Privacy Notice (last updated on August 14, 2018)

The responsible party within the meaning of the applicable data protection laws are:
absence.io GmbH (hereinafter referred to as “Absence”) as the operator of www.absence.io.

1. Collection of general information

When you access our website, general information shall be automatically collected. This information (server log files) includes the type of web browser, the operating system used, the domain name of your internet service provider, etc. The collected data shall only include information which does not allow any conclusions to be reached about you. This information is technically required to correctly supply website content requested by you, and produced automatically when using the internet. We statistically evaluate anonymous information of this kind to optimize our website and the technology behind it.

2. Registration

When you register to use our personalized services, certain personal data such as your name, address, and contact details like your phone number and email address are collected. We use the services provided by Hubspot for processing this data. If you are registered with us, you have access to content and services which we only offer to registered users. Registered users also have the option to change or delete the data provided at registration at any time, if necessary. We will also provide you with information about the personal data that we have stored about you at any time. We are happy to correct or delete this data upon request, provided no statutory retention obligations to the contrary exist. Please use the contact information at the end of this privacy policy to contact us in this regard.

3. Commentary function

If users leave comments in the blog, this information will be stored along with the time it was created and the user name previously selected by the website visitor. This is a safety mechanism for us, as we can be prosecuted for illegal content on our website, even if such content has been created by users.

4. absence.io Newsletter

If you receive emails from us containing business tips, product news and offers, this means that you have subscribed to our newsletter. We use a double opt-in process for all newsletter subscriptions. This means that you first give your approval to receive our newsletter by clicking the checkbox “Yes, I would like to ....”, and then we will send you an email asking you to confirm your registration. By confirming your registration, you agree that you wish to receive our newsletter. You can give us this confirmation, for example, before booking a demo or when registering for a free trial.

If you no longer want to read our newsletter, you are entitled to object to the use of your email address at any time by clicking the link at the end of the respective email or sending an email to hello@absence.io.

We only collect the data you enter in the input mask when registering. These are: Title, name, email address. We use these details to inform you by email of interesting innovations and similar products or services from our product range.

Our newsletter is sent via “MailChimp”, a newsletter distribution platform offered by the US service provider Rocket Science Group, LLC, 675 Ponce De Leon Ave NE #5000, Atlanta, GA 30308, USA. The use of MailChimp represents a transmission of personal data to a third-party company. The email addresses of our newsletter recipients, as well as further data described within the scope of this Privacy Policy, are stored on MailChimp servers in the USA. MailChimp uses this information for the purpose of distributing and evaluating the newsletters on our behalf. MailChimp is part of the Rocket Science Group, LLC and certified under the Privacy Shield. We have concluded a contract with MailChimp concerning data processing pursuant to 28 subsection 3 GDPR. The MailChimp privacy policy can be found at mailchimp.com/legal/privacy.

Statistical evaluation and analyses

In order to send you better and even more interesting newsletters containing offers and topics which are tuned to your specific requirements, the newsletters contain a so-called “web beacon”, i.e. a pixel-sized file retrieved from the MailChimp server once the newsletter is opened.

The information collected includes identifying whether the newsletters are opened, when they are opened, and which links are clicked (so-called opening and click rates). This procedure allows us to measure the success of our newsletter and to ascertain whether the contents are still interesting for you. This information can be matched to individual newsletter recipients for technical reasons. By evaluating this information, we are able to identify the reading habits of our subscribers and to adapt the contents to our readers’ interests. This allows us to send you offers and campaigns which meet your specific requirements.

If you disagree with this level of customization, you can unsubscribe from our newsletter at any time via the link included at at the end of every email.

5. Contact form

If you contact us by email or via a contact form, the information you enter will be stored for processing the inquiry as well as for possible follow-up questions. This concerns the data you have entered, such as your email address and the text you have entered.

We use the services of Zendesk to manage customer service requests in a ticket system. This means that data is transferred to assets.zendesk.com/ and ekr.zdassets.com so that we can process your request in this third-party tool.

6. Transmission of personal data

absence.io will only transmit your personal data to the following extent: We collaborate with providers which create and compile statistics, as well as with IT service providers (e.g. data centers and providers of hosting, safety, and database services). These technical providers only have access to your data to the extent that is required to fulfill their tasks. They also undertake to handle your data in accordance with this data policy and the applicable data protection regulations.

7. Cookies

Like many other companies, we use so-called “cookies” to provide an enhanced customer experience. Cookies are small text files which are transferred to your hard disk by a website server. They automatically provide us with certain data concerning your computer and your connection to the internet, such as for example the IP address, browser used and operating system. Cookies cannot be used to start programs or to transfer viruses to a computer. Based on the information contained in the cookies, we can make it easier for you to navigate and enable our website to be shown correctly. In no case will we pass on data that we have created to third parties or link it to personal data without your consent. Of course you can also view our website without cookies, but internet browsers are usually pre-configured to accept cookies. You can disable the use of cookies at any time by changing the browser settings. Please use the help function of your browser to find out how to change the settings. Please note that some functions of our website may not work properly if you disable the use of cookies. Cookies are usually deleted automatically from your hard drive once you leave our website.

If your browser is configured or you have given your consent to accept cookies, the following cookies can be used on our websites:

Hubspot: __hssc (30min):This cookie keeps track of sessions.
Hubspot: __hssrc (session cookie): Whenever HubSpot changes the session cookie, this cookie is also set.
Hubspot: __hstc (2yrs): Cookie for tracking website visits.
Hubspot: hubspotutk (10yrs): On form submission and user when deduplicating contacts.
Google Tag Manager: _dc_gtm_UA-72004828-1: Google Tag Manager
Google Analytics: _ga (2yrs): Used to distinguish different users.
Google Analytics: _gat_UA-72004828-1 (1min): Used to throttle request rate
Google Analytics: _gat_UA-72004828-2 (1min): Used to throttle request rate
Google Analytics: _gid (24hrs): Used to distinguish different users.
Google Analytics: __utma (2yrs): Used to distinguish users and sessions
Google Analytics: __utmt (10min): Used to throttle request rate.
Google Analytics: __utmb (30min): Used to determine new sessions/visits.
Google Analytics: __utmc (end of session): Cookie to determine whether user was in a new session
Google Analytics: __utmz (6mon): Stores the traffic source or campaign that explains how the user reached your site
Google Analytics: __utmv (2yrs): Used to store visitor-level custom variable data.

You can find more detailed information regarding cookies that could (also) affect your personal data in other sections of this policy.

9. Web analytics, social media, plugins

a. Google Fonts

Data processing by Google Fonts is required to ensure that the website is displayed correctly. Google Fonts checks if the respective font is stored on your device. If the font is not available, it will be transferred to the device in order to display the font and the page correctly. The following data is sent by Google Fonts to fonts.googleapis.com: Google Fonts logs records of CSS and font file requests. Aggregated usage data track how popular the font families are, and are published on our analytics page. For more information about how Google Fonts processes data, please visit: developers.google.com/fonts/faq

b. Social plugins for Facebook, Twitter, LinkedIn, and Xing

The "social plugins" of the providers listed below are installed on our website. They are recognizable by the respective logo.

Information including personal data will possibly be transmitted and used by the service providers with these plugins. We prevent the unknown and unwanted collection and transmission of data to the service providers with a 2-click solution. If you wish to activate a particular social plugin, you must first click on the button in question. Information is only collected and transmitted to a service provider once their plugin is activated. We do not collect any personal data through the social plugins or their use.

We have no influence over the data that an activated plugin collects, and how it is used by the respective service providers. At present it must be assumed that a direct connection to the services of such service providers will be developed, and at least the IP address and device-related information is collected and used. There is also the possibility that service providers will attempt to store cookies on the computer in use. For information on the specific data which is collected and how it is used, please refer to the privacy policy of the respective service provider.

We have embedded the social media plugins of the following companies on our website:

Facebook Inc., 1601 S. California Ave, Palo Alto, CA 94304, USA; Twitter Inc., 795 Folsom St., Suite 600, San Francisco, CA 94107, USA; LinkedIn Corporation, 2029 Stierlin Court, Mountain View, CA 94043, USA; XING AG, Gänsemarkt 43, 20354 Hamburg, Germany; Instagram, Inc., 181 South Park Street Suite 2 San Francisco, CA 94107, USA; YouTube, LLC, 901 Cherry Ave., San Bruno, CA 94066, USA.

c. Social sign-in

We offer you the option to register directly with us with your existing Facebook profile.

If you would like to use this function, you will be initially redirected to Facebook. There you will be asked to register with your user name and password. Please be assured that we will take no information from your registration data. If you are already registered on Facebook, this step will be skipped.

Finally, Facebook will inform you which data will be transmitted to us (public profile, friends’ list, email addresses and current place of residence). You will confirm this by clicking on the "OK" button. We will create your customer account with the transmitted data; however, we will not store your friends’ list. There will be no further permanent link between your customer account and your account on Facebook. Please refer to Facebook's privacy policy for further information on the purpose and scope of the data collection and further processing and use of the data by Facebook as well as your setting options to protect your privacy.

d. HubSpot

absence.io uses a service called HubSpot provided by HubSpot Inc. for analytical purposes. HubSpot is certified under the EU-US privacy shield. It uses "web beacons" and also installs cookies, which are stored on your computer and enable us to analyze your use of the website. The collected information (e.g. IP address, geographical location, type of browser, duration of the visit and pages accessed) is evaluated by HubSpot on Absence's behalf to generate reports about the visit and the pages of absence.io which were visited. It is transmitted to hs-analytics.net sowie js.hs-scripts.com for this purpose.

If you subscribe to email news and download e-books and other documents, we can record the personal information you provide us with (e.g. your name and email address) and use it to present you with targeted information about your preferred areas of interest. If you generally do not want this information to be collected by HubSpot, you can prevent the storing of cookies at any time by adjusting your browser settings. Please refer to HubSpot Inc's privacy policy at legal.hubspot.com/privacy-policy for further information on how HubSpot works.

10. Deletion or blocking of data

We shall store your personal data only for as long as it is needed to achieve the purposes mentioned herein or for as long as the various storage deadlines envisaged by the legislator allow. After cessation of the respective purpose or expiration of these deadlines, the corresponding data shall be locked or deleted in accordance with statutory provisions.

11. Data security

We process the data that we collect from you in accordance with the German data protection law. All our employees are obliged to maintain data confidentiality and to comply with the data protection provisions, and have been instructed accordingly. Please be aware that the websites of third parties which are accessible through links connected with our service offer may be subject to other provisions that deviate from this privacy policy.

12. Changing our data protection provisions

We reserve the right to occasionally adjust this privacy policy so that it always corresponds to the current legal requirements, or to ensure it reflects any changes to our services, e.g. when introducing new services. The new privacy policy will then apply for your next visit.

13. Right to information, rectification, blocking, deletion and objection

You are entitled to receive information about your stored personal data at any time. You have the right to correct, delete or to block (incorrect) data. Please correct your contact details in the user profile which can be accessed using your registration data. However, there is a possibility that the deletion of data is not possible due to contractual and/or statutory regulations, in particular those relating to accounting and invoicing.

If you have any questions about our privacy policy, please send an email to datenschutz@absence.io.

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