us via contact requests remain with us until you request us to delete, revoke your consent to the storage or the purpose for the data storage lapses (e.g. after completion of your request). Mandatory statutory provisions – in particular statutory retention periods – remain unaffected.

Registration

You have the option to register on this online service to use additional functions. We shall use the data you enter only for the purpose of using the respective offer or service you have registered for. The required information we request at the time of registration must be entered in full. Otherwise we shall reject the registration.

To notify you of any important changes to the scope of our portfolio or in the event of technical modifications, we shall use the email address provided during the registration process.

We shall process the data entered during the registration process on the basis of your consent (Art. 6 (1) a GDPR).

The data recorded during the registration process shall be stored by us as long as you are registered on this website. Subsequently, such data shall be deleted. This shall be without prejudice to mandatory statutory retention obligations.

5. Web analytics

Matomo

This online service uses the web analytics software Matomo (Matomo).

Matomo enables the operator of the online service to analyze the behavior patterns of visitors and users. To that end, the website operator receives a variety of user data, such as pages accessed, time spent on the page, the utilized operating system and the user’s origin.

We have installed Matomo on a server of our own. Matomo is run with settings that do not allow the tracking or the recognition of individual users: Tracking cookies and other advanced features such as custom variables are disabled and IP addresses get anonymized. The data collected is not passed on to third parties.

Purposes and legal basis

We use Matomo to analyze user behavior and to optimize our online offer. This represents a legitimate interest within the meaning of Art. 6 (1) f GDPR.

6. Newsletter

If you would like to subscribe to the newsletter offered on this online service, we will need from you an email address as well as information that allow us to verify that you are the owner of the email address and consent to the receipt of the newsletter. No further data shall be collected or shall be collected only on a voluntary basis. We shall use such data only for the sending of the requested information and shall not share such data with any third parties.

Sendinblue

This online service uses the email-marketing tool Sendinblue. The provider is Sendinblue GmbH, Köpenicker Straße 126, 10179 Berlin, Germany (Sendinblue).

The data you enter for the purpose of subscribing to the newsletter are stored on the servers of Sendinblue in Germany. More information about the data centers used by Sendinblue is available at https://help.sendinblue.com/hc/en-us/articles/360001005510-data-storage-location .

Data analysis by Sendinblue

Sendinblue allows us to organize and analyze newsletters campaigns. For example, we can see by whom and how often a newsletter was opened, and which embedded links were clicked most often. This way we can determine, among other things, which content generated the highest user interaction.

We can also see whether certain previously defined actions were performed after opening / clicking (conversion rate). For example, we can tell if you have made a purchase after clicking on the newsletter.

Sendinblue also allows us to classify newsletter recipients into different categories (clustering). For example, the newsletter recipients can be subdivided according to age, gender or place of residence. In this way, the newsletters can be better adapted to the respective target groups.

You can find more information about the features of Sendinblue at https://www.sendinblue.com/features/email-marketing/ .

You can find the privacy policy of Sendinblue at https://de.sendinblue.com/legal/privacypolicy .

Purpose and legal basis

Sendinblue is used for the purpose of fulfilling the contractual relationship established by registration (Art. 6 (1) b GDPR) and initiating further contracts (Art. 6 (1) f GDPR). You may unsubscribe from the newsletter at any time. This shall be without prejudice to the lawfulness of any data processing transactions that have taken place prior to your unsubscription.

Storage period

The data deposited with us for the purpose of subscribing to the newsletter will be stored until you unsubscribe from the newsletter or the newsletter service provider and deleted from the newsletter distribution list after you unsubscribe from the newsletter. Data stored for other purposes with us remain unaffected.

After you unsubscribe from the newsletter distribution list, your email address may be stored by us or the newsletter service provider in a blacklist to prevent future mailings. The data from the blacklist is used only for this purpose and not merged with other data. This serves both your interest and our interest in complying with the legal requirements when sending newsletters (legitimate interest within the meaning of Art. 6 (1) f GDPR). The storage in the blacklist is indefinite. You may object to the storage if your interests outweigh our legitimate interest.

If you do not want your data to be analyzed by Sendinblue, you have to unsubscribe from the newsletter. For this purpose, we provide a corresponding link in every newsletter message.

Data processing

In order to guarantee processing in compliance with data protection regulations, we have concluded a data processing agreement with Sendinblue. Additionally, Sendinblue is certified by TÜV Rheinland. As an independent third party, TÜV Rheinland confirms that Sendinblue has established a data protection management system to protect customer data..

7. Plug-ins and Tools

YouTube

This online service integrates text and video links to video content on the video sharing platform YouTube. The operator is Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland (Google).

The linking of a video in a page of this online service does not result in data being transmitted to YouTube or cookies being stored on your end device when visiting a page. When accessing the page, data is loaded exclusively from the online service’s servers.

Only when clicking on the link, you are redirected to YouTube and a connection to the YouTube servers is established. Among other things, YouTube gets to know from which page you switched to their site. If you are logged into your YouTube account, you enable YouTube to assign your surfing behavior directly to your personal profile.

For more information on how YouTube handles user data, consult the YouTube Data Privacy Policy at https://policies.google.com/privacy?hl=en .

Google Fonts

This online service uses fonts provided by Google (Google Fonts). You can find more information about Google Fonts at https://fonts.google.com .

We have installed all Google Fonts on the servers of this online service. This allows you to use the fonts in this online service without having to connect to Google’s servers.

Zammad

The online service uses the helpdesk and ticket system Zammad (Zammad) to process user requests and inquiries. The software manufacturer is Zammad GmbH, Marienstraße 18, 10117 Berlin, Germany. The software is released under the GNU Affero General Public License (AGPL), Version 3, which is an open-source license.

We have installed Zammad on a server of our own. If you send us a request by email (except emails to personal accounts), all data related to this communication process will be processed exclusively on this server.

Purpose and legal basis

We use Zammad to process and respond to customer/user requests and inquiries efficiently and promptly. This constitutes a legitimate interest as defined in Art. 6 (1) f GDPR.

Storage period

Requests and inquiries sent to us remain with us until you request their deletion or the data storage purpose no longer applies (e.g. processing of a request is completed). Mandatory statutory provisions – in particular retention periods – remain unaffected.

If you do not want to have your inquiries processed by Zammad, you have the option to communicate with us by letter or phone.

8. eCommerce and Payment Service Providers

Processing of data (customer and contract data)

We collect, process and use personal data only to the extent necessary for the establishment, content organization or change of the legal relationship (data inventory). These actions are taken on the basis of Art. 6 (1) b GDPR, which permits the processing of data for the fulfilment of a contract or pre-contractual actions. We collect, process and use personal data concerning the use of this online service (usage data) only to the extent that this is necessary to make it possible for users to utilize the services and to bill for them.

The collected customer data shall be eradicated upon completion of the order or the termination of the business relationship. This shall be without prejudice to any statutory retention mandates.

Data transfer upon closing of contracts for services and digital content

We share personal data with third parties only if this is necessary in conjunction with the handling of the contract; for instance, with the financial institution tasked with the processing of payments.

Any further transfer of data shall not occur or shall only occur if you have expressly consented to the transfer. Any sharing of your data with third parties in the absence of your express consent, for instance for advertising purposes, shall not occur.

Stripe

This online service uses Stripe for the administration of user- and subscription data, for billing, and the processing of payments. The provider for customers within the European Union is Stripe Payments Europe, Ltd., 1 Grand Canal Street Lower, Grand Canal Dock, Dublin, Ireland (Stripe).

Stripe is an online service that, among other things, allows you to collect and manage customer data via online registrations, automatically generates and sends invoices, and processes payments. By way of a self-serve portal, customers can manage their customer data and subscription status (e.g. change the billing address update/downgrade/terminate the subscription), change the payment method, and download invoices.

Your customer, payment and other contractual data is sent from the cloud service SeaTable or the store SeaTable Market to Stripe via an encrypted connection and stored on Stripe’s servers. Billing then occurs automatically at the agreed times. For payment methods that allow automatic processing (e.g. credit card), invoices are collected automatically.

More information about the functions of Stripe can be found at https://stripe.com/en-de/use-cases/saas .

You can find the privacy policy of Stripe at https://stripe.com/en-de/privacy .

Purpose and legal basis

The transfer of data to Stripe is based on Art. 6 (1) b GDPR as well as our legitimate interest in the use of dependable and secure payment processes (Art. 6 (1) f GDPR).

Data processing

In order to guarantee processing in compliance with data protection regulations, we have concluded a data processing agreement with Stripe.

9. Online-based Audio and Video Conferences

We use online conference tools, among other things, for communication with our customers. The tools we use are listed in detail below. If you communicate with us by video or audio conference using the Internet, your personal data will be collected and processed by the provider of the respective conference tool and by us. The conferencing tools collect all information that you provide/access to use the tools (email address and/or your phone number). Furthermore, the conference tools process the duration of the conference, start and end (time) of participation in the conference, number of participants and other “context information” related to the communication process (metadata).

Furthermore, the provider of the tool processes all the technical data required for the processing of the online communication. This includes, in particular, IP addresses, MAC addresses, device IDs, device type, operating system type and version, client version, camera type, microphone or loudspeaker and the type of connection.

Should content be exchanged, uploaded or otherwise made available within the tool, it is also stored on the servers of the tool provider. Such content includes, but is not limited to, cloud recordings, chat/ instant messages, voicemail uploaded photos and videos, files, whiteboards and other information shared while using the service.

Please note that we do not have complete influence on the data processing procedures of the tools used. Our possibilities are largely determined by the corporate policy of the respective provider. Further information on data processing by the conference tools can be found in the data protection declarations of the tools used, and which we have listed below this text.

Purpose and legal basis

The conference tools are used to communicate with prospective or existing contractual partners or to offer certain services to our customers (Art. 6 (1) b GDPR). Furthermore, the use of the tools serves to generally simplify and accelerate communication with us or our company (legitimate interest in the meaning of Art. 6 (1) f GDPR). Insofar as consent has been requested, the tools in question will be used on the basis of this consent; the consent may be revoked at any time with effect from that date.

Storage period

Data collected directly by us via the video and conference tools will be deleted from our systems immediately after you request us to delete it, revoke your consent to storage, or the reason for storing the data no longer applies. Stored cookies remain on your end device until you delete them. Mandatory legal retention periods remain unaffected.

We have no influence on the duration of storage of your data that is stored by the operators of the conference tools for their own purposes. For details, please contact directly the operators of the conference tools.

TeamViewer

We use the web meeting and remote access software TeamViewer. The provider is TeamViewer Germany GmbH, Jahnstraße 30, 73037 Göppingen, Germany (TeamViewer). You can find more details about data processing in the TeamViewer privacy policy at https://www.teamviewer.com/en/privacy-policy/ .

Data processing

In order to guarantee processing in compliance with data protection regulations, we have concluded an data processing agreement with TeamViewer. We also implement to the full extent the strict rules required by German data protection agencies for the privacy-compliant use of TeamViewer.

3CX Webmeeting

We also use the webmeeting function of the 3CX phone system. The provider of the VoIP phone system software is 3CX Ltd., 4, Markou Drakou, Nicosia, CY 2409, Cyprus (3CX).

We installed the 3CX phone system on our own server. When you communicate with us via 3CX, all data related to this communication activity are processed on this server.