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Privacy policy

1. General

docu tools GmbH, Am Tabor 36, 1020 Vienna, takes the protection of personal data very seriously and strictly adheres to the provisions of the General Data Protection Regulation (GDPR), the Austrian Data Protection Act and the Telecommunications Act. The collection, processing, use and storage of website visitors' data and data uploaded by docu tools GmbH users is carried out in full compliance with the relevant provisions in the current version. The protection of your data is very important to docu tools GmbH. It is part of our service offering that we collect, process and use your personal data. This privacy policy describes in detail what information we collect about you and what happens to this data. Please take the time to read our privacy policy so that you know as much as possible about how your data is handled.
In some cases, our products and services contain links to websites of other companies. These companies may have their own privacy policies. We recommend that you familiarise yourself with the privacy policies of these companies as well. We accept no responsibility for the data protection practices or content relating to the products or services of these companies. Changes to our ‘Privacy Policy’ will be published on the docu tools GmbH website. This allows you to find out at any time what data we store, how we collect it and how we use it.

2. Collection, use and processing of personal data

By collecting, processing and using personal data, docu tools GmbH aims to offer its users a user-friendly, efficient, customer-oriented and secure service. If you decide to request an individual quote or subscribe to the newsletter, you will be required to provide your data. This includes your name (first name, surname, company name) and address and contact details, as well as any other information requested by docu tools GmbH that is relevant to the business relationship. We refer to this data as inventory data.

2.1. The docu tools GmbH website

When you visit our website, certain information such as your IP address, browser type and access time or duration is automatically transmitted to docu tools GmbH. This data helps us to better understand the navigation behaviour of our users. It is used for system administration and is stored for statistical or security purposes. In addition, this data helps us to enforce the terms and conditions of docu tools GmbH, especially in preventing fraudulent behaviour; it may be required for evidence purposes. This data may allow conclusions to be drawn about a specific usage pattern of the website. However, personal data is not used in this context.

2.2. The docu tools GmbH software applications

docu tools GmbH uses personal data to enable secure, effective and customer-oriented use of the services and software provided by docu tools GmbH. This data will not be used, processed or passed on by docu tools GmbH beyond the scope specified by law. Furthermore, we will only pass on your data if we are obliged to do so by law, by official or court order. When registering with docu tools GmbH, the user's email address and personal password for logging into the secure area of docu tools GmbH are stored for the purpose of fulfilling the contract and specifying the contract term for the docu tools GmbH service. docu tools GmbH also stores the user's surname, first name, title, academic degrees, telephone number, billing address (street, house number, postcode, city), email address, VAT number, company registration number and company name for the provision of services and billing by docu tools GmbH. A trial account is available for one month upon request. With the help of your information, it is possible, among other things, to:

Note on using docu tools on a tablet: Each time the docu tools app is synchronised, the user ID, project ID and start and end times of the process are stored by docu tools GmbH in an internal analysis system in order to track and resolve any problems encountered by users.

2.3. docu tools GmbH Newsletter

docu tools GmbH regularly informs its users about all topics that are of interest to them, such as the software, further developments of the software, market trends, new technologies or special projects of our customers. Users must subscribe to these newsletters in a separate process. There are no conditions attached to subscribing to newsletters; in particular, any user can subscribe to a newsletter, even if they are not a customer or user of docu tools software. If you do not wish to receive our newsletters, you can unsubscribe from our newsletter service at any time by sending an email to unsubscribe@docu-tools.com.

3. Correction, restriction and deletion of data

docu tools GmbH undertakes to implement the rights of data subjects in accordance with the GDPR. The inventory data provided by the user can be corrected, changed and deleted at any time at the user's request, provided that no rights prevent this. At the user's request, information about the data stored by docu tools GmbH can also be provided at any time. To do so, the user must send an email with the corresponding request and proof of identity to the email address service@docu-tools.com. The same applies to verbal requests made by telephone. The user can submit the request informally, but must prove their identity (e.g. by sending a copy of their ID). docu tools GmbH will comply with the request within the statutory period of one month. docu tools GmbH also undertakes to inform all those to whom data has been transferred about the correction, deletion or restriction of data processing. The user has the right to request the inventory data stored by docu tools GmbH in a standard, machine-readable form. To do so, the user must send an email with the corresponding request to the email address service@docu-tools.com.

4. Links to websites not belonging to docu tools GmbH

The docu tools GmbH website may contain links to third-party websites in order to further improve user-friendliness and expand information. When you click on such links, you leave the docu tools GmbH website. These sites or their data protection measures (which may differ from those of docu tools GmbH) are not subject to the control of docu tools GmbH. We are not responsible for information or content on third-party websites. Personal data that you disclose to third-party providers not affiliated with docu tools GmbH is not covered by the docu tools GmbH privacy policy. We recommend that you carefully read the privacy policies of each company before providing them with personal data. Some third-party providers may share your personal data with docu tools GmbH. In this case, this sharing is subject to the privacy policies of the respective third-party provider.

5. Security

docu tools GmbH is committed to the security of your data. In order to prevent unauthorised access or disclosure, maintain data accuracy and ensure the proper use of data, we have implemented appropriate measures (physical, electronic and administrative) through our provider to protect and secure the data collected online. Critical data, such as credit card information, is collected and transmitted in encrypted form. The security measures of docu tools GmbH are continuously improved in line with technological developments. docu tools GmbH secures data using state-of-the-art technology (in particular privacy by design/privacy by default). However, if a case of data misuse occurs or data is stolen by unauthorised third parties, docu tools GmbH is obliged to inform the competent data protection authority within 72 hours of becoming aware of this. If this misuse poses a high risk to those affected, docu tools GmbH is obliged to notify those affected immediately. docu tools GmbH also imposes this security policy on the contract data processors we use, whom we have obliged to comply with the same or similar security precautions.

5.1. Obligations of the user

The user/licensee undertakes to take all reasonable measures to protect the stored data and information against unauthorised access by third parties.

6. Cookies and similar technologies

Cookies are small text files that are stored in a computer's web browser memory. They enable website providers to track how people use a website, for example, and store a user's login details and website settings. This section explains how we use cookies and other similar technologies to ensure that our services function properly, to prevent fraud and other damage, and to analyse and improve our services in accordance with our privacy policy. The capitalised terms from English that are not otherwise defined below have the meanings assigned to them in the privacy policy.

6.1. How we use cookies

Cookies play an important role for us; they help us to provide personalised, effective and secure services. We use cookies on our website. Although we change the cookies regularly when we improve or add to our services, we generally use cookies for the following purposes:

a) To operate our services

Some cookies are essential for the operation of our website and the provision of our services. We use these cookies in various ways, including the following:

b) To analyse and improve our services

Cookies help us understand how our website and services can better serve you. Cookies tell us how people arrive at our website and provide us with information about improvements or enhancements we need to make to our website and services.

6.2. How we use other technologies

a) Tracking pixels

Tracking pixels (also known as web beacons or clear GIFs) may be used in connection with some services, including to track the actions of users (e.g. email recipients), evaluate the success of our marketing campaigns, and compile statistics on the use of the services and response rates.

b) Third-party analyses

We use Google Analytics. This service uses cookies and similar technologies to collect and analyse information about the use of the services and to report on activities and trends. This service may also collect information about the use of other websites, apps and online resources. Information about Google's practices can be found on Google's website. The table below provides further information about our use of third-party analytics.

6.3. Cookie table

The cookies we typically use are listed below. This list is not exhaustive, but it outlines the main reasons why we set cookies. docu tools GmbH website – cookies (www.docu-tools.com)

Currently, docu tools GmbH does not use its own or third-party cookies.

6.4. How to manage cookies

You may be able to change your cookie settings in your web browser, including deleting or disabling docu tools GmbH cookies. Please refer to the ‘Help’ section of your web browser or click on the links below to learn more about your options. However, please note that if you decide to disable cookies, some features of our website or services may no longer function as intended:

7. Copyright

docu tools GmbH endeavours to always respect the copyrights of others and to use its own or licence-free works. The content and works created by the site operators on these pages are subject to Austrian copyright law. Contributions by third parties are marked as such. The reproduction, editing, distribution and any kind of use outside the limits of copyright law require the written consent of the respective author or creator. Downloads and copies of this site are only permitted for private, non-commercial use. The user is permitted to create a backup copy, which must be clearly marked as such.

8. File upload in the docu tools GmbH software

When using the products and services of docu tools GmbH, users can upload and store construction plans, images, photos, text files and audio information relating to construction defects on the docu tools GmbH web server. Responsibility for data protection-compliant processing lies solely with the user. Strict internal processes and systems regulate and ensure that this digital content is not made accessible to unauthorised users. By activating the system, the user can determine who has access to the uploaded and stored content. The user specifies who should have access to files for a specific construction project. The user can deactivate these files and data at any time or block access for users.

Questions about data protection

If you have any questions or concerns regarding the docu tools GmbH privacy policy or data processing, or if you wish to report a possible violation of Austrian data protection laws, please feel free to contact us. You can reach us at any time at the email address of the docu tools GmbH support team for your country. We will investigate every report and respond to your enquiry as quickly as possible. If you are not satisfied with the response you receive, you can forward your complaint to the data protection authority in Austria. Upon request, we can provide you with information about the options for filing a complaint in your specific case.

docu tools GmbH is entitled to amend the docu tools GmbH privacy policy as necessary. If significant changes are made to the privacy policy, a corresponding notice will be published on our website together with the current version of the privacy policy.

We use Matomo as an analytics platform to analyse visitor behaviour on our website. We operate Matomo ourselves on our own servers to ensure that data is processed in accordance with applicable data protection regulations. Matomo collects and stores data such as the pseudonymised IP address of the user, the time of the visit, the page accessed and the browser used. This data is stored for a period of 90 days and then automatically deleted. Identification of the user is not possible due to pseudonymisation. The data collected is used exclusively to improve our website and is not passed on to third parties.

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