Privacy notice

This English version is provided for convenience. Only the German version is legally binding.

This privacy notice explains which personal data are processed when you visit our website or contact us. It also explains the purposes for which this is done, how long the data are stored and what rights you have. In doing so, we comply with our obligation to provide information under Article 13 of the General Data Protection Regulation (GDPR).

1 What does this privacy notice apply to?

This privacy notice applies to our website at www.nexidence.de. It also applies if you contact us using the contact details provided there.

It does not apply to the NEXIDENCE software or to reporting channels operated using this software. This is the case even if the software or such a reporting channel can be accessed at an address ending in nexidence.de. Separate privacy information applies to the software and the reporting channels. It is provided wherever the software or the reporting channel is used. If an organisation uses our software, for example for its reporting channel, that organisation is, as a rule, the controller responsible for the processing there. Further details can be found in its privacy information.

We receive the data covered by this policy from you or from your browser. We only receive information about other persons if you provide it to us in your message, for example if you copy in colleagues or mention them by name. This policy applies accordingly to such information.

2 Who is responsible for your data?

The controller within the meaning of the GDPR is NEXIDENCE GmbH, represented by its managing director (Geschäftsführer), Thomas Inninger.

NEXIDENCE GmbH
Harthauser Str. 19
84453 Mühldorf a. Inn
Germany

Email: info@nexidence.de
Telephone: +49 176 68181239

Further details about our company can be found in our Legal notice.

3 Who can you contact about data protection matters?

For all questions about data protection and about exercising your rights, you can reach us using the contact details given in section 2. You can also write to us by post at the address given there.

4 What data do we process when you visit the website?

4.1 What happens when you access the pages?

When you access a page of our website, your browser transmits data to the server on which the website is hosted, for technical reasons. Without these data, the page cannot be delivered to your device. The server is operated by our hosting provider, IONOS SE, Elgendorfer Str. 57, 56410 Montabaur. In this process, the following information is generally recorded in log files (server log files):

• The Internet Protocol address (IP address) of your device or your internet connection
• The date and time of access
• The page or file accessed
• The page from which you reached our website, if your browser transmits it
• The type and version of your browser, your operating system and the type of your device
• The amount of data transferred and an indication of whether the access was successful

We need this information in order to deliver the website, to ensure secure and stable operation, to detect and rectify faults and to ward off attacks and misuse. We do not combine this information with other data. Nor do we analyse it in order to examine the behaviour of individual persons. We compile aggregated statistics using WebAnalytics (section 4.4).

The legal basis is Art. 6(1)(f) GDPR. Our legitimate interest lies in providing the website reliably and securely.

According to the information provided by IONOS in the data processing agreement, the log files are stored on the IONOS servers for a maximum of seven days. In addition, IONOS stores access logs in our web space. According to IONOS, these contain the IP address only in anonymised form. According to IONOS, these access logs are kept for a maximum of eight weeks. We only inspect them where this is necessary to investigate a fault or an attack. If a specific attack or fault has to be investigated, we may keep individual entries for longer, until the investigation has been completed.

4.2 Is the connection encrypted?

Yes. We provide the website via an encrypted connection. The Transport Layer Security (TLS) protocol is used for this purpose. You can recognise the encrypted connection by the fact that the address in your browser begins with “https://”. If you access an address beginning with “http://”, we redirect you to the encrypted address. This first request is still transmitted unencrypted. The purpose of the encryption is to protect the transmitted data from access by third parties on their way between your device and the server.

4.3 Does the website use cookies?

No. The website does not use cookies. Nor does it use tracking pixels or your browser’s local storage.

The only information stored on your device from our website is what is necessary to display the pages. For this purpose, your browser stores pages, fonts and images in its temporary storage (cache). This includes information from our server which your browser uses on your next visit to recognise whether a file has changed. Under § 25(2) no. 2 of the German Telecommunications Digital Services Data Protection Act (TDDDG), no consent is required for this storage. We therefore do not ask for consent and do not display a cookie banner. You can clear the cache in your browser settings at any time.

4.4 Is your use of the website analysed?

Yes, in aggregated form. We use WebAnalytics, the statistics tool provided by our hosting provider IONOS. It evaluates the information that is generated in any case when the pages are accessed (section 4.1). From this we obtain statistics, for example how many visits there are, which pages are accessed, from which pages visitors reach us, which browsers, operating systems and types of device are used, at what time the pages are accessed and from which regions the visits approximately originate.

According to IONOS, WebAnalytics does not use cookies. Neither a tracking pixel nor any additional program code is embedded in our pages for this purpose. According to IONOS, your IP address is anonymised immediately after transmission and is used only to determine the approximate location of the visit. We see aggregated statistics only, we do not create usage profiles of individual persons and we do not attempt to identify individual visitors. According to IONOS, the statistics are available to us for the preceding twelve months.

The legal basis is Art. 6(1)(f) GDPR. Our legitimate interest lies in understanding the use of our website in aggregated form and in improving the website. IONOS processes the data on our behalf (section 6), according to its own information without disclosure to third parties and without transfer to countries outside the EU and the EEA. You can object to this processing (section 11).

There is no advertising on the website.

4.5 Is content from other providers loaded?

No. The website does not embed any content from other providers, such as maps, videos, fonts or software libraries. The website itself therefore does not initiate any connection to third-party servers. The Archivo font, the images and all other components of the pages are stored in our web space at IONOS and are loaded from there.

The pages use small programs of our own (JavaScript), for example for the background graphic, the animations when you scroll, the “Product enquiry”, “Service enquiry” and “Contact” windows and the tabs in the footer. They run in your browser and store nothing there. They only send data when you send your message in one of these windows. Your information then goes to our web space at IONOS (section 5.1), not to third parties.

5 What happens to your information when you contact us?

5.1 What information do we process?

The “Product enquiry”, “Service enquiry” and “Contact” windows contain a form. When you send it, your browser transmits your information in encrypted form (section 4.2) to our web space at IONOS. From there, it is forwarded by email to our mailbox info@nexidence.de (section 5.3). The information transmitted is your name, your email address, your selection (for “Product enquiry” and “Service enquiry”) and the text of your message, as well as your organisation and your telephone number if you provide them. In addition, the window you use, the language of the page and the time between opening the window and sending are transmitted. We use this time only to detect automated entries; it is not stored. We base this check on Art. 6(1)(f) GDPR. Our legitimate interest lies in protecting the windows and our mailbox against misuse. The content of your message is not stored on the web space. As with every request, sending creates the log data described in section 4.1; the content of your message is not included in them. We do not send you a copy of the message.

If you click a link to our email address, for example in the footer, your own email program opens. You decide yourself whether and when to send an email from it. If JavaScript is switched off in your browser, the same applies to “Product enquiry”, “Service enquiry” and “Contact”: instead of the window, your own email program then opens with a new email to us.

If you send us an email or a letter or call us, we process the information you provide to us in doing so. As a rule, this is your name, your email address or telephone number, where applicable your organisation and position, and the content of your request. In the case of emails, technical information such as the date and time of sending is added.

5.2 What do we use your information for, and what is the legal basis?

We use your information to handle and respond to your request. This may be, for example, arranging a demonstration of our software or a question about our services.

If your enquiry is aimed at a contract with you or at steps prior to entering into such a contract, the legal basis is Art. 6(1)(b) GDPR. In all other cases, we base the processing on Art. 6(1)(f) GDPR. This applies in particular if you write to us on behalf of an organisation. Our legitimate interest lies in responding to enquiries addressed to us and in communicating with prospective clients, clients and business partners. Where we retain emails because of statutory retention obligations, the legal basis is Art. 6(1)(c) GDPR.

After an enquiry, we may get in touch with you once on our own initiative in order to follow up. We then ask, for example, whether any information is still missing for your enquiry. This is done by email or by calling you back if you have given us a telephone number for your enquiry. The follow-up relates only to your enquiry.

If the follow-up forms part of handling an enquiry that is aimed at a contract with you or at steps prior to entering into such a contract, the legal basis is Art. 6(1)(b) GDPR. In all other cases, in particular if you wrote to us on behalf of an organisation, we base it on Art. 6(1)(f) GDPR. Our legitimate interest lies in handling enquiries completely and in finding out whether anything is still outstanding. You can object to the follow-up at any time without giving reasons, including in your enquiry itself. A short message to info@nexidence.de is sufficient for this. We will then refrain from following up.

We will only send you advertising by email if you have given your express consent beforehand. Your enquiry alone does not constitute such consent.

5.3 How are emails transmitted and stored?

Our email mailbox is operated by IONOS. Messages from the windows on the website are sent by email to this mailbox by our web space, which is also hosted by IONOS. IONOS may automatically scan incoming emails for malware and unsolicited advertising. In order to operate the mailbox, IONOS also records information about the receipt and sending of emails in log data. According to the information provided by IONOS in the data processing agreement, these log data are stored for a maximum of 28 days.

Emails are generally transmitted in encrypted form between the mail servers involved, provided both sides support this. However, the content of an email is not encrypted end to end, from the sender to the recipient. Please therefore do not send us any confidential or particularly sensitive information by email or via the windows on the website.

5.4 How long do we keep your information?

We store your information for as long as we need it to handle your request. If no contract is concluded with us, we delete your message and our reply as soon as your request has been dealt with. A request has been dealt with when the circumstances indicate that the matter has been conclusively resolved. This is also the case if we have followed up (section 5.2) and you do not respond.

If your enquiry leads to a contract with us, we keep the correspondence for as long as we need it for our working relationship. Emails that prepare, conclude, perform or reverse the contract are also deemed to be commercial and business letters. In accordance with § 257 of the German Commercial Code (HGB) and § 147 of the German Fiscal Code (AO), we retain them for six years. The period begins at the end of the calendar year in which we received or sent the email. It may be extended for as long as the emails are relevant for taxes for which the assessment period has not yet expired.

If we need information to establish, exercise or defend legal claims, we retain it until these claims have been resolved.

According to the information in the data processing agreement, IONOS keeps deleted emails on its servers for a further seven days at most. After that, they are also removed there.

5.5 Can you send us reports of breaches?

Please do not use this route. This website and the address info@nexidence.de are not a reporting office within the meaning of the German Whistleblower Protection Act (HinSchG). They are not set up to receive reports of breaches in companies, public authorities or other organisations. We offer software with which organisations handle such reports, complaints and incidents. If you wish to report a breach, please contact the internal reporting office of the organisation concerned or an external reporting office, for example the Federal external reporting office at the Federal Office of Justice (Bundesamt für Justiz). In addition, an ordinary email is only suitable to a limited extent for confidential reports (see section 5.3). Further information can be found in section 9 of our Terms of use.

6 Who receives your data?

We only pass on your data to the extent necessary for the purposes set out in this policy.

IONOS SE, Elgendorfer Str. 57, 56410 Montabaur, operates the web server and the email mailbox for us. In doing so, IONOS processes the data on our behalf and in accordance with our instructions. A data processing agreement pursuant to Art. 28 GDPR is in place with IONOS.

Beyond this, we only pass on your data if we are legally obliged to do so or if this is necessary to establish, exercise or defend legal claims. In that case, recipients may be, for example, public authorities or advisers bound by a duty of confidentiality, such as lawyers or tax advisers. In these cases, the legal basis is Art. 6(1)(c) or (f) GDPR. Our legitimate interest then lies in protecting our rights.

We do not sell any data and do not pass them on for advertising purposes.

7 Are your data transferred to countries outside the European Union?

In the data processing agreement, IONOS has undertaken to process the data, in principle, within the European Union (EU) or the European Economic Area (EEA). We do not use any additional IONOS services for this website through which visitors’ data could reach service providers outside the EU and the EEA. One example of such a service is a network for the faster delivery of content (content delivery network).

8 Are you obliged to provide us with data?

No. You are under no statutory or contractual obligation to provide us with personal data. However, without the connection data mentioned in section 4.1, the website cannot be technically delivered to your device. Whether you write to us or call us is up to you. Without contact details, we cannot reply to you. In the windows on the website, your name and your email address are mandatory, and in the “Contact” window also your message. Without this information, the message cannot be sent. Your organisation and telephone number are optional.

9 Do we make automated decisions about you?

No. We do not make any decisions based solely on automated processing which produce legal effects concerning you or similarly significantly affect you (Art. 22 GDPR). No profiling takes place.

10 What rights do you have?

You have the following rights with respect to us, in each case subject to the statutory requirements:

• Access (Art. 15 GDPR). You can find out whether we process data about you. If this is the case, you will receive information about these data and a copy of them.
• Rectification (Art. 16 GDPR). If data about you are inaccurate or incomplete, you can request that we rectify or complete them.
• Erasure (Art. 17 GDPR). You can request that we erase your data, for example if we no longer need them for the original purpose. Statutory retention obligations may prevent erasure.
• Restriction of processing (Art. 18 GDPR). In certain cases, you can request that we only process your data to a limited extent, for example while we verify the accuracy of the data.
• Notification of recipients (Art. 19 GDPR). If we have disclosed your data to recipients, we will notify them of any rectification, erasure or restriction. This does not apply if this proves impossible or involves disproportionate effort. At your request, we will tell you who these recipients are.
• Data portability (Art. 20 GDPR). Where you have provided data to us yourself and we process them by automated means on the basis of a contract, you can receive them in a structured, commonly used and machine-readable format. You can also request that we transmit these data to another controller, where technically feasible.
• Objection (Art. 21 GDPR). Further details can be found in section 11.
• Complaint to a supervisory authority (Art. 77 GDPR). Further details can be found in section 12.

An informal message using the contact details given in section 2 is sufficient to exercise your rights. We will respond within one month of receipt of your request. In the case of complex or numerous requests, this period may be extended by up to two further months. We will inform you of this in good time. If we have reasonable doubts about your identity, we may request additional information to confirm it.

We do not base the processing operations described in this policy on consent. If we ask you for consent in future, for example for advertising by email (section 5.2), we will inform you of the details at that time. You can withdraw consent at any time with effect for the future (Art. 7(3) GDPR).

11 When can you object to processing?

12 Where can you lodge a complaint?

If you believe that the processing of your data infringes data protection law, you can lodge a complaint with a data protection supervisory authority (Art. 77 GDPR). This may in particular be the authority in the Member State of your habitual residence, your place of work or the place of the alleged infringement. Other legal remedies remain unaffected.

The competent authority for us is the Bavarian Data Protection Authority (Bayerisches Landesamt für Datenschutzaufsicht).

Street address: Promenade 18, 91522 Ansbach
Postal address: Postfach 1349, 91504 Ansbach
Website: www.lda.bayern.de

13 When will this privacy notice change?

We will amend this privacy notice if there are changes to the website, the service providers we use or the legal situation. The version published on this page applies in each case.

Last updated: November 2026