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Last updated: February 2025
The protection of your personal data is of particular concern to us. We, Solar-Planit Software GmbH, therefore process your personal data (or “data” for short) exclusively on the basis of the legal provisions. With this privacy policy, we aim to comprehensively inform you about the processing of your data in our company and about your data protection claims and rights in accordance with the European General Data Protection Regulation (EU GDPR).
The controller 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.
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).
Personal data includes:
Your master/contact data, such as:
In addition, we also process the following other personal data:
We process your data in accordance with the provisions of the General Data Protection Regulation (GDPR) and the Federal Data Protection Act (BDSG 2018) in their respective applicable versions:
To fulfil (pre-)contractual obligations (Art 6 Para. 1lit.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 purpose of fulfilling various legal obligations, such as those arising from the Commercial Code, the Tax Code, anti-money laundering regulations and product-specific regulations, such as the Hazardous Substances Ordinance.
To safeguard legitimate interests (Art. 6 (1) lit. f GDPR):
Due to a balancing of interests, data can be processed beyond the actual fulfilment of the contract to safeguard our legitimate interests or those of third parties. Data is processed to safeguard legitimate interests in the following cases, for example:
If you have given us consent to process your data, processing will take place in accordance with the purposes specified in the consent declaration and to the extent agreed upon therein. Consent given, e.g. for the sending of our newsletter, can be revoked at any time with effect for the future. Please contact the person mentioned in Section 1 for this purpose.
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 interest you.
You can object to the use of your personal data for advertising purposes at any time, either in total or for individual measures. On the part of BayWa r.e., this objection is free of charge for you. Please contact the person mentioned in Section 1 for this purpose.
Product recommendations by email:
“Under the legal provisions of § 7 Para. 3 of the German Unfair Competition Act (UWG), BayWa r.e. is entitled to use the email address you provided when ordering a product or service for direct advertising of its own similar goods or services. You will receive these product recommendations from us regardless of whether you have subscribed to a newsletter.
If you no longer wish to receive product recommendations from us by email, you can object to the use of your address for this purpose at any time without incurring any costs other than the transmission costs according to the basic rates. Please contact the person mentioned in Section 1 for this purpose. Normally, each email also contains an unsubscribe link.
If we use a service provider for the purpose of processing orders, we remain responsible for the protection of your data. All processors are contractually obligated to treat your data confidentially and to process them only as part of the service provision. The processors we engage receive your data if they need 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.
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
In the event of a legal obligation, as well as in the context of legal proceedings, the authorities and courts, as well as external auditors can be recipients of your data.
In addition, insurance companies, banks, credit agencies and service providers can be recipients of your data for the purpose of obtaining and fulfilling contracts, and investors can be recipients of your data when selling projects.
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.
If you send us your application via the Solar-Planit 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 Solar-Planit job portal.
7.1. What data is being processed and from what sources?
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.
7.2. For what purposes and on what legal basis will my data be processed?
We process your personal data in compliance with the GDPR, national data protection laws and other applicable national laws.
The data processing serves to carry out the application process, to initiate and establish an employment relationship with the company in the BayWar.e. Group you have applied for.
“The legal basis for the conduct of the application procedure is Art. 6 Para. 1 Sentence 1 b GDPR in conjunction with the relevant national regulation for the implementation of pre-contractual measures to establish an employment relationship. In Germany, the legislature has enacted the provision of § 26 of the Federal Data Protection Act (BDSG) – data processing for the purposes of the employment relationship – in addition to Art. 6 Para. 1 Sentence 1 b GDPR.
Insofar as special categories of personal data are processed, this is done on the basis of Art. 9 Para. 2 b GDPR. If the processing of health data is required to assess your ability to work for the position you have applied for, this will be done based on Art. 9 Para. 2 h GDPR in conjunction with the relevant national regulation.
7.3. How does the application process work?
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.
7.4. Who receives my data?
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.
The data centre for the application platform of rexx systems GmbH that we use is located in Germany.
7.5. How long will my data be stored?
We need to store your data for a period of six months to comply with the legal requirements for proper processing of an application and to be able to answer questions related to your application and/or its rejection.
Six months after the completion of the application process, i.e. after you have received a confirmation or refusal from us, your personal data will be deleted. For statistical purposes, anonymised core data of applications is created.
As soon as you have agreed to be included in our applicant pool, your data will be stored and processed there for a period of 12 months. At the end of this period, your personal data will be deleted.
As soon as you are offered a job by a company of the BayWa r.e. group and you agree to participate in the associated application process, your data will be transmitted to the respective company. For your personal data, the initially mentioned retention period of six months after the completed application process applies. If the application process did not result in an employment offer or if you did not agree to be included in the application process, your data will be transferred back to our applicant pool or may not have left it in the first place. In both cases, your personal data will be stored for a period of 12 months starting from the date of initial pool inclusion and then deleted.
You can revoke the storage of your data in our applicant pool at any time. The usual retention period of six months then applies. It is not possible to manually delete your data before the end of the normal retention period.
Please note that sending unencrypted emails is considered insecure, as unauthorised persons can read and potentially manipulate the content of the email. Therefore, we advise you not to send sensitive data via email when communicating with us. As an applicant, please use our applicant portal, where your application documents will be securely transferred. If you ever need to send sensitive data by email, please use a content encryption option.
9.1. General information on the use of cookies
Solar-Planit uses so-called cookies and pixels on its website (hereinafter collectively referred to as ‘cookies’). These are small text or image files that your browser stores on your device (computer, tablet, smartphone or similar) to save certain information when you access our website with this device. Cookies are accepted by your web browser and are used to identify your device.
We use cookies to make our offering user-friendly. In this process, only the cookie on your device is recognised. “Personal data is only stored with explicit consent, or when it is absolutely necessary for the use of the services you have accessed.
Some cookies remain stored on your device until you delete them. They allow us to recognise your browser the next time you visit. If you do not want this, you can set your browser to inform you about the setting of cookies and allow this only in individual cases. Disabling cookies may limit the functionality of our website.
An explanation of the scope and functionality of the cookies used by Solar-Planit on its website is listed below:
a. Functional cookies
Functional cookies are used to store information that has already been entered (e.g. username, language selection or the location where you are located) and to provide users with better and personalised functions. These types of cookies also enable requested functions, such as playing videos. Anonymised data is collected, and your movement on other websites is not tracked.
b. Preference cookies
Preference cookies enable a website to remember information that affects the way a website behaves or looks, such as your preferred language or the region you are in.
c. Analytical cookies
These cookies help us collect information about how we use our website, such as how many visitors there are and how much traffic we generate. This data allows us to measure the performance of our website and initiate improvements. Analytical cookies enable us to find out which content has the most and least views, whether error messages occur and how the user navigates our website. The collected data is aggregated and therefore anonymous. The user cannot be identified. We only use these cookies to continually improve the performance of the Solar-Planit websites and the associated user experience. If you do not agree to this anonymized recording of your user behaviour, you can prevent this by deactivating cookies in your browser.
d. Marketing cookies
Marketing cookies are used to display ads that are specifically relevant to the user and are tailored to his or her interests. They are also used to measure the effectiveness of certain campaigns. These types of cookies recognise whether a website has been visited or not. This can be passed on to third parties. Cookies that serve to improve targeting and advertising are often linked to third-party page functionalities.
10.1. Scope and purpose of processing
We use the Sentry service (provided by Functional Software, Inc., 1501 Mariposa St #408, San Francisco, CA 94107, USA) to improve the technical stability of our services on our website by monitoring system stability and detecting code defects. The user’s data, such as device or error time details, is collected anonymously and is not linked to any further data. The collected data will be deleted once the purpose has been achieved.
10.2. Type of data
In the event of the transmission of errors, the following data may be transmitted and processed:
The software only runs on self-hosted servers in Germany. The personal data of users is stored only there. Data is not passed on to third parties. Solar-Planit does not evaluate any data for advertising purposes.
10.3. Legal basis for the processing of personal data
“The legal basis for the processing of users’ personal data is Article 6 paragraph 1 lit. f of the GDPR (legitimate interest of the controller). Our legitimate interest in this context is to improve the technical stability of our services on our website by monitoring the system stability and determining code errors.
10.4. Duration of storage
The following personal data will be deleted immediately after the transfer, as they are only used for the transfer between the server and the client:
The following personal data will be stored for the aforementioned purpose for 90 days and then irrevocably deleted:
10.5. Objection option
Due to the lack of storage of your IP address, we can no longer assign the stored data to your person and therefore generally store anonymous data. A right of withdrawal therefore exists only insofar as we have stored personal data in individual cases in connection with the content of an erroneous contact form. To exercise your right to object, please contact: data-protection-officer(at)baywa-re.com.
The transfer of data to third countries occurs on a case-by-case basis and only based on an adequacy decision of the European Commission, standard contractual clauses, appropriate guarantees, or your explicit consent.
You have a right to information, rectification, deletion or restriction of the processing of your stored data at any time, a right to object to the processing as well as a right to data transferability and a right to complaint in accordance with the requirements of data protection law.
Right to information
You can request information from us about whether and to what extent we are processing your data.
Right to rectification:
If we process personal data that are incomplete or incorrect, you can request that we rectify or complete them at any time.
Right to deletion:
You can request that we delete your data if we process it unlawfully or if the processing unreasonably interferes with your legitimate protection interests. Please note that there may be reasons against immediate deletion, e.g. in the case of legally prescribed retention obligations.
Irrespective of the exercise of your right to deletion, we will delete your data immediately and in full, unless there is a legal or statutory retention period in this regard.
Right to restriction of processing:
You can request that we restrict the processing of your data if:
You contest the correctness of the data for a period that allows us to verify the correctness of the data.
The processing of the data is unlawful, but you refuse deletion and instead request a restriction on the use of the data,
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 objected to the processing of the data.
Right to data portability
You can request that we provide you with the data, which you have provided to us, in a structured, commonly used, and machine-readable format and that you transmit this data to another controller without hindrance from us, provided that
we process this data based on a consent you have given and which can be revoked, or in order to fulfil a contract between us, and
such processing is carried out using automated processes.
If technically feasible, you can request that we directly transfer your data to another controller.
Right to object
If we process your data for a legitimate interest, you can object to this data processing at any time for reasons arising from your particular situation; this also applies to profiling based on these provisions. We will no longer process your data unless we can demonstrate compelling legitimate grounds for the processing that outweigh your interests, rights and freedoms, or for the establishment, exercise or defence of legal claims. You can object to the processing of your data for the purpose of direct marketing at any time without stating reasons.
Right of appeal
If you believe that we violate German or European data protection law when processing your data, please contact us to clarify any questions. Normally, you also have the right to contact the supervisory authority responsible for Solar-Planit Software GmbH, the state representative for data protection and freedom of information in Baden-Württemberg.
If you wish to assert any of the mentioned rights against us, please contact the person listed in Section 1. If in doubt, we can request additional information to confirm your identity.
The processing of your data is necessary to conclude or fulfil your contract with us. If you do not provide us with this data, we will generally have to refuse to enter into the contract or carry out the order, or we will no longer be able to perform an existing contract and consequently have to terminate it. However, you are not obliged to give your consent to the data processing with regard to data that is not relevant for fulfilling the contract or is not required by law.