Privacy Policy for all apps and plugins provided free of charge
Version: 1.0
Last update: 2025-01-09
Introduction
This privacy policy applies to the processing of personal data by audriga GmbH when using our apps and plugins.
Data protection is of particular importance to audriga GmbH. The processing of personal data, such as the name or email address of a data subject, is always carried out in accordance with the General Data Protection Regulation (GDPR) and in compliance with the country-specific data protection regulations applicable to audriga GmbH.
Through this privacy policy, our company aims to inform the public, and especially you as a user, about the type, scope, and purpose of the personal data we collect, use, and process. Furthermore, this privacy policy informs you about your rights.
As the data controller, audriga GmbH has implemented numerous technical and organizational measures to ensure the most complete protection possible of the personal data processed through this app. However, we explicitly point out that internet-based data transmissions can generally have security gaps, so absolute protection cannot be guaranteed.
Definitions
This privacy policy is based on the terminology used by the European legislator in adopting the General Data Protection Regulation (GDPR). Our privacy policy aims to be easily readable and understandable for both the public and our customers and business partners. To ensure this, we would like to explain the terms used in advance.
In this privacy policy, we use the following terms (in alphabetical order):
a) Application In our case, the application refers to a plugin or an app. A plugin is an extension that integrates into existing software, such as Microsoft Outlook, to expand its functionality. The plugin is not executed independently but operates within the environment in which it is installed. Similarly, a mobile app installed on a smartphone is specifically developed software that performs specific tasks. An app can be either a mobile app for your smartphone or a desktop app installed on your computer.
b) Processor A processor is a natural or legal person, public authority, agency, or other body that processes personal data on behalf of the controller.
c) Data Subject A data subject is any identified or identifiable natural person whose personal data is processed by the controller responsible for the processing.
d) Third Party A third party is a natural or legal person, public authority, agency, or body other than the data subject, the controller, the processor, and those authorized under the direct authority of the controller or processor to process personal data.
e) Restriction of Processing Restriction of processing is the marking of stored personal data with the aim of limiting their future processing.
f) Consent Consent is any freely given, specific, informed, and unambiguous indication of the data subject's wishes, by which they, through a statement or a clear affirmative action, signify agreement to the processing of personal data relating to them.
g) Recipient A recipient is a natural or legal person, public authority, agency, or other body to whom personal data is disclosed, whether or not it is a third party. However, authorities that may receive personal data in the context of a specific inquiry under Union or Member State law are not considered recipients.
h) Personal Data Personal data refers to any information relating to an identified or identifiable natural person (data subject). An identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier, or one or more factors specific to the physical, physiological, genetic, mental, economic, cultural, or social identity of that natural person.
i) Profiling Profiling refers to any form of automated processing of personal data that involves using such data to evaluate certain personal aspects relating to a natural person, in particular to analyze or predict aspects concerning the natural person's work performance, economic situation, health, personal preferences, interests, reliability, behavior, location, or movements.
j) Controller or Data Controller The controller or data controller is the natural or legal person, public authority, agency, or other body which, alone or jointly with others, determines the purposes and means of processing personal data. Where the purposes and means of such processing are determined by Union or Member State law, the controller or the specific criteria for its nomination may be provided for by Union or Member State law.
k) Processing Processing refers to any operation or set of operations performed on personal data or sets of personal data, whether by automated means, such as collection, recording, organization, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination, or otherwise making available, alignment or combination, restriction, erasure, or destruction.
l) Encrypted Communication, Transmission, and Storage For encrypted communication, transmission, and storage of data, audriga GmbH uses standard procedures that comply with the state of the art. Communication within audriga GmbH's infrastructure is SSL-encrypted. The same applies to communication with a server or provider, provided that encrypted data transmission is supported. You may need to verify this independently.
Name and Address of the Controller
The controller within the meaning of the General Data Protection Regulation (GDPR), as well as other applicable data protection laws in the member states of the European Union and other provisions related to data protection, is:
audriga GmbH Alter Schlachthof 57 76131 Karlsruhe, Germany Tel.: +49 (0) 721 17029 316 Email: info@audriga.com Website: www.audriga.com
Use of the Application
Our application is offered as a plugin or standalone app and serves to efficiently process structured data, such as e-invoices, thereby streamlining your workflows. The application scans emails and their attachments for structured data. Detection is based on specific criteria such as file formats (e.g., PDF or XML) or defined keywords. Once structured data, such as an e-invoice, is identified, it is displayed in a user-friendly interface for quick review and further processing.
The application can be downloaded either directly from our server, an app store, or obtained from a provider. Please note that additional privacy policies of the respective app store provider may apply when downloading from an app store. We recommend that you inform yourself about the storage and processing of data by the provider, as this occurs independently of us. When data is downloaded from our server during installation or browser usage, your IP address is transmitted to us to enable the technical provision of the application. Additionally, we collect usage statistics to analyze and continuously improve the functionality of the application.
While processing emails, personal data such as sender information, email addresses, or invoice details (e.g., invoice issuer and amount) may be temporarily processed. These data are processed exclusively locally on your device or in your browser and are neither permanently stored nor transmitted to external servers or third-party providers. The app operates fully locally or in the browser, and no data is shared with third parties.
Furthermore, you have the option to voluntarily submit data to us for feedback purposes to actively support the further development and improvement of the plugin.
The processing of data is carried out solely for the purpose of identifying, displaying, and further processing structured data, and complies with applicable data protection laws, particularly the GDPR. You may uninstall the app or plugin at any time to stop the processing of emails and attachments.
Data Collection During App Usage
When using the app, the following data may be collected by us:
a) General Data and Information:
- Browser types and versions used
- Operating system used by the accessing system
- The website where our plugin is integrated
- Date and time of access
- Internet Protocol (IP) address
- Internet service provider of the accessing system
- Other similar data
b) When processing Emails:
- Headers that infer standardized sender information (e.g., "X-Mailer")
- Information on the presence and validity of SPF, DKIM, and PGP/SMIME validations
- The domain name of the recipient, as well as an anonymized unique ID of the recipient
- If the email contains Schema.org data, the "Type" property of this data is logged
- Type and size of attached files
c) For Attachments in XML or PDF Format, which contain electronic invoices:
- The XRechnung "Invoice number" (BT-1) and "Invoice issue date" (BT-2)
- The XRechnung "Invoice type code" (BT-3)
- The XRechnung "Payment terms" (BT-20)
- The XRechnung "Invoice note subject code" (BT-21) and the length of the XRechnung "Invoice note" (BT-22)
- The XRechnung "Business process type" (BT-23) and "Specification identifier" (BT-24)
- Whether specific reference identifiers are set (BT-10 to BT-19; BT-25, BT-29, BT-46, BT-71)
- The XRechnung "Delivery date" (BT-72) and whether a "Deliver to address" (BG-15) is set
- The XRechnung "Payment means type code" (BT-81)
- Whether "Credit transfer" (BG-17), "Payment card" (BG-18), or "Direct debit" (BG-19) is set
- The number of XRechnung "Payment service provider identifier" elements (BT-86)
- Whether the value of "Invoice total amount with VAT" (BT-112) is negative, neutral, or positive (and whether below the small amount threshold)
- Whether the value of "Amount due for payment" (BT-115) is negative, neutral, or positive
- The number of XRechnung "Invoice line" elements (BG-25)
- The XRechnung "Invoiced quantity unit of measure code" (BT-130)
- Type and size of embedded files
d) When Forwarding: When forwarding a message, the recipient's domain and an anonymized unique ID of the recipient are logged.
e) When dealing with Application Errors: In the event of application errors, the app may automatically transmit error data to us to analyze the cause of the problem and improve the software. These error reports may include technical information such as the operating system version, application version, and the type of error that occurred. In rare cases, these data may include personal information processed in connection with the error.
Data Processing by Third Parties
We use external service providers to provide websites and services. These providers may have access to your personal data as necessary to perform their respective services. We have carefully selected and commissioned these providers. They are bound by our instructions and are regularly monitored. Data processing by these providers is based on a data processing agreement that meets legal requirements.
The providers belong to the following categories:
- Hosting service providers and marketplace operators
- User management and billing service providers
- Payment processing service providers
- User authentication service providers
- Communication service providers
- Error and issue analysis service providers
If external providers are located in third countries outside the European Union, we have entered into data protection agreements with the providers based on the EU standard contractual clauses: EU Standard Contractual Clauses.
Data Processing by Third Parties as Part of Services
audriga uses the infrastructure of European cloud providers, currently Amazon Web Services LLC (Ireland), dogado GmbH (Germany), Hetzner Online GmbH (Germany), and IONOS SE (Germany), to provide the service. There is a data processing agreement between audriga GmbH and these cloud providers that ensures data processing occurs exclusively within the European Union. Disclosure of personal data to third parties as defined by data protection regulations occurs only with your consent or if audriga GmbH is legally required to do so due to compelling statutory provisions or a legal or regulatory decision.
Your rights as a concerned person
a) Right to acknowledge
Each affected person has the right, as granted by the European Directive and Regulatory Authority, to require the controller to confirm whether personal data relating to him or her are being processed. If an affected person wishes to make use of this confirmation right, they can contact us at any time via the email address datenschutz@audriga.com .
b) Right to information
Any person concerned by the processing of personal data shall have the right, granted by the European Directive and Regulatory Authority, at any time to obtain from the data controller information free of charge on the personal data stored about him and a copy of that information. Furthermore, the European legislature and regulator has provided the affected person with the following information:
- the processing purposes,
- the categories of personal data being processed
- the recipients or categories of recipients to whom the personal data have been or will be disclosed, in particular for recipients in third countries or international organizations,
- if possible, the planned duration for which the personal data are stored or, if this is not possible, the criteria for determining that duration,
- the existence of a right to rectification or erasure of the personal data concerning him, or of processing by the person responsible or a right to object to such processing;
- the existence of a right of appeal to a supervisory authority,
- if the personal data are not collected from the affected person: all available information on the source of the data,
- the existence of automated decision-making including profiling under Article 22 (1) and (4) of the GDPR and - at least in these cases - meaningful information on the logic involved and the scope and intended impact of such processing on the affected person.
In addition, the affected person has a right of access as to whether personal data has been transmitted to a third country or to an international organization. If that is the case, then the affected person has the right to obtain information about the appropriate guarantees in connection with the transfer.
If an affected person wishes to avail himself of this right to information, he / she can contact us at any time via the email address datenschutz@audriga.com .
c) Right to rectification
Any person affected by the processing of personal data has the right granted by the European legislature to demand the immediate correction of inaccurate personal data concerning him / her. Furthermore, the affected person has the right to request the completion of incomplete personal data, including by means of a supplementary declaration, taking into account the purposes of the processing.
If an affected person wishes to exercise this right to rectification, they can contact us at any time via the email address datenschutz@audriga.com .
d) Right to cancellation (right to be forgotten)
Any person affected by the processing of personal data shall have the right granted by the European Directives and Regulators to require the controller to immediately delete the personal data concerning him, provided that one of the following reasons is satisfied and the processing is not required:
- The personal data has been collected for such purposes or otherwise processed for which they are no longer necessary.
- The affected person withdraws the consent on which the processing was based in accordance with Article 6 (1) (a) of the GDPR or Article 9 (2) (a) of the GDPR and lacks any other legal basis for the processing.
- The affected person objects to the processing in accordance with Art. 21 (1) GDPR, and there are no legitimate reasons for the processing, or the affected person objects according to Art. 21 (2) GDPR processing.
- The personal data were processed unlawfully.
- The erasure of personal data is necessary to fulfill a legal obligation under Union or national law to which the controller is subject.
- The personal data were collected in relation to information society services offered pursuant to Article 8 (1) GDPR.
If one of the above reasons is correct and an affected person wishes to arrange for the deletion of personal data stored by audriga GmbH, they can contact us at any time via the email address datenschutz@audriga.com. We will arrange for the request to be fulfilled immediately.
If the personal data have been made public by audriga GmbH and if our company is responsible for deleting personal data as the person responsible according to Article 17 (1) GDPR, audriga GmbH takes appropriate measures, taking into account the available technology and the implementation costs also of a technical nature, to inform other data controllers processing the published personal data that the affected person has requested to delete from all other data controllers any links to such personal data or copies or replications of such personal data as far as the processing is not required. The data protection officer of audriga GmbH or another employee will arrange the necessary in individual cases.
e) Right to restriction of processing
Any person affected by the processing of personal data has the right, granted by the European directive and regulatory authority, to require the controller to restrict the processing if one of the following conditions applies:
- The accuracy of the personal data is contested by the affected person for a period of time that enables the controller to verify the accuracy of the personal data.
- The processing is unlawful; the affected person refuses to delete the personal data and instead requests the restriction of the use of personal data.
- The controller no longer needs the personal data for the purposes of processing, but the affected person requires them to assert, exercise or defend legal claims.
- The affected person has objection to the processing acc. Article 21 (1) GDPR and it is not yet clear whether the legitimate reasons of the controller outweigh those of the affected person.
If one of the above conditions is met and an affected person wishes to request the restriction of personal data stored by audriga GmbH, they can contact us at any time via the email address datenschutz@audriga.com . We will initiate the restriction of processing.
f) Data transferability
Any person affected by the processing of personal data shall have the right conferred by the European Directives and Regulations to obtain the personal data concerning him / her provided to a controller by the affected person in a structured, common and machine-readable format. It also has the right to transfer this data to another controller without hindrance by the controller to whom the personal data was provided, provided that the processing is based on the consent pursuant to Article 6 (1) (a) of the GDPR or Article 9 (1) (b) 2 (a) of the GDPR or on a contract pursuant to Article 6 (1) (b) of the GDPR and processing by means of automated processes, unless the processing is necessary for the performance of a task of public interest or in the exercise of public authority, which has been assigned to the controller. Furthermore, in exercising their right to data portability under Article 20 (1) of the GDPR, the affected person has the right to obtain that the personal data are transmitted directly from one controller to another, insofar as this is technically feasible and if so this does not affect the rights and freedoms of others. To enforce the right to data portability, the affected person may contact us at any time via the email address datenschutz@audriga.com.
g) Right to object
Any person concerned by the processing of personal data shall have the right to object conferred by the European directive and regulatory authority at any time, for reasons arising from its particular situation, against the processing of personal data relating to it pursuant to Article 6 (1) (e) or (f) GDPR. This also applies to profiling based on these provisions.
In the event of an objection, audriga GmbH will no longer process personal data unless we can prove compelling legitimate reasons for the processing that outweigh the interests, rights and freedoms of the affected person, or the processing is for assertion, exercise or defense of legal claims.
If audriga GmbH processes personal data in order to operate direct mailing, the affected person has the right to object at any time to the processing of personal data for the purpose of such advertising. This also applies to the profiling, as far as it is associated with such direct mailing. If the affected person objects to audriga GmbH for the purpose of direct advertising, audriga GmbH will no longer process the personal data for these purposes.
In addition, the affected person has the right, for reasons arising from his / her particular situation, against the processing of personal data relating to him or her, which is performed by audriga GmbH for scientific or historical research purposes or for statistical purposes pursuant to Article 89 (1) GDPR are invited to submit an objection unless such processing is necessary to fulfill a task of public interest.
To exercise the right to object, the affected person can contact us directly via the email address datenschutz@audriga.com . The affected person is also free, in the context of the use of information society services, notwithstanding Directive 2002/58 / EC, to exercise his right of objection by means of automated procedures using technical specifications.
h) Automated decisions in individual cases including profiling
Any person concerned by the processing of personal data shall have the right, as granted by the European legislature and the regulator, not to be subject to a decision based solely on automated processing, including profiling, which has a legal effect on it or, in a similar manner, significantly affects it; unless the decision (1) is necessary for the conclusion or performance of a contract between the affected person and the controller, or (2) is permitted by Union or Member State legislation to which the controller is subject, and that legislation provides for appropriate measures to safeguard the rights and freedoms as well as the legitimate interests of the affected person; or (3) with the express consent of the affected person.
If the decision (1) is required for the conclusion or the performance of a contract between the person concerned and the person responsible or (2) it takes place with the express consent of the affected person, the audriga GmbH takes appropriate measures to protect the rights and freedoms as well as the authorized persons interests of the affected person, including at least the right to obtain the intervention of a person by the controller, to express his/her own position and to contest the decision.
If the affected person wishes to assert rights with regard to automated decisions, they can contact us at any time via the email address datenschutz@audriga.com.
i) Right to revoke a data protection consent
Any person affected by the processing of personal data has the right, granted by the European directive and regulatory authority, to revoke consent to the processing of personal data at any time.
If the affected person wishes to assert their right to withdraw consent, they can contact us at any time via the email address datenschutz@audriga.com .
Duration of storage and deletion of the data
audriga GmbH processes and stores personal data of the affected person only for the period necessary for the achievement of the intended purpose for the data storage or if this is regulated by the European directives and regulations or another legislature in laws or regulations which the data controller is subject to.
If the storage purpose is omitted or if a storage period prescribed by the European directives and regulations or any other relevant legislator expires, the personal data will be routinely blocked or deleted in accordance with the statutory provisions.
The criterion for the duration of the storage of personal data is the respective statutory retention period. After expiry of the deadline, the corresponding data are routinely deleted, provided that they are no longer required to fulfill the contract or to initiate a contract or other legitimate interests of audriga GmbH (e.g. above log data and account data).
Legal basis of data processing
Art. 6 I lit. A GDPR is audriga GmbH’s legal basis for processing operations. Art. 6 I lit. A GDPR mandates that we obtain consent for a particular processing purpose.
If the processing of personal data is necessary to fulfill a contract which the affected person is a party to, as is the case, for example, of processing operations necessary for the supply of goods or the provision of any other service or consideration, processing shall be based on Art. 6 I lit. b GDPR. The same applies to processing operations that are necessary to carry out pre-contractual measures, for example in cases of inquiries regarding our products or services.
If our company is subject to a legal obligation which requires the processing of personal data, such as the fulfillment of tax obligations, the processing is based on Art. 6 I lit. c GDPR.
In rare cases, the processing of personal data may be required to protect the vital interests of the affected person or another natural person. This would be the case, for example, if a visitor to our premises were injured and his or her name, age, health insurance or other vital information would have to be passed on to a doctor, hospital or other third party. Then the processing would be based on Art. 6 I lit. d GDPR are based.
Ultimately, processing operations could be based on Art. 6 I lit. f GDPR are based. On this legal basis, processing operations that are not covered by any of the above legal bases are required if processing is necessary to safeguard the legitimate interests of our company or a third party, unless the interests, fundamental rights and fundamental freedoms of the affected person prevail. Such processing operations are particularly allowed to us because they have been specifically mentioned by the European legislature. In that regard, the European legislature considered that a legitimate interest could be assumed if the affected person is a customer of the controller (recital 47, second sentence, GDPR).