Data protection for the onOffice app
Data protection for the onOffice app

Privacy Policy for the onOffice App

1. Information About the Collection of Personal Data

In addition to our online offering, we provide you with the onOffice App, which you can download to your mobile device. In the following, we provide information about collecting personal data when using the onOffice App. Personal data is all data related to you personally, e.g., name, address, email addresses, user behavior.

According to Art. 4 (7) EU General Data Protection Regulation (DS-GVO), the responsible party is onOffice GmbH, Charlottenburger Allee 5, 52068 Aachen, Germany. For further information, please refer to our imprint. You can reach our data protection officer Matthias Menne at privacy@onOffice.com and under the data given in the imprint.

2. Your Rights

You have the following rights regarding the personal data concerning you:

  1. Right to information Art. 15 GDPR,
  2. Right to correction or deletion Art. 16/17 GDPR,
  3. Right to restriction of processing Art. 18 GDPR,
  4. Right to object to processing Art. 21 GDPR,
  5. Right to data portability Art. 20 GDPR.

As explained above, we may process personal data to protect our legitimate interests. If you disagree with this processing, you may object to it with effect for the future.

You can exercise this right at any time if the processing is for direct marketing reasons. If the processing is for a different reason, you only have the right to object if you have grounds based on your specific situation. After exercising your right to object, we will no longer process your personal data unless we can demonstrate compelling legitimate grounds for the processing that override your interests, rights, and freedoms, or unless the processing is necessary to assert, exercise, or defend legal claims. This does not apply if the processing is for direct marketing. In this case, we will not use your personal data.

You also have the right to complain to a data protection supervisory authority about how we process your personal data. For example, if you assume that this is without an adequate legal basis. The supervisory authority responsible for us is the

State Commissioner for Data Protection and Freedom of Information of North Rhine-Westphalia
Kavalleriestr. 2-4
40213 Düsseldorf
Germany
Phone: +49 211 38424-0 | Fax: +49 211 38424-10 | E-mail: poststelle@ldi.nrw.de

3. Collection of Personal Data When Using the onOffice App

3.1 Processing of Personal Data on Behalf Of

The onOffice App processes your personal data according to the terms of the offer and the order processing agreement. The legal basis for this processing is a legitimate interest in providing you with an interface to the data we process on your behalf in accordance with Art. 6 f) GDPR.

3.2 Information Transferred When Installing the onOffice App

When downloading the onOffice App, the required information is transferred to the App Store, i.e., username, email address and customer number of your account, time of download, and the individual device identification number. We can not influence this data collection, and we are not responsible for it. We process your data only to download the mobile App to your mobile device.

3.3 Firebase Crashlytics

We use Firebase Crashlytics, a service provided by Google Ireland Ltd., Dublin, Ireland, to identify and track errors in the onOffice App.

If a severe error occurs, anonymized information (time, in which area the error occurred, possibly email provider and port used) is transmitted to Google and the developer of our App, Mobile Software AG, Munich, and to us.

For more information about how Google processes your data when you use Firebase Crashlytics and how long your data is stored, please visit https://firebase.google.com/support/privacy.

The legitimate interest of our company lies in providing a data-anonymized app without error, in accordance with Article 6 f) of the GDPR.

3.4 Firebase Analytics

The onOffice App uses Firebase Analytics to generate statistics about your app usage. How often users launch apps, how often apps are uninstalled, how often you open screens, and how long you use the App on average.

The Firebase Analytics service is provided by Google Inc, Mountain View, CA, USA.

The usage information is collected anonymously and aggregated. Therefore, it cannot be traced back to a person. The IP address is shortened and thus anonymized by Google in the first processing step.

You can deactivate the anonymous collection of usage data via the settings in the onOffice App.

For more information about how Google processes your data when using Firebase Analytics and how long your data is stored, please visit https://firebase.google.com/support/privacy.

The legal basis is our legitimate interest according to Art. 6 f) GDPR to get an overview of the usage of our app, especially in view of the fact that the statistics are collected anonymously.

3.5 Push-Notifications

To be able to inform you about newly received messages via onOffice Chat, we use Firebase Cloud Messaging (FCM) or Apple Push Notifications (APNS).

FCM is a service of Google Inc, Mountain View, CA, USA. When the onOffice App is installed, the provider generates a unique ID to send messages to the correct end device. The messages sent via FCM are deleted immediately after delivery to your end device, but no later than 4 weeks.

APNS is a service of Apple Inc, Cupertino, CA, USA. When the onOffice App is installed, an encrypted permanent connection to the service is automatically created. Messages sent via APNS are deleted immediately after delivery. If the system cannot deliver the message, it is deleted after some time.

You can disable notifications via the app settings of your device. For example, on Android, open the settings, menu item “Notifications” and deactivate the notifications for the app “onOffice”. On iOS, open the “Settings” app, select the “onOffice” app and disable push notifications.

The legal basis is our legitimate interest according to Art. 6 f) GDPR to provide push notifications to our customers.

4. Required Permissions

To fully utilize all features of the onOffice App, the following permissions must be granted:

  • Location: Address for property registration, check-in appointment
  • Camera: Store pictures in property or contact, send by mail, questionnaires in appointment.
  • Access to photos/files: Store pictures in the property or contacts, send by mail, access questionnaires in the appointment.
  • Contacts: Transfer contacts from appointments to phone book

5. Cookies

When using the onOffice App, cookies are stored on your mobile device. Cookies are small text files stored in your mobile device’s device memory and assigned to the mobile App you are using. Cookies allow certain information to flow to the entity that sets the cookie (here: us). Cookies cannot execute programs or transmit viruses to your mobile device. Instead, they make mobile apps more effective and overall user-friendly.

The onOffice App sets transient cookies. Transient cookies are automatically deleted when you log out of our mobile App. These include, in particular, session cookies. This stores a so-called session ID, which can be used to assign various requests to your mobile App. This allows your mobile device to be recognized when you use our mobile App again. The session cookies are deleted when you log out or close the App.

The transient cookies are set to store the login status of a user and the selected object language. They are therefore necessary for the use of the App.

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