Privacy Policy

– Information in accordance with the General Data Protection Regulation ("GDPR") –

Last updated: September 26th, 2024

Whether you are our customer or are interested in our website for other reasons, protecting your privacy is important to us. This policy details what personal data we collect from you when you visit our website and use the content and features offered there, such as contact options, support, or downloading a demo version. It also details when you receive our e-mail newsletter, for what purposes, and how we process and protect data. We also inform you about the rights you have to protect your data.

The controller responsible for processing your data is:

Flip GmbH

Rotebühlstraße 50
70178 Stuttgart
Germany

E-Mail: contact@getflip.com

You can contact our data protection officer using the following contact details:

Flip GmbH

Rotebühlstraße 50
70178 Stuttgart
Germany

E-Mail: datenschutz@getflip.com

We process your personal data whenever you visit our website or use the content and features offered there. Personal data is any information relating to an identified or identifiable natural person. When we process personal data, this means that we collect, store, transmit, delete or otherwise use this data.

The processing of your personal data is always carried out on a legal basis and only for specific purposes. In the following, we will inform you about what data we process for what purpose and on what legal basis this is done for the respective features and use options on our website.

2.1 Visiting the website

2.1.1 What data do we process?

We use server log files when you visit our homepage for informational purposes. These are used to process data that your browser automatically transmits to us. In particular, the following personal data is processed:

• IP address of the accessing computer

• Name of the file retrieved

• Date and time of the retrieval

• Amount of data transferred

• Message confirming successful retrieval

• Browser type and version as well as the operating system you are using

• Referrer URL

• Requesting provider

• Screen resolution

• Operating system used

• Host name of the accessing computer

2.1.2 For what purpose is the data processed and on what legal basis?

When you visit our website for informational purposes, we process the above-mentioned usage and log data. This is technically necessary to display our website to you and to ensure stability and security. In the event of the unlawful use of our website, we ultimately also use the data to defend attacks and to clarify any infringements. The processing is carried out on the basis of balancing interests in accordance with Article 6 (1) (f) GDPR, which always also takes into account your legitimate interests.

2.2 Using contact options

Our website allows you to contact us. You can use the e-mail address provided or our contact form for this purpose.

2.2.1 What data do we process?

If you use the option to contact us via our website, we process the following data, which as an example may include:

• Salutation

• First name and last name

• E-mail address

• Your request and the content of your contact request

2.2.2 For what purpose is the data processed and on what legal basis?

The information you provide when contacting us will be stored in order to process your request and any subsequent correspondence. Processing is carried out either for the conclusion or fulfilment of a contract (Article 6 [1] [b] GDPR) or on the basis of balancing interests pursuant to Article 6 (1) (f) GDPR, which always also takes your interests into account.

2.3 Support request

We also give you the option to request support on our website. You can use this to report bugs, submit requests, or give us feedback.

When you send us a request, a support ticket is created. Your e-mail address will be automatically registered and the data you have provided saved.

There is the additional option of creating a password and logging into the support area. This is possible regardless of whether or not you are a Flip customer. Such registration is not mandatory for processing your request.

2.3.1  What data do we process?

If you use our support services, the following data in particular will be processed:

• E-mail address

• Role in the company

• Subject

• Description of the problem

• Available attachments, if applicable

• Device on which the problem occurs, if applicable

When registering for the support area, the following data is processed:

• First name and last name

• E-mail address

• Password

2.3.2 For what purpose is the data processed and on what legal basis?

The information you provide in connection with a support request will be stored in order to process the request and any subsequent correspondence. Processing is carried out either for the conclusion or fulfilment of a contract (Article 6 [1] [b] GDPR) or on the basis of balancing interests pursuant to Article 6 (1) (f) GDPR, which always also takes your interests into account.

2.4 Sending out and analysing the use of our newsletter

2.4.1 What data do we process?

If you have expressly consented to receiving our newsletter, we collect and process the following data for this purpose:

• Name

• Salutation

• E-mail address

• Business division

• Number of employees

In addition, we measure, analyse and store data on newsletter opening and click rates and the links contained therein, i.e. on your use of the newsletter and your reading behaviour. The newsletter e-mails sent and the links listed therein contain ‘web beacons’ or ‘tracking pixels’ for this purpose, which are linked to your e-mail address and an individual ID. When the e-mail is opened, the software’s external server loads this ‘tracking pixel’ and registers the date, time and your approximate geographical location and IP address. We also know when, where and how often which newsletter subscriber clicked on the links via a URL generated by the software for each link.

2.4.2 For what purpose is the data processed and on what legal basis?

If you have expressly consented to this, we will process the above-mentioned contact details for the purpose of sending you the newsletter. We use the ‘double opt-in’ procedure for our newsletter registration. This means that after you have consented to receiving our newsletter, we will send you an e-mail to the e-mail address you have provided, in which we ask you to confirm that you wish to receive the newsletter. The purpose of this procedure is to be able to prove your registration and, if necessary, to clarify any misuse of your personal data.

When you receive our newsletter, we also process data relating to how you use our newsletter and the links it contains. For example, we find out which links were clicked on particularly frequently and were therefore interesting for a lot of newsletter subscribers. This allows us to make our newsletters and events even more relevant in the future and optimise our offerings and products. We use the data obtained in this way to create a user profile to tailor the newsletter to your individual interests and record when you read our newsletter and which links you click on to then infer your personal interests from this. We link this data to actions you take on our website.

Processing to send and analyse the use of the newsletter is based on your consent according to Article 6 (1) (a) GDPR.

You can withdraw your consent to sending and analysing the newsletter at any time and unsubscribe from the newsletter. You can withdraw your consent by clicking on the link provided in each newsletter e-mail or by sending a message to the contact details provided in this privacy policy.

2.5 Job applications

We also provide information on our website about our job vacancies. You can apply for these directly via the website. For further information on the processing of your data in this case, please refer to our data protection notice for job applications.

2.6 Arranging a demo

You can arrange a free demo via the website.

2.6.1 What data do we process?

To arrange a demo, we collect and process the information to be provided via the corresponding contact form. This includes in particular:

• Salutation

• First name and last name

• E-mail address

• Telephone number

• Number of employees

• Further comments, if applicable

• How you found out about us, if applicable

2.6.2 For what purpose is the data processed and on what legal basis?

The information you provide in connection with arranging a demo will be stored and processed to process the request and any subsequent correspondence. In this respect, processing is carried out either for the conclusion or fulfilment of a contract (Article 6 [1] [b] GDPR) or on the basis of balancing interests pursuant to Article 6 (1) (f) GDPR, which always also takes your interests into account.

In addition, we use data that we receive from you in connection with arranging a demo to regularly inform you about current interesting products, industry topics and invitations to Flip GmbH events by e-mail and to analyse your use of these e-mails. Processing to send and analyse the use of such e-mails only takes place if you have consented to the processing in accordance with Article 6 (1) (a) GDPR.

2.7 Downloads: white papers and other resources

We have various white papers and other resources available for download on our website for your information.

2.7.1 What data do we process?

When you download a white paper or another resource provided by us, we collect and process various information from you in advance. This includes in particular:

• Salutation

• First name and last name

• E-mail address

• Job title

• Company name

• Number of employees

2.7.2 For what purpose is the data processed and on what legal basis?

We use data that we receive from you in connection with downloading a white paper to regularly inform you about current interesting products, industry topics and invitations to Flip GmbH events by e-mail and to analyse your use of these e-mails. Processing to send and analyse the use of such e-mails only takes place if you have consented to the processing in accordance with Article 6 (1) (a) GDPR.

2.8 Webinars

You can take part in webinars on our website. We use technical solutions from video communication service providers to hold the webinars. To take part in our webinar, you are required to use the respective service. The service provider is responsible for the data processing that takes place when the webinars are held. Please see section 4 for further information.

A chat feature is available in the seminars through which you can actively take part in the seminar – either by sending a message to all participants or by sending a message to our facilitators, which can’t be seen by the other participants.

The webinars are recorded and are not only available on our website afterwards, but are also sent out in our newsletter for people to re-watch. We also use parts of the seminars on our social media channels.

Some webinars might be cohosted by one of our partners. In this case, you consent to the collection and sharing of your personal information, including your email address, with our co-host(s), who may use it for their own marketing and communication purposes in accordance with their respective privacy policies.

2.8.1 What data do we process?

For webinar participation, we collect and process the following data in particular:

• Salutation

• First name and last name

• E-mail address

• Number of employees

• Any chat messages you have sent

Webinar recording and use of the recording takes place without requiring any information from participants. Communication in the chat is reproduced in the recording without disclosing participant names.

2.8.2 For what purpose is the data processed and on what legal basis?

Information that you provide in connection with registration for a webinar will be stored and processed to prepare and conduct the webinar. In this respect, processing is carried out either for the conclusion or fulfilment of a contract (Article 6 [1] [b] GDPR) or on the basis of balancing interests pursuant to Article 6 (1) (f) GDPR, which always also takes your interests into account.

In addition, we use data that we receive from you in connection with your webinar registration to regularly inform you about current interesting products, industry topics and invitations to Flip GmbH events by e-mail and to analyse your use of these e-mails. Processing to send and analyse the use of such e-mails only takes place if you have consented to the processing in accordance with Article 6 (1) (a) GDPR.

2.9 Press distribution list

In addition to our newsletter, you also have the option of subscribing to our press distribution list. You will receive information about company updates via this.

2.9.1 What data do we process?

• First name and last name

• E-mail address

2.9.2 For what purpose is the data processed and on what legal basis?

If you have expressly consented to this, we will process the above-mentioned contact details in order to send you press information.

You can withdraw your consent to receiving company updates via the press distribution list at any time and unsubscribe from the press distribution list. You can withdraw your consent by clicking on the link provided in each press distribution e-mail or by sending a message to the contact details provided in this privacy policy.

2.10 Partnership request

If you are interested in a partnership, please feel free to send us a request without obligation at any time.

2.10.1 What data do we process?

When a partnership request is made, we process the following data:

• Salutation

• First name and last name

• E-mail address

• Any comments you have provided

2.10.2. For what purpose is the data processed and on what legal basis?

In the event of a partnership request, your data will be stored and processed to process the request and any subsequent correspondence. In the case of a partnership request, data processing is carried out as steps prior to entering a contract on the basis of Article 6 (1) (b) GDPR.

2.11 Special partnership request

For some key accounts, we offer partnerships with special terms and conditions for their respective organisational members. As an organisational member of such a key account, you can request a partnership with special terms and conditions or information on such a partnership without obligation.

2.11.1 What data do we process?

When you request a partnership with special terms and conditions, we process the following data:

• Name of the organisational unit and the key account

• Salutation

• First name and last name

• Telephone number

• E-mail address

• Number of users

2.11.2 For what purpose is the data processed and on what legal basis?

The data provided when requesting a partnership will be stored and processed in order to process your request and compile appropriate information. In the case of a partnership request, data processing is carried out as steps prior to entering a contract on the basis of Article 6 (1) (b) GDPR.

2.12 Chatbot

A chatbot is available on our site for you to contact us.

2.12.1 What data do we process?

When you use the chatbot, we process the information you provide to us by entering it in the chat window, as well as your IP address.

2.12.2 For what purpose is the data processed and on what legal basis?

We process the data relating to the use of the chatbot in order to process your request. The data processing is carried out on the basis of Article 6 (1) (b) GDPR or on the basis of balancing interests according to Article 6 (1) (f) GDPR, which always also takes your interests into account.

Our website uses cookies. Cookies are used to make our website more user-friendly, effective and secure. Cookies are text files that are stored in the web browser or by the web browser on your computer. Cookies usually contain a string of characters that allows your system to be uniquely identified when you return to the website.

Some of the cookies we use (‘session cookies’) and the data saved and transmitted in them are automatically deleted after the end of your visit. Other cookies (‘persistent cookies’) stay saved on your end device until you delete them.

You can change your browser settings so that you are informed about cookies being saved and only allow cookies in individual cases, prevent cookies being accepted in certain cases or in general and enable the automatic deletion of cookies when closing the browser. You can delete cookies that have already been saved at any time. If cookies are disabled, the functionality of this website may be limited.

In some cases, the cookies we use are necessary to use the website and the features provided there. In this respect, the associated data processing is carried out on the basis of Section 25 (2) of the Telekommunications-Digital-Services-Data Protection Act (TDDDG) and Article 6 (1) (f) GDPR. As the operator of this website, we have a legitimate interest in saving cookies for the technically error-free and smooth provision of our services. If we use cookies for other purposes (e.g. for analysis features), this is explained separately below.

When you visit or log in to our website, cookies, and similar technologies may be used by our online data partners or vendors to associate these activities with other personal information they or others have about you, including by association with your email. We may then send communications and marketing to these email addresses. You may opt out of receiving this advertising by visiting https://app.retention.com/optout

To provide our website and the content and functionalities available there, we use technologies and services (hereinafter collectively referred to as ‘services’) from various providers. You can find an overview of the services used, the purpose for which we require them and what personal data is processed in each case in this context below. Furthermore, we inform you about the legal basis on which the data processing is based: if the respective type of data processing is necessary to enable you to use our website and the functionalities and content it contains and to ensure its security and stability, we process your data on the basis of balancing interests pursuant to Article 6 (1) (1) (f) GDPR, which always also takes your interests into account. Otherwise, we exclusively process your data on the basis of your explicit consent pursuant to Article 6 (1) (a) GDPR.

When using the Flip app provided by your employer, we process your personal data for the purposes of product improvement. We thereby process usage data (e.g. web pages visited, interest in content, access times) and meta/communication data (e.g. device information, IP addresses) in the EU.

The legal basis for the processing is Art. 6 para. 1 s. 1 lit. f GDPR. We have a legitimate interest in improving our product. The data will be deleted when the purpose for which it was collected no longer applies and there is no obligation to retain it.

We will delete your personal data as soon as it is no longer required for the purposes stated above. For example, we delete your usage data after your visit to our website unless we are permitted to process it in pseudonymised or anonymised form. We delete your data from requests immediately after successful processing. In addition, we store your data even after the original purpose of collection has ceased to exist, if we are required to store the data for other reasons, e.g. for archiving purposes. In doing so, personal data may be retained for the period during which claims can be made against us (the statutory limitation period is usually three years and in exceptional cases may be up to thirty years).

When processing your data in the context of the various features of our website with the help of the services used (see section 4), your data may be transmitted to third countries. Details can be found above under section 4 for the respective service. If personal data is transmitted to recipients from third countries, this is only done under the special conditions of Article 44 GDPR.

You have the following rights to protect your personal data:

• the right of access in accordance with Article 15 GDPR;

• the right to rectification in accordance with Article 16 GDPR;

• the right to erasure in accordance with Article 17 GDPR;

• the right to restrict processing in accordance with Article 18 GDPR; and

• the right to data portability in accordance with Article 20 GDPR.

The restrictions according to Sections 34, 35 of the German Federal Data Protection Act (Bundesdatenschutzgesetz, BDSG) apply to the right of access and the right to erasure.

You also have the option of submitting a complaint about data protection issues to our data protection officer or, pursuant to Article 77 GDPR in conjunction with Section 19 BDSG, to a data protection supervisory authority.

If the processing of personal data is based on your consent pursuant to Article 6 (1) (a) GDPR or Article 9 (2) (a) GDPR, you may withdraw this consent at any time. The withdrawal shall not affect the lawfulness of processing carried out on the basis of the consent up until the withdrawal.

As part of our contractual relationship, you are only required to provide the personal data required for the establishment, implementation and termination of this contractual relationship or the personal data we are legally obliged to collect. Without this data, we will usually have to refuse the conclusion of the contract or the execution of the order or will no longer be able to perform an existing contract and may have to terminate it.

Some of our offerings, such as receiving the newsletter, arranging a demo, and downloading our white paper or other resources, are conditional on your consent. You cannot make use of these without giving your consent.

We do not process your data for automated decisions in individual cases.

11.1 Right to object on a case-by-case basis

You have the right to object at any time, on grounds relating to your particular situation, to the processing of personal data relating to you which is carried out on the basis of Article 6 (1) (e) GDPR (data processing in the public interest) and Article 6 (1) (f) GDPR (data processing on the basis of balancing interests); this also applies to profiling based on this provision within the meaning of Article 4 (4) GDPR.

If you object, we will no longer process your personal data unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing serves to assert, exercise or defend legal claims.

11.2 Objection against the processing of your data for our direct marketing purposes

You have the right to object at any time to the processing of personal data concerning you for the purpose of direct marketing; this also applies to profiling insofar as it is associated with such direct marketing.

If you object to processing for direct marketing purposes, we will no longer process your personal data for these purposes.

There are no formal requirements for the objection; simply send it to:

Flip GmbH 
Rotebühlstraße 50 
70178 Stuttgart 
Germany 
E-mail: datenschutz@getflip.com