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Duty to inform in regards to data collection


Pursuant to art. 13 General Data Protection Regulation (GDPR)

Data processing at Userlane

The Userlane platform runs as an overlay on software applications. It allows to create on-screen, interactive content that guides users through processes in real-time and provides intuitive on-demand assistance, within any kind of browser-based software. Userlane analytics dashboard provides insights into the feature and process adoption within the software application and helps make informed content creation decisions based on actual user behaviour and needs.


Find out more about privacy policies in our Trust Center.


Data protection is paramount to all USERLANE activities. A transparent process is very important to us when it comes to the way we process personal data. As those responsible for data protection, we want you to feel secure about the protection of your personal data when you visit our website, use our services, and communicate with us. We take the protection of your personal data very seriously. Compliance with German and European data protection regulations is a matter of course for us. Here, you will find a description of how we process your personal data. A description of our data processing is available on our website. For better legibility, we try not to use specific genders. Therefore, please note that the words they/them are intended to mean all genders.


Responsibility

The following party is responsible for all daThe following party is responsible and acting as controller according to Art. 4 Nr. 7 GDPR for all data processing described in the following:

Userlane GmbH, St.-Martin-Str. 102, 81669 Munich, Germany

The data protection officer can be reached by writing:
DataCo GmbH, Dachauer Str. 65, 80335 Munich, Germany, dpo@userlane.com.

Lawfulness of processing

Processing of applicants’ data:

Art. 88 GDPR in conjunction with § 26 BDSG (Federal Data Protection Act)
Art. 6 (I) (1) lit. a GDPR
Art. 6 (I) (1) lit. b GDPR
Processing of data of interested parties, prospects, and leads (if, in the context of the performance of pre-contractual measures):

Art. 6 (I) (1) lit. a GDPR
Art. 6 (I) (1) lit. b GDPR
Art. 6 (I) (1) lit. f GDPR
Processing of client data and contact details of Customers:

Art. 6 (I) (1) lit. b GDPR
Art. 6 (I) (1) lit. f GDPR
Processing of supplier/service provider data:

Art. 6 (I) (1) lit. b GDPR
Art. 6 (I) (1) lit. f GDPR

  • If your personal data are processed, you have the right to receive information from the controller about your personal data which is stored (Art. 15 GDPR).
  • If inaccurate personal data are processed, you have the right to rectification (Art. 16 GDPR).

    If the legal requirements are met, you can request the erasure or restriction of processing, and object to the processing (Art. 17, 18, and 21 GDPR).

  • If you have consented to the data processing or if there is a data processing contract in place, and the data processing is performed with the aid of automated processes, you may have a right to data portability (Art. 20 GDPR).
  • If you have consented, by means of a corresponding declaration, to the processing by the controller, you have the right to withdraw your consent at any time. The withdrawal of consent shall not affect the lawfulness of processing based on consent before its withdrawal. For your withdrawal please send us an e-mail at dpa@userlane.com
  • As a data subject you also have the right to lodge a complaint with a supervisory authority (Art. 77 GDPR). The supervisory authority responsible for us is the Bavarian State Office for Data Protection Supervision.

    Copies of concluded standard contractual clauses can be requested by sending an informal email to us.

As part of the Userlane application process, Userlane collects the following personal data via the upload function provided on the careers page:

  • First name and surname
  • E-Mail address
  • Phone number
  • Availability
  • Expected salary
  • All personal data contained in the application (curriculum vitae, cover letter, certificates, etc.)Userlane collects data from interested parties in the following manners:
  • Direct application via the Userlane careers page (Art. 88 GDPR in conjunction with § 26 BDSG (Federal Data Protection Act)
  • Application via email, addressed directly to the general Userlane inbox jobs@userlane.com (Art. 88 GDPR in conjunction with § 26 BDSG (Federal Data Protection Act))
  • Linkedln Easy Apply (Art. 88 GDPR in conjunction with § 26 BDSG (Federal Data Protection Act) and Art. 6 (I) (1) lit. a GDPR)

These personal data will be processed for the following purposes:

  • Implementation of the application process and decision on the justification of an employment contract
  • Communication (telephone, e-Mail, videotelephony)
  • Implementation of pre-contractual measures (initiation of employment)
  • Recording of applicants’ data in an applicant pool
  • Assertion, exercise, or defense of legal claims resulting from the application process
    Internally, only authorised employees will only receive access to an applicant’s data, via an authorisation process.

The following service providers are involved, as data processors, in our processing of personal data during the application process:

Lever – San Francisco, CA 94103: Userlane uses the Lever as a central applicant life cycle management tool for the implementation of the application process. It serves as a central storage point for applicants’ data. Lever is integrated into our careers page. The abovementioned personal data and other data uploaded by you will be stored and processed by Lever on our authority. A Data Processing Agreement has been concluded with the service provider. In the event that the application is revoked, withdrawn or denied by you or Userlane, your personal data will be erased within 12 weeks. If you consented, you can be included in a pool of applicants. Your data will be stored in order to add you into the selection process for future positions. Application documents will be stored for this purpose. Consent will be obtained again each year via email.

Microsoft Inc. — Redmond, USA: Userlane uses Office 365 services, incl. Microsoft Teams, to carry out interviews via video telephony, and Google workspace for communication via email. A Data Processing Agreement with Standard Contractual Clauses (in accordance with European Union specifications) has been concluded with the service provider as part of the Online Services Terms. Your personal data, which will be forwarded to the processor for the performance of the planning and the actual video call, will be erased within 3 weeks.

Google Ireland Ltd., Gordon House, Barrow Street, D04 E5W5, Dublin, Ireland with its Headquarters, Google LLC 1600 Amphitheatre Pkwy, Mountain View, CA 94043 (hereinafter referred to as: Google). We use Google products, especially Gmail, because it simplifies the processing of requests and the assignment of internal tasks. Emails from applicants can be processed with Gmail. As far as this is the case, your application will be synchronised with Lever. A data processing agreement has been concluded with Google. Personal data of applicants who have objected to the processing by Userlane or have withdrawn their consent will be deleted.

Linkedln Inc. — Sunnyvale, USA: Userlane uses the Easy Apply service. Applications can be sent directly to Userlane via this service. A Data Processing Agreement with Standard Contractual Clauses (in accordance with European Union specifications) has been concluded with the service provider. We have no influence on how long Linkedln itself stores the data you provide.

Zoom – Headquarters: San Jose, California, United States. Used as a conference call software. Only applicants’ data processed with this tool are contact email addresses in order to set up calls and webinars. Zoom is GDPR compliant.

Google Workplace – Headquarters: Mountain View, California, United States. Google Workspace consists of Gmail, Contacts, Calendar, Meet and Chat for communication; Currents for employee engagement; Drive for storage; and the Google Docs suite for content creation. In all of these tools applicant data is being processed. Google’s Compliance Overview.

Userlane collects and processes data of interested parties, prospects, and leads via various channels. Data of interested parties are all personal data of people interested in a Userlane service. The following data are processed in order to establish contact:

  • First name and surname
  • Salutation
  • E-Mail address
  • Position within the company
  • Phone numbers
  • Current Company (optional)
  • Links (optional)
  • Compensation
  • Additional Information, you are adding to your application (optional)
  • Date and Time of application

Userlane collects data from interested parties, prospects and leads in the following manners:

  • Requests via the contact form on the Userlane website
  • Requests sent via messages to Userlane employees, e.g., via email, Linkedln messages, XING messages, and other communication channels
  • Requests at trade fairs or other events where data are passed on to Userlane employees with the aim of establishing contact
  • Individual research about potential interested parties in business directories, contact information on websites, and professional networks
  • Individual booking of an appointment by an interested party

We will process your personal data for the following purposes:

  • To provide information about the services of the Userlane brand (Art. 6 (I) (1) lit. b GDPR (if, in the context of the performance of pre-contractual measures)
  • Quote generation (Art. 6 (I) (1) lit. a GDPR)
  • Processing of queries from interested parties (Art. 6 (I) (1) lit. b GDPR (if, in the context of the performance of pre-contractual measures)
  • Preparation and implementation of pre-contractual measures, in particular the forwarding and agreement of contract terms with the aim of entering into a contract (Art. 6 (I) (1) lit. b GDPR)
  • Establishment and implementation of a contractual relationship (Art. 6 (I) (1) lit. b GDPR)
  • Inclusion in our contact database (Art. 6 (I) (1) lit. a GDPR and Art. 6 (I) (1) lit. b GDPR)
  • Establishing contact (email and telephone) (Art. 6 (I) (1) lit. a GDPR and Art. 6 (I) (1) lit. b GDPR and Art. 6 (I) (1) lit. a GDPR and Art. 6 (I) (1) lit. f GDPR)

Data collection takes place on the basis of our legitimate interest according to Art. 6 (I) 1 lit. f GDPR. A balancing of interests hereby always takes place. In doing so, we balance the rights and freedoms of the data subject against the interests of Userlane. Consent will be obtained verbally in further communication, and stored in our CRM tool.

The following service providers are involved, as data processors, in our processing of personal data as part of the process for dealing with interested parties:

Outreach Seattle, Washington USA: Userlane uses Outreach as a sales automation tool in which data of prospects and leads is stored, processed and qualified to build interest in the market and generate deals. A Data Processing Agreement with Standard Contractual Clauses (in accordance with European Union specifications) has been concluded. The personal data of interested parties who have withdrawn their consent will be blacklisted and stored in the system to ensure the exclusion from further communication.

Zoominfo – Boston, USA: Userlane uses Zoominfo as Lead Database to update and enrich the Salesforce Database. ZoomInfo creates profiles of business people and companies, which we call “Business Profiles,” from different sources. Once we have collected Business Information about a person or company, we combine multiple mentions of the same person or company into a Business Profile. The resulting directory of Business Profiles (the “Directory”) is then made available to the users of the Site and our customers and strategic partners. Business Information that may be provided in a Business Profile includes name, email address, job title and department, phone number, company name, postal address of company and business-related postal address of the person, employment history, and education history. Business Profiles may also include links to articles by, about, or quoting an individual and links to an individual’s social media profiles. ZoomInfo obtains the data for its Business Profiles in several ways, including:

  • ZoomInfo’s search technology scans the web and gathers publicly-available information.
  • ZoomInfo’s license information from other companies.
  • ZoomInfo’s users contribute Business Information about themselves or other people and companies.
  • Through market research surveys and phone interviews conducted by ZoomInfo by an in-house research team.

ZoomInfo also makes certain limited Business Information from its Business Profiles publicly available in our directory pages on our Site (the “Public Directory”). The categories of Business Information that may be made available in the Public Directory include past or current name, company, company headquarters telephone number, office address, job title, and/or education information.

Salesforce.com – San Francisco, California USA: Userlane uses Salesforce to manage the process for dealing with interested parties. This enables the easier processing of queries and allocation of internal tasks. A Data Processing Agreement has been concluded with the processor. The personal data of interested parties who have withdrawn their consent will be blacklisted and stored in the system to ensure the exclusion from further communication.

Zapier Inc. Columbia, Missouri USA: Userlane uses Zapier as a task automation tool in which data of prospects and leads coming from website form submissions is stored, processed and transferred to our CRM system. A Data Processing Agreement with Standard Contractual Clauses (in accordance with European Union specifications) has been concluded.

PandaDoc – San Francisco, California, USA: Userlane uses Zapier as a document automation tool in which data of prospects, leads and contacts is used to craft quotes and order forms that are later on sent out for signature. A Data Processing Agreement with Standard Contractual Clauses (in accordance with European Union specifications) has been concluded.

AutopilotHQ Inc. — San Francisco, CA 94102 United States: Userlane uses Autopilot as a marketing tool in which all data of prospects and leads from all channels is collected and qualified. A Data Processing Agreement with Standard Contractual Clauses (in accordance with European Union specifications) has been concluded. The personal data of interested parties who have withdrawn their consent will be blacklisted and stored in the system to ensure the exclusion from further communication.

Zoom – Headquarters: San Jose, California, United States: Used as a conference call software. In regards to interested parties, prospects, and leads the only data processed with this tool are contact email addresses in order to set up calls and webinars. Zoom is GDPR compliant.

Google Workplace – Headquarters: Mountain View, California, United States. Google Workspace consists of Gmail, Contacts, Calendar, Meet and Chat for communication; Currents for employee engagement; Drive for storage; and the Google Docs suite for content creation. In all of these tools interested parties, prospects, and leads data is being processed. Google’s Compliance Overview.

Productboard —  Prague, Czech Republic: Userlane uses Productboard to gather product requirements from prospects and customers for the evaluation of product improvements, and to be able to track specific requirements back to the requestors. A Data ProcessingAgreement with Standard Contractual Clauses (in accordance with European Union specifications) has been concluded.

I. Description and scope of data processing

On our website, you have the option of registering for our webinars via our contact form. If a user enters information into the contact form, data will be transmitted to us. This information will be stored, and the user will receive 1.) a confirmation e-mail and 2.) updates via mail on future webinars from us.

We believe this event will be of interest to you, however, should you choose to no longer receive any email communication about this event you can opt out from communications at any time.

At the time of sending the message, the following data will be processed:

  • First and last name
  • E-mail address
  • Company name
  • Approximate number of employees in the company
  • Country name
  • Phone number
  • IP address of the calling computer
  • Date and time of contact

Other personal data processed during the sending process serve to prevent misuse of the contact form and to ensure the security of our information technology systems.

Our webinars are conducted via the Zoom web conferencing service provided by Zoom Video Communications Inc, 55 Almaden Blvd, Suite 600, San Jose, CA 95113, USA (hereinafter: Zoom). Zoom is a video and web conferencing service. Zoom webinars are a special feature that allows us to broadcast presentations to up to 500 participants. Users do not need to register or log in to use this feature.

Cookies from Zoom are stored on your end device. For information regarding cookies and similar technologies, please refer to Zoom’s cookie policy: https://zoom.us/cookie-policy

Depending on which data you enter when using Zoom and how you use Zoom, the following personal data is processed by Zoom:

  • Name
  • Username
  • Home address
  • E-mail address
  • Phone numbers
  • Your job title and your employer
  • Information about your credit/debit card or other payment methods
  • Information about your Facebook profile
  • General information about your product and service preferences
  • IP address
  • MAC address
  • Device ID (UDID)
  • Device type
  • Type and version of the operating system and the client version
  • Information about your use or other interaction with our products (“usage information”)
  • Information you upload, share or create while using Zoom

Data is transmitted to Zoom servers in the US and processed there. During the process, data is transferred to Zoom servers in the US and processed there. According to the EU Commission and the ECJ, the level of data protection in the US is not equivalent to that in the European Union. We have concluded a Data Processing Agreement with Zoom within the meaning of Art. 28 GDPR. In order to ensure appropriate guarantees for the protection of the transfer and processing of personal data outside the EU, the transfer of data to and processing of data by Zoom is carried out on the basis of appropriate guarantees pursuant to Art. 46 ff GDPR, in particular through the conclusion of so-called standard contractual clauses pursuant to Art. 46 (2) lit. c GDPR.

Further information on the collection and storage of data by Zoom can be found here: https://zoom.us/de-de/privacy.html

II. Purpose of data processing

Processing of the personal data from the contact form serves us solely to process the registration and the planning of the respective webinar.

In addition, we use the contact information that we have received in the course of your participation in our webinar to contact you for (direct) advertising purposes.

III. Legal basis for data processing

Legal basis for processing of data in connection with contacting us for (direct) advertising purposes is your consent pursuant to Art. 6 (I) (1) lit. a GDPR. If you have consented to the transfer of your personal data to our webinar partner, Wahler HR, Blutenburgstraße 36, 80636 Munich, Germany, this transfer will only take place on the basis of your explicit and informed consent pursuant to Art. 6 (1) (1) lit. a GDPR.

Legal basis for the processing of the data is our legitimate interest, Art. 6 (1) (1) lit. f. GDPR.

Legal basis for direct marketing purposes, e.g., like sending you information to our products, is our legitimate interest, Art. 6 (1) (1) lit. f. GDPR.

IV. Duration of storage

Data will be deleted as soon as they are no longer required to achieve the purpose for which they were collected, and statutory retention periods no longer require the receipt of the data.

V. Opposition and Withdrawal

As a data subject, you have the right to withdraw your consent at any time. The withdrawal of consent shall not affect the lawfulness of processing based on consent before its withdrawal. If the user contacts us by e-mail at dpo@userlane.de, he or she can object to the storage of his or her personal data at any time. In such a case, the conversation cannot be continued. All personal data stored in the course of contacting us will be deleted in this case.

You can prevent Zoom from collecting and processing your personal data by blocking the storage of third-party cookies on your computer, by using the “Do Not Track” feature of a supporting browser, by deactivating the execution of script code in your browser, or by installing a script blocker such as NoScript (https://noscript.net/) or Ghostery (https://www.ghostery.com) in your browser.

For further information on objection and removal options against Zoom, please visit: https://zoom.us/privacy

Userlane processes personal data, to give our Customers full force over the implementation of Userlanes on their homepages.

The following personal data of employees, who are employed by Userlane Customers, will be processed:

Identifier

Data categories processed by Processor if data subject is an Admin User

  • E-Mail address
  • Role assigned within the platform and the according authorisations
  • All personal data that are provided to us during communication with Customers

Data categories processed by Processor if data subject is an End User
ID
Optional*: E-Mail address

Metadata for secure operation of systems

Data categories processed by Processor if data subject is an Admin User
IP address, URL, browser type and version, time zone and language settings of users.

Custom attributes

Data categories processed by Processor if data subject is an Admin User

  • Roles & Permissions
  • Login information

Data categories processed by Processor if data subject is an End User
Optional*: Attributes that are defined by Customers

Interaction data of User with Userlane

Data categories processed by Processor if data subject is an Admin User

Audit log of changes made to configuration and content elements

Data categories processed by Processor if data subject is an End User
Usage of Userlane content elements (e.g., Guide played, Announcement seen,  etc.)

Interaction data of User with Customers Application

Data categories processed by Processor if data subject is an End User
Optional*: Usage of specifically defined features in Customers Application
Optional*: Interactions (e.g., page visits, clicks) in Customers Application

*Optional features and data fields can be enabled or configured by the Customers.

Userlane collects data from people in the following manners:

  • Querying of the personal data after concluding a contract with Userlane from the persons themselves, or receipt of personal data via an employee of the client company. This could also concern employees of service providers used by a client’s company.
  • Entry of employees’ personal data by an administrative assistant of the client in the data protection platform

We will process your data for the following purposes:

  • Client management and client support — in particular the processing of client queries Direct marketing in the form of telephone calls and emails
  • Issuing of invoices
  • Performance of post-contractual measures
  • Assertion, exercise, or defense of legal claims
  • Establishment, implementation, and termination of a contractual relationship
  • Evaluation and development of product improvements – in particular the processing of product requirement requests

Data processing takes place on the basis of the contractual relationship and on the basis of the legitimate interest. A balancing of interests hereby always takes place. In doing so, we balance the rights and freedoms of the data subject against the interests of Userlane, in the form of contract performance for our Customers.

The following service providers are involved, as data processors, within our processing of client data:

Zoom – Headquarters: San Jose, California, United States. Used as a conference call software. Only customer data processed with this tool are contact email addresses of existing customers and prospects in order to set up calls and webinars. Zoom is GDPR compliant.

Google Workplace – Headquarters: Mountain View, California, United States. Google Workspace consists of Gmail, Contacts, Calendar, Meet and Chat for communication; Currents for employee engagement; Drive for storage; and the Google Docs suite for content creation. In all of these tools customer data is being processed. Further information can be found within Google’s Compliance Overview.

AutopilotHQ Inc — San Francisco, CA 94102 United States: Userlane uses Autopilot as a marketing tool in which customer subscriptions and opt-in/opt-outs for different marketing communication and research activities are captured. A Data Processing Agreement with Standard Contractual Clauses (in accordance with European Union specifications) has been concluded. The personal data of interested parties who have withdrawn their consent will be blacklisted and stored in the system to ensure the exclusion from further communication.

DATEVGmbH — Nuremberg, Germany: In order to comply with the GoBD (German regulations for the keeping of books and records electronically), we use services of DATEV. We have entered into a Data Processing Agreement with the service provider.

Chargebee Inc. – Walnut, California: Userlane uses Chargebee to issue invoices, send payment reminders and collect online payments. We have entered a Data Processing Agreement with the service provider.

PandaDoc – San Francisco, California, USA: Userlane uses Zapier as a document automation tool in which data of prospects, leads and contacts is used to craft quotes and order forms that are later on sent out for signature. A Data Processing Agreement with Standard Contractual Clauses (in accordance with European Union specifications) has been concluded.

Productboard — Prague, Czech Republic: Userlane uses Productboard to gather product requirements from prospects and customers for the evaluation of product improvements, and to be able to track specific requirements back to the requestors. A Data Protection Agreement with Standard Contractual Clauses (in accordance with European Union specifications) has been concluded.

Productboard — Prague, Czech Republic: Userlane uses Productboard to gather product requirements from prospects and customers for the evaluation of product improvements, and to be able to track specific requirements back to the requestors. A Data Protection Agreement with Standard Contractual Clauses (in accordance with European Union specifications) has been concluded.

Microsoft Inc. — Redmond, USA: Userlane uses the Office 365 service, incl. Microsoft Teams, to carry out customer and support calls via video telephony, and Google workspace for communication via email. A Data Processing Agreement with Standard Contractual Clauses (in accordance with European Union specifications) has been concluded with the service provider as part of the Online Services Terms. Your personal data, which will be forwarded to the processor for the performance of the planning and the actual video call, will be erased within 3 weeks.

When processing data of Customers and their service providers, we will generally always erase or block your personal data when the purpose of the storage no longer applies. Storage may also take place if required by legal standards to which we are subject, for example in relation to statutory retention and documentation obligations. In such cases, we will erase or block your personal data after the according standards cease to apply.

Userlane processes personal data of suppliers and service providers. This is necessary for our business operations. The following data are processed by suppliers:

  • First name and surname
  • Title
  • E-mail address
  • Phone number

Userlane collects data from people in the following manners:

  • Receipt of personal data directly from the data subject via establishment of contact by suppliers
  • Receipt of personal data directly from the data subject via establishment of contact by Userlane
  • Research in business directories or on websites
  • Receipt of personal data from third parties

We will process your data for the following purposes:

  • Performance of orders (Art. 6 (1) (1) lit. b GDPR)
  • Review and optimisation of processes for needs assessment (Art. 6 (1) (1) lit. f GDPR)
  • Consultation and data exchange with credit agencies to determine credit and default risks (Art. 6 (1) (1) lit. f GDPR)
  • Market and opinion research, provided that you have not objected to the use of these data for this purpose (Art. 6 (1) (1) lit. f GDPR)
  • Assertion, exercise, or defence of legal claims (Art. 6 (1) (1) lit. f GDPR)
  • Measures for business management and further development of our products (Art. 6 (1) (1) lit. f GDPR)

Data processing takes place to initiate or perform a contractual relationship (Art. 6 (1) (1) lit. b GDPR), and on the basis of the legitimate interests of Userlane.

The following service providers are involved, as data processors, in our processing of supplier/service provider data:

Microsoft Inc. — Redmond, USA: Userlane uses the Office 365 service, incl. Microsoft Teams, to carry out calls with suppliers and service providers via video telephony, and Google workspace for communication via email. These data are used exclusively for communication with service providers/suppliers. A Data Processing Agreement with Standard Contractual Clauses (in accordance with European Union specifications) has been concluded with the service provider as part of the Online Services Terms.

Zoom – Headquarters: San Jose, California, United States. Used as a conference call software. Only supplier and service provider data processed with this tool are contact email addresses in order to set up calls and webinars.

Google Workplace – Headquarters: Mountain View, California, United States. Google Workspace consists of Gmail, Contacts, Calendar, Meet and Chat for communication; Currents for employee engagement; Drive for storage; and the Google Docs suite for content creation. In all of these tools supplier and service provider data is being processed. Further information can be found within Google’s Compliance Overview.

Spendesk SAS – Paris, France: Userlane uses Spendesk to process offline supplier invoices as well as online payments with virtual debit cards (subscriptions). We have entered a Data Processing Agreement with the service provider.

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