Who is responsible for the data processing and whom can you contact?
Which personal data is processed and what are the sources?
For what purposes and on what legal basis is the data processed?
Who receives my data?
How long is my data stored?
Is personal data transferred to a third country?
Processing of personal data for advertising purposes
Processing of applicant data
Communication by email
What information is collected when you visit this website?
What data protection rights do I have?
Protecting your personal data is a top priority for us. Accordingly, we at Solar-Planit Software GmbH (hereinafter referred to as “Solar-Planit”) therefore solely process your personal data (hereinafter referred to as “data”) based on statutory provisions. In this privacy policy, we aim to inform you comprehensively about the processing of your data in our company and the data protection claims and rights to which you are entitled according to the European General Data Protection Regulation (EU GDPR).
The responsible party is Solar-Planit Software GmbH, Eisenbahnstraße 150, 72072 Tübingen, email: support.solar-planit@baywa-re.com.
The Data Protection Officer of Solar-Planit Software GmbH can be reached at the address provided, or by email at data-protection-officer@baywa-re.com.
Personal data within the meaning of the EU GDPR is any information relating to an identified or identifiable natural person. A natural person is considered identifiable if they can be identified directly or indirectly by means of an assignment, for example to an identifier.
We process the data that we receive from you in the context of initiating and maintaining a business relationship. In addition, we process data that is stored by the user in the software, and data that we have lawfully received from other companies with which we have long-term business relationships (e.g. master/contact data that is stored during registration, as well as planning data, such as the address of the relevant building).
The scope of such personal data includes:
Your master/contact data, such as:
In addition, we may also process the following additional personal data:
We process your data in accordance with the provisions of the General Data Protection Regulation (GDPR) and the currently valid version of the Federal Data Protection Act (BDSG) 2018:
• within the scope of your consent (Art. 6 (1) (a) GDPR):
If you have given us your consent to process your data, it will be processed for the purposes and to the extent specified in the declaration of consent. Consent given, e.g. for sending our newsletter, can be revoked at any time with effect for the future. To do so, please contact the party named under no. 1.
• for the fulfilment of (pre-)contractual obligations (Art 6 (1) (b) GDPR):
Your data will be processed for the sale and distribution of our services and for customer management and analysis. In particular, the data will be processed when initiating a transaction and when carrying out the contracts with you, for example in the following cases:
The processing of your data is necessary for the initiation, conclusion and fulfilment of contracts concluded with us. You are neither legally nor contractually obliged to provide your data. If you do not provide us with this data, we will usually have to refuse to conclude the contract or execute the order or will no longer be able to fulfil an existing contract and will therefore have to terminate it.
• for the fulfilment of legal obligations (Art 6 (1) (c) GDPR):
Your data has to be processed for the purpose of meeting various legal obligations, e.g., as imposed by the German Commercial Code or the Tax Code, money laundering regulations, or product-specific regulations such as the Hazardous Substances Ordinance.
• to protect legitimate interests (Art 6 (1) (f) GDPR):
Based on a balancing of interests, data may be processed beyond the scope required to execute the contract to protect either our own legitimate interests or those of third parties. Data processing to protect legitimate interests may include the following cases, for example:
Consultation of and data exchange with credit agencies and creditor protection associations to determine creditworthiness data. This processing serves to identify financial default risks;
Advertising or marketing. This processing serves to market and increase sales of our goods and services.
Maintaining a group-wide customer database. This processing serves to improve customer service.
in the context of legal prosecution and defense. This processing serves to enforce or defend our rights.
If we use service providers who work on our behalf, these service providers are generally processors in terms of data protection law. In these cases, we nevertheless remain responsible for the protection of your data. All processors are contractually obliged to handle your data confidentially and to process it only within the scope required for the provision of services. The processors commissioned by us will receive your data if they require the data to fulfil their respective service. These include, for example, IT service providers that we need for the operation and security of our IT system, as well as advertising and address publishers for our own promotional activities.
Your data will be processed in customer databases of BayWa r.e. AG and its subsidiaries. These customer databases help improve the quality of existing customer data (duplicate cleansing, moved/deceased markers, address correction) and allow for enrichment with data from public sources. “These data are made available to the group companies of BayWa r.e. that participate in the BayWa r.e. customer database (participating companies) and can be used for personalized direct marketing actions (e.g. newsletters), targeted online marketing and personalised online shop design.
The customer database is intended to enable participating companies that serve the same customers to use information about these customers across organizations. This approach aims to always provide customers with the most up-to-date and relevant information. This processing of customer interests constitutes profiling within the meaning of Art. 4 GDPR; automated decision-making does not take place. The storage of customer data is company-specific and separated, with BayWa r.e. AG acting as a service provider for the individual participating companies.
You can object to the storage of your personal data at any time. Your personal master data will then be deleted from the BayWa customer database. To exercise your right to object, please contact:
data-protection-officer(at)baywa-re.com
An overview of the Group companies of BayWa r.e. AG can be found under the following link: https://www.baywa-re.de/en/company/about-baywa-re/locations
If there is a legal obligation and in the context of legal proceedings, authorities and courts as well as external auditors may also receive your data.
In addition, insurance companies, banks, credit agencies and service providers may also receive your data for the purpose of entering into and fulfilling contracts and in case of the sale of projects also investors.
We process your data until the end of the business relationship or until the expiration of the applicable warranty, guarantee, statute of limitations and legal retention periods (e.g. from the Commercial Code or the Tax Code); beyond that, until the conclusion of any legal disputes in which the data is needed as evidence.
In the case of video surveillance, the image data is generally deleted after seven days.
We generally process your data within the borders of the European Economic Area. In addition to the EU member states, this includes Iceland, Liechtenstein and Norway. The EU GDPR refers to countries that do not belong to the European Economic Area as third countries.
Data is transferred to a third country in individual cases and only on the basis of an adequacy decision by the European Commission, standard contractual clauses, suitable guarantees or your express consent. The standard contractual clauses and an overview of the adequacy decisions can be found under the following links.
We also use your data to communicate with you about your orders, certain products or marketing campaigns and to recommend products or services that might be of interest to you.
Product recommendations by email:
Pursuant to the legal requirements of Section 7 para. 3 Act Against Unfair Competition, BayWa r.e. BayWa r.e. is entitled to use the email address you provided to us when ordering a product or service for the purpose of directly advertising its own similar goods or services. You will receive these product recommendations from us, regardless of whether or not you have subscribed to a newsletter.
The legal basis for the processing of your personal data is Art. 6 (1) (f). GDPR. Our legitimate interest lies in marketing our products and services to our existing customers. If you no longer wish to receive product recommendations from us by e-mail, you can object to the use of your email address for this purpose at any time without incurring any costs other than the data transmission costs. To do so, please contact the party named under no. 1. Of course, every email always includes an unsubscribe link.
If you send us your application via the BayWa r.e. job portal, we store your personal data in a safe operating environment to protect it from loss or misuse. The respective company of the BayWa r.e. group with which you are applying within the framework of our applicant management system is responsible for processing your data. The contact details of this company can be found in the job posting on the BayWa r.e. job portal.
As part of the application process, we process the following categories of personal data in particular:
In individual cases, the processed data may also include special categories of personal data in accordance with Art. 9 Para. 1 of the European General Data Protection Regulation (GDPR), such as health data, religious or union membership, if you provide us with this information as part of your application.
The data processing serves to carry out the application procedure, to initiate and establish an employment relationship with Solar-Planit Software GmbH.
The legal basis for the implementation of the application process is Art. 6 (1) (b) GDPR in conjunction with the relevant national regulation for the implementation of pre-contractual measures to establish an employment relationship.
Insofar as special categories of personal data are processed, this is done on the basis of Art. 9 (2) (b) GDPR. If the job to which you have applied requires processing of health data to assess your ability to work, this is done on the basis of Art. 9 (2) (h) GDPR in conjunction with the relevant national regulations.
You can apply directly for a job advertisement published on our BayWa r.e. job portal by entering your data into the application form for the advertised position. In addition to manual entry, you have the option to transfer specific master data from your XING or LinkedIn profile into the application form, as well as by using ‘CV parsing’.
We will keep you informed about the status of your application by email. As part of the application process, we may ask you if we may forward your application documents to other job offers that match your profile – possibly even to other companies within the BayWa r.e. group – or include them in our applicant pool.
“If you have applied to us proactively through the BayWa r.e. job portal, we may ask you if we may forward your application documents to job offers within the BayWa r.e. group that match your profile. If, at the time of applying, there is no position matching your qualifications or wishes, you may be included in our pool of applicants after prior consultation with you.
Applications in paper or by email will not be accepted with reference to the application process via our BayWar r.e. job portal. The data is not transferred to the applicant management system. Therefore, paper applications are immediately disposed of in accordance with data protection regulations; applications by email are immediately deleted. An exception to this is receiving an application in paper form or by email due to a special occasion (e.g. meeting at a trade fair). In such cases, your data will be imported into the applicant management system. The process described above also applies to applications of this type.
Within Solar-Planit Software GmbH, to which the application is made, only the persons responsible for this and the departments involved in the application process (e.g. supervisors, HR department, specialist department, employee representatives) have access to your personal data for the purposes mentioned above. If the persons involved in the application process belong to another company of Solar-Planit Software GmbH, your data may be transmitted to the respective persons in individual cases.
We use service providers to fulfil our contractual and legal obligations. We have concluded the necessary contracts with these service providers under data protection law, provided that these personal data are processed on our behalf. We use a software solution from rexx systems GmbH, Süderstraße 75-79, 20097 Hamburg, for applicant management, which works as a processor for us in this respect.
When applying to a BayWa r.e. subsidiary outside the European Economic Area (EEA) data are transmitted on the basis of Art. 49 (1) (b) GDPR, unless there are no other appropriate data protection safeguards.
The data centers for the applicant platforms of rexx systems GmbH and Workday Limited used by us are located in the EEA.
If your application does not lead to the conclusion of an employment contract, we will store the data you have sent us in connection with your application for a period of six (6) months after you have received the rejection from us. If an employment contract is concluded with you, your data will be further processed by our personnel administration department. The data will then be stored for the duration of the employment relationship and for a period of up to 30 years after you leave the company. The period of 30 years is based on the long limitation periods for payments to social security institutions in accordance with § 25 (1) sentence 2 SGB IV and claims to benefits from the company pension scheme in accordance with § 18a BetrAVG.
If you receive a rejection from us for a position for which you have applied, we may include your application documents in our application pool with your consent (Art. 6 (1) (a) GDPR). In this case, we will store your application data for a period of 12 months.
During the period in which your application data is stored in our application pool, we can suggest job vacancies at one of the BayWa r.e. companies. If you wish to apply for one of these positions and you inform us of this, we will forward your application data to the respective company. If you are hired by this company, its personnel administration will continue to process your personal data as part of the employment relationship (see 9.4 above). If you are not hired or if you decline employment, the BayWa r.e. company that received your application data from the application pool will also store your data for the six (6) months mentioned above. In addition, your data will be transferred back to our applicant pool. In any case, your data will be deleted from the application pool 12 months after inclusion in the application pool.
You can revoke your consent to the storage of your data in our application pool at any time. The deletion periods of the respective application procedures will then apply.
Please note that transmission of unencrypted emails should be regarded as unsafe, since unauthorized persons may note the content of the email and manipulate it under certain circumstances. Accordingly, we request that you refrain from sending sensitive data by email when communicating with us. As an applicant, please use our applicant portal, since your application documents are transmitted there securely. Should it ever be necessary to send sensitive data by email, please use a content encryption service.
In order to protect our employees and our IT systems, all incoming emails are screened for anomalies and malicious patterns by the service of the provider Cloudflare, Inc. Cloudflare works on our behalf. All services are provided via data centers within the EEA.
We process a range of data when you visit our website through its use. Details can be found in the cookie policy, which you can access via the consent management banner. The cookie consent manager is displayed when you first access the website and can be opened at any time thereafter using the button in the bottom left-hand corner.
You have a right to information about or the correction, deletion or restriction of the processing of your stored data, a right to object to the processing as well as transfer the relevant data and to file a complaint in accordance with the requirements of data protection law.
Right to information
You can request information from us concerning whether and to what extent we process your data. You also have the right to request a copy of your personal data.
Right to correction
If we process your data in a way that is incomplete or incorrect, you can request that we correct or complete it at any time.
Right to deletion
You can request that we delete your data if the processing purpose for which we originally collected the data no longer applies. Please note that there may be reasons that prevent immediate deletion, e.g. in the case of statutory retention obligations.
Irrespective of whether or not you exercise your right to deletion, we will delete your data immediately and completely, provided this is unhindered by any legal transaction or legal retention period to the contrary.
Right to limitation of processing
You may request that we restrict the processing of your data if:
You dispute the accuracy of the data for a period of time that allows us to verify the accuracy of the data,
The processing of the data is unlawful, but you reject the option of deletion and instead request a restriction on its use,
We no longer need the data for the intended purpose, but you still need this data to assert or defend legal claims, or
You have lodged an objection to the processing of the data.
Right to data portability
You may require that we provide you with the data you have given to us in a structured, commonly used and machine-readable format and to allow you to pass this data to another person in charge without our interference, provided that
We process this data on the basis of irrevocable consent granted on your part and or to fulfil a contract between us, and
This processing is carried out using automated If technically feasible, you can ask that we transfer your data directly to another person responsible.
Right to object
If we process your data for legitimate reasons, you can object to this data processing at any time for reasons arising from your particular situation; this also applies to profiling based on Art. 6 para. 1 lit. e and f GDPR. We will then refrain from any further processing of your data unless we can prove compelling reasons worth protecting for the processing that outweigh your interests, rights and freedoms or the processing serves to assert, exercise or defend legal claims. You can object to the processing of your data for the purpose of direct advertising at any time without giving reasons.
Right to lodge a complaint
If you believe that we are violating German or European data protection law when processing your data, please contact us to clarify any questions. Of course, you are also entitled to contact any supervisory authority directly. The responsible authority for Solar-Planit Software GmbH is the State Commissioner for data protection and freedom of information of Baden-Württemberg.
If you wish to assert any of the aforementioned rights against us, please contact us as outline under no. 1. In case of any doubt, we may request additional information to confirm your identity.
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