M2M - Privacy Policy

Privacy Policy

We, mind2move GmbH, take the protection of your personal data very seriously and strictly adhere to the rules of data protection laws. Below, we inform you about the collection and use of personal data when using our website. Our offers and services are directed exclusively at entrepreneurs within the meaning of § 14 of the German Civil Code (BGB). The processing of personal data within the meaning of Art. 4 No. 1 GDPR only takes place insofar as it is necessary for the execution and handling of business transactions with legal entities or sole proprietorships.

1. Controller

The controller responsible for the collection, processing and use of your personal data within the meaning of the General Data Protection Regulation (GDPR) is

mind2move GmbH

Heinrich-Hertz-Straße 2

92224 Amberg

+49 9621 897 85 00

info@mind2move.de

2. Collection, processing and use of personal data

a) When visiting the website

When you access our website, information is automatically sent by the browser used on your device to the server of our website.
This information is temporarily stored in a so-called log file. The following information is collected without your intervention and stored until it is automatically deleted:

IP address of the requesting computer,
date and time of access,
name and URL of the retrieved file,
website from which access is made (referrer URL),
browser used and, if applicable, the operating system of your computer as well as the name of your access provider.

The mentioned data is processed by us for the following purposes:

ensuring a smooth connection setup of the website,
ensuring a comfortable use of our website,
evaluation of system security and stability as well as
for further administrative purposes.

The legal basis for data processing is Art. 6 para. 1 sentence 1 lit. f GDPR. Our legitimate interest arises from the purposes listed above for data collection. Under no circumstances do we use the collected data for the purpose of drawing conclusions about your person.

In addition, we use cookies and analysis services when you visit our website. Further explanations can be found under sections 4 and 5 of this privacy policy.

b) When using our contact form

For questions of any kind, we offer you the possibility to contact us via a form provided on the website. A valid email address is required so that we know who the request is from and can respond to it. Further information can be provided voluntarily. The data processing for the purpose of contacting us is carried out in accordance with Art. 6 para. 1 sentence 1 lit. a GDPR on the basis of your voluntarily given consent. The personal data collected by us for the use of the contact form will be automatically deleted after your request has been processed.

If we intend to process your data for a purpose other than the one for which it was originally collected, we will inform you accordingly and, if necessary, obtain your consent. Processing is carried out exclusively in a B2B context and on the basis of our legitimate interest pursuant to Art. 6 para. 1 lit. f GDPR to provide efficient and scalable communication structures. Data is only stored as long as necessary to fulfill contractual or legal obligations. No further storage takes place.

3. Disclosure of data

Your personal data will not be transferred to third parties for purposes other than those listed below. We only share your personal data with third parties if:

you have given your express consent in accordance with Art. 6 para. 1 sentence 1 lit. a GDPR,
the disclosure is necessary pursuant to Art. 6 para. 1 sentence 1 lit. f GDPR for the establishment, exercise or defense of legal claims and there
is no reason to assume that you have an overriding legitimate interest in not disclosing your data,
in the event that there is a legal obligation for disclosure pursuant to Art. 6 para. 1 sentence 1 lit. c GDPR, as well as
this is legally permissible and required pursuant to Art. 6 para. 1 sentence 1 lit. b GDPR for the processing of contractual relationships with you.

In addition, we would like to point out: Within the scope of our exclusively business-related (B2B) activities, no sale of personal data takes place. Business contact data is only passed on to third parties within the framework of the aforementioned legal bases – for example in the course of a service provider or CRM system change – and only insofar as this is necessary for the continuation or processing of the business relationship.

4. Cookies

We use cookies on our website. These are small files that your browser automatically creates and that are stored on your device (laptop, tablet, smartphone, etc.) when you visit our site. Cookies do not cause any damage to your device, do not contain viruses, Trojans or other malicious software. Information is stored in the cookie that results in connection with the specifically used device. However, this does not mean that we immediately obtain knowledge of your identity. The use of cookies serves on the one hand to make the use of our offer more pleasant for you. For example, we use so-called session cookies to recognize that you have already visited individual pages of our website. These are automatically deleted after you leave our site. In addition, we also use temporary cookies to optimize user-friendliness, which are stored on your device for a certain defined period of time. If you visit our site again to use our services, it is automatically recognized that you have already been with us and which entries and settings you have made so that you do not have to enter them again. On the other hand, we use cookies to statistically record the use of our website and to evaluate it for the purpose of optimizing our offer for you (see section 5). These cookies enable us to automatically recognize that you have already been with us when you visit our site again. These cookies are automatically deleted after a defined period. The data processed by cookies is required for the mentioned purposes to safeguard our legitimate interests as well as those of third parties in accordance with Art. 6 para. 1 sentence 1 lit. f GDPR. Most browsers automatically accept cookies. However, you can configure your browser so that no cookies are stored on your computer or a notice always appears before a new cookie is created. However, the complete deactivation of cookies may mean that you cannot use all functions of our website.

5. Analysis tools

a) Tracking tools

The tracking measures listed below and used by us are carried out on the basis of Art. 6 para. 1 sentence 1 lit. f GDPR. With the tracking measures used, we want to ensure a needs-based design and continuous optimization of our website. On the other hand, we use the tracking measures to statistically record the use of our website and evaluate it for the purpose of optimizing our offer for you. These interests are to be regarded as legitimate within the meaning of the aforementioned provision. The respective data processing purposes and data categories can be found in the corresponding tracking tools.

b) Google Analytics

For the purpose of needs-based design and continuous optimization of our pages, we use Google Analytics, a web analysis service of Google Inc. (https://www.google.de/intl/de/about/) (1600 Amphitheatre Parkway, Mountain View, CA 94043, USA; hereinafter “Google”). In this context, pseudonymized usage profiles are created and cookies (see section 4) are used. The information generated by the cookie about your use of this website such as

browser type/version,
operating system used,
referrer URL (the previously visited page),
hostname of the accessing computer (IP address),
time of the server request,

is transferred to a Google server in the USA and stored there. The information is used to evaluate the use of the website, to compile reports on website activities and to provide further services related to website use and internet use for market research purposes and needs-based design of these internet pages. This information may also be transferred to third parties if this is required by law or if third parties process this data on behalf of Google. Under no circumstances will your IP address be merged with other Google data. The IP addresses are anonymized so that assignment is not possible (IP masking). You can prevent the installation of cookies by adjusting your browser software accordingly; however, we point out that in this case you may not be able to fully use all functions of this website. You can also prevent the collection of the data generated by the cookie and related to your use of the website (including your IP address) by Google and the processing of this data by Google by downloading and installing the browser plugin available at the following link: http://tools.google.com/dlpage/gaoptout?hl=en. As an alternative to the browser plugin, you can click this link to prevent future collection by Google Analytics on this website. An opt-out cookie will be set on your device. If you delete your cookies, you must click the link again.

c) Meta Pixel

This website uses the visitor action pixel of Facebook/Meta to measure conversions. The provider of this service is Meta Platforms Ireland Limited, 4 Grand Canal Square, Dublin 2, Ireland. According to Facebook, however, the collected data is also transferred to the USA and other third countries.
In this way, the behavior of site visitors can be tracked after they have been redirected to the provider’s website by clicking on a Facebook advertisement. This allows the effectiveness of Facebook advertisements to be evaluated for statistical and market research purposes and future advertising measures to be optimized.
The collected data is anonymous for us as the operator of this website; we cannot draw any conclusions about the identity of users. However, the data is stored and processed by Facebook so that a connection to the respective user profile is possible and Facebook can use the data for its own advertising purposes in accordance with the Facebook data usage policy ( https://de-de.facebook.com/about/privacy/ ). This enables Facebook to place advertisements on Facebook pages as well as outside of Facebook. This use of data cannot be influenced by us as the site operator.
The use of this service is based on your consent in accordance with Art. 6 para. 1 lit. a GDPR and § 25 para. 1 TTDSG. Consent can be revoked at any time.
We use the advanced matching function within the Meta pixel.
Advanced matching allows us to transmit various types of data (e.g. place of residence, federal state, postal code, hashed email addresses, names, gender, date of birth or phone number) of our customers and interested parties that we collect via our website to Meta (Facebook). This activation enables us to tailor our advertising campaigns on Facebook even more precisely to people who are interested in our offers. In addition, advanced matching improves the assignment of website conversions and expands custom audiences.
Insofar as personal data is collected on our website using the tool described here and forwarded to Facebook, we and Meta Platforms Ireland Limited, 4 Grand Canal Square, Grand Canal Harbour, Dublin 2, Ireland are jointly responsible for this data processing (Art. 26 GDPR). The joint responsibility is limited exclusively to the collection of the data and its transfer to Facebook. The processing carried out by Facebook after forwarding is not part of the joint responsibility. The obligations incumbent on us jointly have been set out in an agreement on joint processing. The wording of the agreement can be found at: https://www.facebook.com/legal/controller_addendum . According to this agreement, we are responsible for providing data protection information when using the Facebook tool and for the secure implementation of the tool on our website. Facebook is responsible for the data security of Facebook products. You can assert data subject rights (e.g. requests for information) regarding the data processed by Facebook directly with Facebook. If you assert data subject rights with us, we are obliged to forward them to Facebook.
Data transfer to the USA is based on the standard contractual clauses of the EU Commission. Details can be found here: https://www.facebook.com/legal/EU_data_transfer_addendum and https://de-de.facebook.com/help/566994660333381.
Further information on protecting your privacy can be found in Facebook’s privacy policy: https://de-de.facebook.com/about/privacy/.
You can also deactivate the remarketing function “Custom Audiences” in the settings for advertisements at https://www.facebook.com/ads/preferences/?entry_product=ad_settings_screen. To do this, you must be logged into Facebook.
If you do not have a Facebook account, you can deactivate usage-based advertising from Facebook on the website of the European Interactive Digital Advertising Alliance: http://www.youronlinechoices.com/en/praferenzmanagement/.

6. Rights of data subjects

You have the right:

in accordance with Art. 15 GDPR to request information about your personal data processed by us. In particular, you can request information about the processing purposes, the category of personal data, the categories of recipients to whom your data has been or will be disclosed, the planned storage period, the existence of a right to rectification, deletion, restriction of processing or objection, the existence of a right to lodge a complaint, the origin of your data if it was not collected by us, as well as the existence of automated decision-making including profiling and, if applicable, meaningful information about its details;
in accordance with Art. 16 GDPR to immediately request the correction of incorrect or completion of your personal data stored by us;
in accordance with Art. 17 GDPR to request the deletion of your personal data stored by us, unless processing is necessary for exercising the right of freedom of expression and information, for compliance with a legal obligation, for reasons of public interest or for the establishment, exercise or defense of legal claims;
in accordance with Art. 18 GDPR to request the restriction of processing of your personal data insofar as the accuracy of the data is contested by you, the processing is unlawful, but you oppose its deletion and we no longer need the data, but you require it for the establishment, exercise or defense of legal claims or you have objected to the processing pursuant to Art. 21 GDPR;
in accordance with Art. 20 GDPR to receive your personal data that you have provided to us in a structured, commonly used and machine-readable format or to request its transfer to another controller;
in accordance with Art. 7 para. 3 GDPR to revoke your consent once given to us at any time. This means that we may no longer continue the data processing based on this consent in the future and
in accordance with Art. 77 GDPR to lodge a complaint with a supervisory authority. As a rule, you can contact the supervisory authority of your usual place of residence or workplace or our company headquarters.

7. Right to object

If your personal data is processed on the basis of legitimate interests pursuant to Art. 6 para. 1 sentence 1 lit. f GDPR, you have the right pursuant to Art. 21 GDPR to object to the processing of your personal data. This right exists if there are reasons arising from your particular situation or if the objection is directed against direct advertising. In the event of an objection, we will no longer process your personal data unless we can demonstrate compelling legitimate grounds for the processing that override your interests, rights and freedoms, or the processing serves the establishment, exercise or defense of legal claims.

To exercise your right to object, you can contact the contact details listed under point 10.

Please note that this explanation gives you the opportunity to object to the processing of your personal data, especially if it is based on legitimate interests or used for direct advertising.

8. Links to social media platforms

Our website contains links to our profiles on the social networks LinkedIn, Indeed, Facebook and Instagram. These links are intended to provide you with further information about our company and to give you the opportunity to get in touch with us. Please note that when clicking on these links, data may be transmitted to the respective platforms. This may include, in particular, your IP address, the URL of the page from which you clicked the link, as well as information about the browser and device you are using.

The processing of your data by these platforms is subject to the respective privacy policies of the providers. We have no influence on the processing of your data by these platforms and assume no responsibility for it. Therefore, please inform yourself about the privacy policies of the respective platforms before using the links.

9. Changes to this privacy policy

This privacy policy is currently valid and is dated February 2024. Due to the further development of our website and offers or due to changed legal or official requirements, it may become necessary to change this privacy policy. The current privacy policy can be accessed and printed by you at any time on our website. This privacy policy is subject exclusively to German law. Consumer rights or consumer protection regulations do not apply.

10. Use of Artificial Intelligence (AI) in internal processes

We use technologies based on Artificial Intelligence (AI) in various areas of our company. These serve to support and automate internal processes, semantic analysis, and data-driven optimization of business processes. In particular, AI-based systems are used that support the processing, evaluation and categorization of structured and unstructured information.

All third-party providers used are contractually bound as processors in accordance with Art. 28 GDPR. Processing is carried out exclusively on our behalf and in accordance with our instructions. The technical tools used are contractually bound and committed to complying with applicable data protection requirements. For maximum transparency, we have linked the respective data protection regulations directly to the tool names.

ChatGPT / OpenAI for text creation, semantic analysis and content support in internal processes
Make for the automation of recurring processes
HubSpot and ActiveCampaign for data-based customer interaction and marketing optimization

In certain cases, personal data may be processed – e.g. when evaluating CRM information, support requests or project communication. Processing is carried out exclusively within the scope of the respective permissible purpose and on the basis of one of the following legal bases:

Art. 6 para. 1 lit. b GDPR, insofar as the processing serves the performance of a contract,
Art. 6 para. 1 lit. f GDPR, insofar as there is a legitimate interest in increasing efficiency and ensuring the quality of our business processes.

Insofar as personal data is processed by external service providers, this is done on the basis of corresponding agreements on commissioned processing in accordance with Art. 28 GDPR and – in the case of transfers to third countries – on the basis of appropriate safeguards (e.g. EU standard contractual clauses pursuant to Art. 46 GDPR).

We reserve the right to integrate new technologies within the scope of optimizing our services, which are based, for example, on artificial intelligence or machine learning, provided this is carried out in compliance with data protection regulations and in the legitimate interest of business operations.

Information on the use of AI-based language systems and automated communication can be found under point 11 of this privacy policy. If the purpose of processing changes, you will be informed accordingly – if necessary, we will obtain your consent.

11. Automated communication and Voice AI

For the efficient processing of business inquiries as well as for the execution and automation of communication processes – in particular in the area of outbound telephony and lead management – we use modern cloud-based and AI-supported tools.

If you contact us or provide your contact details as part of business communication, an initial telephone contact may be made by an automated system. This system serves exclusively for the structured acceptance, forwarding or pre-qualification of your request. At the beginning of such a call, you will be informed that you are connected to an automated voice system. For processing voice input in the context of automated calls, it is necessary that the transmitted voice content is temporarily recorded, transcribed and systemically evaluated. This is necessary so that the AI system can understand, respond to or forward the request to the responsible department. Such processing is carried out on the basis of our legitimate interest pursuant to Art. 6 para. 1 lit. f GDPR in the efficient processing of inquiries and the improvement of our service offering.

The transcripts generated in this process may be stored and used for internal quality assurance, for the analysis of conversation patterns and – where necessary – for tracking within our CRM system. In individual cases, anonymized evaluation may also contribute to improving AI systems (training). Permanent storage of complete audio recordings does not take place. If there is no legal retention obligation, audio and transcription data are regularly deleted or anonymized.

The processing of personal data within the framework of automated communication is carried out either on the basis of your consent pursuant to Art. 6 para. 1 lit. a GDPR or for the implementation of pre-contractual measures or the fulfillment of an existing contractual relationship pursuant to Art. 6 para. 1 lit. b GDPR. In certain cases, we also rely on our legitimate interest pursuant to Art. 6 para. 1 lit. f GDPR, in particular for the efficient processing of incoming inquiries.

Specialized providers are used in these processes:

Vapi (voice automation for inbound and outbound telephony),
Make (automation platform),
ActiveCampaign and HubSpot (CRM, marketing and sales automation),
ChatGPT (AI-based text generation for information and support processes),
ElevenLabs and Deepgram (speech synthesis and speech recognition)

For maximum transparency, we have linked the respective data protection regulations directly to the tool names. All third-party providers used are contractually bound as processors in accordance with Art. 28 GDPR. Processing is carried out exclusively on our behalf and in accordance with our instructions.

Some of these service providers are based outside the European Union (e.g. in the USA). In these cases, data transfer is carried out exclusively in compliance with data protection regulations, in particular on the basis of the standard contractual clauses of the European Commission pursuant to Art. 46 GDPR. Further use of the data or disclosure to third parties does not take place.

We sometimes work with tools from companies based in the USA. In this context, personal data may be transferred to servers in the USA. The USA is currently not considered a secure third country within the meaning of EU data protection law. US companies may be obliged to hand over personal data to US authorities – in particular security authorities – without you as the data subject being able to take effective legal action against this. It cannot therefore be ruled out that US authorities process, evaluate and permanently store your data stored on US servers for monitoring purposes. We have no influence on these processing activities.

We reserve the right to replace or supplement these services with functionally equivalent providers, provided that they comply with comparable data protection standards and the service used continues to serve the provision, optimization or automation of our contract-related services.

Processing is carried out exclusively in a B2B context and on the basis of our legitimate interest pursuant to Art. 6 para. 1 lit. f GDPR to provide efficient and scalable communication structures. Data is only stored as long as necessary to fulfill contractual or legal obligations. No further storage takes place.

No automated decision-making with legal effect within the meaning of Art. 22 GDPR takes place. You have the right at any time to object to the processing or to withdraw consent given. Further information on your rights can be found under point 6 (“Rights of data subjects”) and point 7 (“Right to object”) of this privacy policy.

12. Opt-out and objection to advertising (marketing purposes)

Within the scope of our business activities in the B2B sector, we also process your contact data for direct advertising on the basis of our legitimate interest pursuant to Art. 6 para. 1 sentence 1 lit. f GDPR. We always ensure an appropriate balance between our legitimate interests and your rights worthy of protection.

You have the right at any time to object to the processing of your personal data for the purpose of direct advertising in accordance with Art. 21 GDPR. You can send your objection to us informally – for example by email to info@mind2move.de. After receipt of your objection, your data will no longer be processed for advertising purposes.

13. Contact

If you have any questions about data protection on our website or about the handling of your data, please feel free to contact us:

mind2move GmbH

Heinrich-Hertz-Straße 2

92224 Amberg

+49 9621 897 85 00

info@mind2move.de

We are always happy to provide you with further information.