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Data Privacy Policy

Processing of (personal) data by the website operator (RetentionX)

1. General information

This website is provided by the company RetentionX Inc., a business with headquarters in Germany that offers a web-based transactional data analysis software (https://www.retentionx.com/public/legal-notice). We provide you with this data privacy policy to inform you of how we handle your personal data collected on this website.

2. Data controller

The controller under data protection law is:
RetentionX
represented by RetentionX Inc.
Lessingstr. 11
80336 München

3. Access and activity logs (“server logs”)

Each access to this website automatically causes general protocol data, so-called server logs, to be collected. As a rule, this data is a pseudonym and thus does not allow for inferences about the identity of an individual. Without this data, it would, in some cases, be technically impossible to deliver or DisplayPage the contents of the software. In addition, processing this data is absolutely necessary under security aspects, in particular for access, input, transfer, and storage control. Furthermore, this anonymous information can be used for statistical purposes and for optimizing services and technology. In addition, the log files can be checked and analyzed retrospectively when unlawful use of the software is suspected. The legal basis for this is section 15 subsection 1 of the German Telemedia Act (TMG), as well as article 6 (1) f of the GDPR. Generally, data such as the domain name of the website, the web browser and web-browser version, the operating system, the IP address, as well as the timestamp of the access to the software is collected. The scope of this log process does not exceed the common log scope of any other site on the web. These access logs are stored for a period of up to 30 days. There is no right to object to this.

4. Error-Logs

So-called error logs are generated for the purpose of identifying and fixing bugs. This is absolutely necessary to ensure we can react as quickly as possible to possible problems with DisplayPageing and implementing content (legitimate interest). As a rule, this data is a pseudonym and thus does not allow for inferences about the identity of an individual. The legal basis for this is section 15 subsection 1 of the German Telemedia Act (TMG), as well as article 6 (1) f) of the GDPR. When an error message occurs, general data such as the domain name of the website, the web browser and web-browser version, the operating system, the IP address, as well as the timestamp upon occurrence of the respective error message and/or specification is collected. These error logs are stored for a period of up to 30 days. There is no right to object to this.

5. Use of cookies

So-called cookies are used on parts of this website. They are small text files which are stored on the device with which you access this website. As a general rule, cookies serve the purpose of ensuring secure access to a website (“absolutely necessary”), implementing certain functionalities such as standard-language settings (“functional”), improving the user experience or the performance of the website (“performance”). Right to object: You can determine via your browser settings whether you allow or object to the use of cookies. Please note that deactivating cookies may result in limited or completely blocked functionalities of the website.

6. Use of third-party provider tools

In order to provide and continuously improve our services, we are using the services of the following third-party providers which may also process personal data. These third-party providers have been selected diligently and in line with the requirements of the GDPR.

  1. Google

    Unless otherwise stated in the data privacy policy, the operator of all Google services mentioned here is Google LLC, 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA (“Google”).

    1. Google Tag Manager

      This website uses the service “Google Tag Manager”. The tag manager is a tool for managing so-called tags that are used during tracking in online marketing. In doing so, the tag manager does not process any personal data, since it merely serves to manage other services – e.g., Google Analytics, etc. You can find further information on the tag manager at: https://www.google.com/intl/de/tagmanager/use-policy.html

    2. Google Analytics

      This website uses the service “Google Analytics”. The operator of this service is the company Google LLC, 1600 Amphitheatre Parkway, Mountain View, CA 94043, United States. Google Analytics is a web analysis service, and, by placement of cookies and the information acquired by this, it enables us to make inferences about user behavior on our website. The information generated by the cookies is sent to a Google server in the USA and stored there. The legal basis for the use of this service is article 6 (1) f) GDPR – justified interest. Our justified interest in the use of this service derives from the fact that we must be able to analyze and optimize the use of our website. Moreover, Google is certified under the Privacy Shield (https://www.privacyshield.gov/participant?id=a2zt000000001L5AAI&status=Active), and hence it ensures compliance with European data protection law. Our website uses the service Google Analytics on an exclusively pseudonymous basis. Your IP address is only recorded in abbreviated form and is hence anonymized.

    3. Google AdWords

      This website uses the service “Google AdWords”. The purpose of this service is so-called conversion tracking, i.e., we can detect what happened after you clicked on our advertisements. Cookies are placed for this purpose, but they are only valid for a limited time and do not contain any personal data. Hence an individual identification of the user is not possible. The legal basis for the use of this service is article 6 (1) f) GDPR – justified interest. Our justified interest in using this service is based on analyzing and optimizing the operation of our website. You can find further information, together with Google’s data privacy statement at: https://www.google.de/policies/privacy/

  2. Facebook

    1. Custom Audiences

      This website uses the service “Facebook Custom Audiences”. Facebook Custom Audiences is a service of the company Facebook Inc. (1601 S. California Ave, Palo Alto, CA 94304, USA; hereinafter “Facebook”). This service enables us to show the user advertising related to their interests on the social network – Facebook. For this purpose we have implemented the Facebook Remarketing Tag on our website. When you visit the website, this tag creates a direct link with Facebook’s servers. This gives Facebook information on the pages that you have visited our website. Facebook then compares this with your Facebook user account. The next time that you visit Facebook, you will be shown customized advertisements – Facebook Ads – related with your interests. The legal basis for the use of this service is article 6 (1) f) GDPR – justified interest. Our justified interest in using this service is based on sending advertising to the website’s users in a targeted manner. You can find further information in Facebook’s data privacy instructions:https://www.facebook.com/about/privacy/. Facebook is Privacy-Shield-certified:https://m.facebook.com/about/privacyshield

  3. Zendesk

    This website makes use of the Customer Relationship Management (CRM) service of the company Zendesk Inc., 989 Market Street #300, San Francisco, CA 94102, USA. The legal basis for the use of this service is article 6 (1) f) GDPR – justified interest. Our justified interest in using this service is based on being able to respond quickly and efficiently to user queries. Zendesk uses your data only for forwarding your queries to us. They are not forwarded to third parties. In order to use Zendesk, you must state at least a correct email address. The service can also be used on a pseudonymized basis. In the course of the processing of service queries, it may be necessary to collect further data (e.g., first name, last name, address, etc.). The use of Zendesk is optional. If you do not consent to Zendesk collecting your data, then we offer you alternative contact options for submitting service queries by telephone or post. You can find further information in Zendesk’s data privacy policy: https://www.zendesk.de/company/customers-partners/privacy-policy/.

  4. Mailchimp

    On this website we use Mailchimp for our online marketing activities. Mailchimp is a software company from the USA. Contact: The Rocket Science Group, LLC, 675 Ponce de Leon Ave NE, Suite 5000, Atlanta, GA 30308 USA This is an integrated software solution that we use to cover different aspects of our online marketing. This includes, among others: Email marketing (newsletter, together with automated mailings, e.g., for provision of downloads), social media publishing & reporting, reporting (e.g., traffic sources, accesses, etc. …), contact management (e.g., user segmentation & CRM), landing pages and contact forms. Our registration service enables visitors to our website to find out more about our company, to download contents and to provide their contact information, together with further demographic information. This information, together with the contents of our website are stored on the servers of our software partner Mailchimp. We can use it to make contact with visitors to our website and to determine which of our company’s services are interesting for them. All information collected by us is subject to this data privacy policy. We use all information collected exclusively for optimizing our marketing measures. The legal basis for the use of Mailchimp’s services is article 6 (1) f) GDPR – justified interest. Our justified interest in the use of this service is the optimization of our marketing measures and the improvement of our service quality on the website. More information on Mailchimp’s data privacy provisions at: https://mailchimp.com/legal/privacy/

  5. LinkedIn

    We use the retargeting tool and the conversion tracking of LinkedIn Ireland, Wilton Plaza, Wilton Place, Dublin 2, Ireland (“LinkedIn”). For this purpose the LinkedIn Insight Tag is incorporated into our webpage. LinkedIn uses it to collect statistical, pseudonymized data from your visit and use of our website and to provide us with the corresponding aggregated statistics based on these. In this process, as a general rule, the following information, among others, in collected:

    • LinkedIn User ID (Cookie ID)
    • IP Address
    • Metadata of the website visit, such as, e.g., browser type, website visited

    In addition, this information serves to be able to show you relevant offers and recommendations specific to your interests, after you have inquired on the website about certain services, information and offers. The information in this regard is stored in a cookie.

  6. Calendly

    RetentionX uses Calendly to allow customers to schedule calls with our Sales team.

    The responsible entity is:
    Calendly, LLC BB&T Tower 271 17th St NW, Atlanta, GA 30363 USA

    Personally identifiable information, including name, email address, phone number and other requested data is submitted to Calendly’s servers and saved there when a user chooses to schedule a call with RetentionX using a form hosted by Calendly.
    Other information, including IP address, browser & OS version, and timestamps, is submitted to Calendly when a user loads the form or a confirmation email sent by Calendly.
    The analyses of your action to schedule a call through Calendly is transferred to us in the form of reports. Calendly may give any of your information to further parties where legally required to do so, or these parties are contracted to by Calendly.
    You can find further information about Calendly’s data processing and data protection at: https://calendly.com/pages/security

  7. Youtube

    This website uses the service YouTube to insert videos into the page. The operator of the software necessary for this purpose is the company Google Ireland Limited Google Building Gordon House, 4 Barrow St, Dublin, D04 E5W5, Ireland.
    The integration of YouTube content is carried out in “extended privacy mode”. This ensures that YouTube does not initially store cookies on your device. As a result, YouTube no longer stores any information about visitors until you watch the video.
    When you click on the video, your IP address is sent to YouTube, which tells YouTube that you have watched the video. If you are logged in to YouTube, this information is also associated with your account. This can be prevented by logging out of YouTube before viewing the video.
    Accordingly, the following data can be collected and processed:

    • IP Addresses
    • Referrer URL
    • Device Information
    • Watched videos

    The legal basis of the processing is your consent according to Art. 6 (1)(a) GDPR. If you do not want YouTube to collect and process the aforementioned data, you can refuse your consent or withdraw it at any time with effect for the future.
    The data will be stored for as long as it is necessary for the purpose of the procession. The data will be deleted as soon as it is no longer needed for the processing purposes.
    As part of the processing, the data may be transferred to the following recipients besides Google Ireland Limited:

    • Google LLC.
    • Alphabet Inc.

    Data may be transferred to the USA as part of processing by YouTube. The security of the transmission is ensured by so-called standard contractual clauses, which guarantee that the processing of personal data is subject to a security level that corresponds to that of the GDPR. If the standard contractual clauses are not sufficient to ensure an adequate level of security, we will obtain your consent in accordance with Art. 49 (1)(a) GDPR prior to the data processing.

7. Third-Party Integrations

If you choose to connect your RetentionX account to a third-party integration, the third-party provider of that integration may receive certain relevant data about or from your customer's account (including User Data) or share certain relevant data from your customer's account on their service with our service, depending on the nature and purpose of such integration. Please note that we do not receive or store your passwords for any of these third-party services (but typically require your API key to integrate with them), nor do we share any data we receive with external parties. You are responsible for entering into separate contractual agreements with such third-party data processors that require them to comply with obligations under the Data Protection Requirements. For the avoidance of doubt, such third-party data processors are not sub-processors. You have the option to remove the connection to our third-party integrations at any time in your RetentionX account, with the consequence that all collected data will be deleted from our database.

By setting up the integration with Google Analytics, you are giving RetentionX permission to a. import data and b. create a new property to enhance tracking while avoiding duplicating data in existing properties. When you connect your Google account, we collect your email address only to show you which Google Analytics accounts your email has access to. We will not use it for any additional services or communications. RetentionX's use of information received from Google APIs will adhere to Google API Services User Data Policy, including the Limited Use requirements.

8. Forms

We use the service Mailchimp to provide you with the following online forms. For this purpose, we forward your data to Mailchimp, which processes the data exclusively at our request. See data privacy policy on “Mailchimp.”

  1. Free offer of digital contents

    In order to provide you with our downloadable content, we collect personal data from you. Below we explain these data.

    • Collected data: Email address, last name, first name, title, job title
    • Purpose of use: Customized sending of contents requested
    • Storage period: As a general rule, the data is only stored for as long as is needed to fulfill the purpose. The data is deleted after sending of the contents.
    • Legal basis: article 6 (1) b) GDPR

    Option 1:
    See data privacy policy on “Web demo.”
    Option 2:
    See data privacy policy on “Newsletter.”

  2. Newsletter

    If you subscribe to our newsletter, then we store your email address and use this to send the newsletter. Your email address is not made public or disclosed to third parties.

    • Collected data: Email address, first name, last name, title, job title
    • Purpose of use: Sending of the newsletter requested
    • Storage period: As a general rule, the data is only stored for as long as is needed to fulfill the purpose. For the newsletter, the data are stored as long as it is expected that a newsletter will be sent and as long as you have not objected to the use of your data.
    • Legal basis: article 6 (1) a) GDPR – consent
    • Revocation: You can unsubscribe from our newsletter at any time using a link included in each issue. We will then delete your email address from our distribution list.


  3. Web demos

    If you request an appointment for a web demo, then we use your data to contact you and coordinate together with you an appointment and to hold the appointment.

    • Collected data: Email address, last name, first name, telephone number, (business)
    • Purpose of use: Coordination and holding of the web demo, as well as preparation for and follow-up on the demo
    • Storage period: As a general rule, the data is only stored for as long as is needed to fulfill the purpose. The data are stored as long as is needed to prepare, hold and follow-up on the appointment.
    • Legal basis: article 6 (1) b) GDPR


  4. Webinars

    If you register for a trial account, then we use your data to ensure that you receive the necessary information and to introduce you to the test account and the features of the software.

    • Collected data: Email address, last name, first name, telephone number
    • Purpose of use: Provision of the requested test account and explanation of the features of the software
    • Storage period: As a general rule, the data is only stored for as long as is needed to fulfill the purpose. After the expiry of the test phase your data is deleted, if you do not become a customer.
    • Legal basis: article 6 (1) b) GDPR


  5. Demo Account

    If you register for a demo access, we use your data to provide you with the necessary information and to introduce you to the demo account and the features of the software.

    • Collected data: Email address, last name, first name, telephone number
    • Purpose of use: Provision of the requested test account and explanation of the features of the software
    • Storage period: As a general rule, the data is only stored for as long as is needed to fulfill the purpose. After the expiry of the test phase your data is deleted, if you do not become a customer.
    • Legal basis: article 6 (1) b) GDPR


9. Rights of data subjects

If RetentionX processes personal data as data controller, then you as the data subject have certain rights derived from Chapter III GDPR, which depend on the legal basis and purpose of the processing. These rights include when relevant especially the right to information (Art. 15 GDPR), the right to rectification (Art. 16 GDPR), the right to cancellation (Art. 17 GDPR), the right to restriction of processing (Art. 18 GDPR), the right to data portability (Art. 20 GDPR), and the right to objection (Art. 21 GDPR). If the processing of personal data is based on your consent, then you have the right pursuant to Art. 7 III GDPR to revoke this consent granted under data protection law. Please contact RetentionX (see Section 2) in order to assert your rights as data subject regarding the data processed for the operation of this website. Please be aware that you must contact the data controller directly to assert your rights as data subject derived from the processing by us, as data processor of our customers. We reserve the right not to respond to corresponding queries or to redirect them to the corresponding companies. If RetentionX as the controller processes personal data, you as the data subject have certain rights under Chapter III of the EU General Data Protection Regulation (GDPR), depending on the legal basis and the purpose of the processing, in particular the right of access (article 15 of the GDPR) and the rights to rectification (article 16 of the GDPR), erasure (article 17 of the GDPR), restriction of processing (article 18 of the GDPR), and data portability (article 20 of the GDPR), as well as the right to object (article 21 of the GDPR). If the personal data is processed with your consent, you have the right to withdraw this consent under article 7 III of the GDPR. Please contact RetentionX to assert your rights with regards to the data processed for the operation of this software (see section 2). Please note that you must address yourself exclusively to the controller in order to assert your rights as a data subject from the processing of personal data by RetentionX as subprocessor on behalf of our customers. We reserve the right not to answer such questions or to pass them on to the controller of this data processing.

10. Right to lodge a complaint

We would hereby like to inform you that pursuant to article 77 GDPR you have the right to lodge a complaint with the supervisory authority if you believe that your personal data have been processed illegitimately by us.

11. Right to object

You can object to the use of your data by making use of your right to opt out.

12. Final clauses

RetentionX reserves the right to adjust this data privacy policy at any point in time to ensure that it is in line with the current legal requirements at all times, or in order to accommodate changes in the services offered, for example when new services are introduced or modifications are made on the website. In this case, the new data privacy statement applies to any later visit of this software.

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