Privacy Policy
Only the German version of the privacy policy is legally binding. The English translation is provided for informational purposes only.
Your personal data is important to us! If you have any questions, we are happy to assist.
Who is responsible for data processing?
The data controller in Switzerland is ServiceOcean AG, Multergasse 11, 9000 St. Gallen, Switzerland. For data processing in Germany, the responsible entity is ServiceOcean SalesDE GmbH, Habsburgerring 2, 50674 Cologne, Germany.
Both companies have appointed a data protection officer/advisor:
Dr. iur. Franziska Pertek, thalhammer.bossart. von rohr, Schmiedgasse 28, 9000 St. Gallen, Schweiz
Telefon: +41 71 222 31 35
E-Mail: Datenschutz@ServiceOcean.com
2. What personal data do we process and for what purpose?
Personal data refers to information relating to an identified or identifiable natural person. This may include your name, email address, postal address, or telephone number.
We collect, process, and store your personal data only for the purposes you provided it. Your personal data will not be passed on to third parties without your explicit consent unless it is necessary for providing the service or fulfilling a contract, or we are legally obliged to do so.
3. Processing of Children’s Personal Data
Children (under the age of 18) should not transmit personal data to us without the consent of their parents or guardians. We strongly advise all parents and guardians to educate their children on the safe and responsible handling of personal data online and elsewhere. We do not knowingly collect, use, or disclose personal data from children.
4. How do we collect personal data?
4.1 Data collection on this Webseite
Data collection on this website occurs in two ways: some data is provided directly by you, for example via a contact form. Other data is automatically collected by our IT systems when you visit the website. This includes technical data such as the browser type, operating system, or the time of the page request.
Server Log Files
We collect data when you access our website and store it in ‘server log files.’ This includes:
– Browser type and version
– Operating system used
– Referrer URL
– Hostname of the accessing computer
– Time of the server request
– IP address
These files are used for technical reasons, system security, and error diagnosis. The data is used exclusively for statistical purposes and to improve the quality of our website. We do not associate this data with any identified or identifiable person nor assign third parties to do so. This data will not be used to create personal user profiles. However, we reserve the right to review server logs if there is concrete evidence of unlawful use. The data is deleted immediately after use.
Cookies:
Our websites use cookies. Learn more about cookies at:
https://www.serviceocean.com/en/cookies/
Contact Form
When you send us inquiries via the contact form, we store your data (including contact details) in Salesforce for the purpose of processing your request and for follow-up questions. We do not share this data without your consent.
Salesforce.com Germany GmbH, located in Munich, Germany, hosts our data in Germany.
Processing is based on the necessity for contract initiation or fulfillment. Otherwise, it is based on our legitimate interest in efficiently processing your request. Data is stored until you request deletion, withdraw your consent, or the purpose no longer applies. Legal retention requirements remain unaffected.
Downloads on Our Website
On our website, you can download whitepapers, presentations, one-pagers, or brochures. For this, you must provide your personal data, which is stored in Salesforce, similar to the contact form.
Processing is based on our legitimate interest in effectively handling your request. Data is stored until deletion is requested, consent is revoked, or the purpose ceases to exist. Statutory retention requirements remain unaffected.
Online Applications
If you are interested in a job at our company, you can apply online. We treat your submitted data confidentially.
Processing is based on the necessity for potential contract initiation. Your data is stored with Personio SE & Co.KG in Germany.
Data remains with us until deletion is requested, consent is withdrawn, or the purpose ceases. Legal retention obligations remain unaffected.
We link to our social media profiles (LinkedIn, Xing, Instagram) on our website. No data is collected by us when you follow these links. We use these platforms to communicate with you based on mutual interest. Be aware that these platforms may use web tracking, even if you are not logged in. Please refer to the providers’ privacy policies:
LinkedIn: https://www.linkedin.com/legal/privacy-policy
Xing: https://privacy.xing.com/de/datenschutzerklaerung
Instagram: https://help.instagram.com/155833707900388
4.2 Other data collection
Email or Phone Inquiries
If you contact us via email or phone, your request and related personal data (name, inquiry) will be stored and processed for handling your request. We do not share this data without your consent.
Please do not send confidential information by email, as it is not secure. We use Microsoft 365 (data stored in the EU).
Processing is based on contract initiation or fulfillment. Otherwise, it relies on our legitimate interest in efficient communication. Data is retained until deletion is requested, consent is withdrawn, or the purpose no longer applies. Legal retention requirements remain unaffected.
Appointment Booking
You can book an appointment with our sales team via our website. This uses Microsoft’s booking tool. Your data is stored as with email usage (see above).
Advertising to Existing Customers
Wir nutzen Ihre personenbezogenen Daten auf Grundlage unseres berechtigten Interesses für folgende Zwecke:We use your personal data, based on legitimate interest, to:
– Maintain customer relationships
– Inform business customers (B2B) about industry topics, services, or offers
– Recommend products or services of potential interest
You can object to this processing at any time by sending an email to datenschutz@serviceocean.com with the subject ‘Please stop data processing for advertising purposes’.
Contractual Services
We process your data as necessary to provide our contractual or pre-contractual services. Data processed depends on the contract and includes:
– Master data (e.g., name, address)
– Contact data (e.g., email, phone)
– Contract data (e.g., services, content, communication, contact persons)
– Payment data (e.g., bank details, history)
Data is deleted once it is no longer required. Retention requirements are reviewed regularly. Legal retention periods apply.
5. Use of AI in Our Company
We use artificial intelligence (AI) solely for optimization and innovation purposes, especially for product development. We do not use personal data. Employees are regularly trained in the responsible use of AI.
6. Website Hosting
Our website is hosted by Homepage Helden GmbH in Hamburg, Germany. Data collected through the website is stored on their servers. This includes:
– IP addresses
– Contact inquiries
– Metadata and communications
– Contract, contact, and usage data
The host processes data only as instructed and only as necessary to fulfill its duties. We have a data processing agreement in place.
7. Status Page
Our status page shows operational availability of ServiceOcean systems. Visiting this site temporarily stores your IP to deliver the page. Data is deleted after the session. For notifications on incidents or maintenance, you can subscribe via email (opt-in required).
Status Page is a product of Atlassian Pty Ltd. We have a data processing agreement in place.
This privacy policy also applies to the status page.
8. Disclosure to Third Parties
We treat your data confidentially and only disclose it if you have consented, we are legally obligated or entitled to do so, or to enforce our rights. We may share data when necessary for service provision, including through third-party processors.
We ensure that processors meet legal requirements for data protection. If processing occurs outside Switzerland or the EU/EEA, we ensure adequate protection, e.g., via EU Standard Contractual Clauses.
9. Storage Duration
We store your personal data only as long as necessary or as required by law. Once the purpose ceases or retention periods expire, data is blocked or deleted.
10. Data Security
We implement appropriate technical and organizational measures to protect your data. Access is encrypted via SSL/TLS. However, data transmission over the internet can involve security risks for which we assume no liability.
11. Your Rights
You have the following rights regarding your personal data:
– Access to your stored data
– Request correction or restriction of processing
– Request deletion of your data
– Data portability (structured, machine-readable format)
– Objection to data processing
– Withdrawal of consent
– Right to lodge a complaint with a supervisory authority
Contact: Datenschutz@ServiceOcean.com
Final Provisions
We may update this privacy policy at any time. Changes will be communicated appropriately on our website.
Effective: June 2025