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Data Protection

Information on how we process your personal data within our company

Privacy policy of Syntegon Technology GmbH for used Microsoft 365 modules (M 365)


1. Identity and contact details of the controller:
Syntegon Technology GmbH
legally represented by the board of management
Stuttgarter Strasse 130
71332 Waiblingen

Phone +49 71 51 14-0 (Group headquarters)

2. Data Protection Officer and Contact
To make suggestions and complaints regarding the processing of your personal data, we recommend that you contact our data protection officer:

Data Protection Officer
Information Security and Privacy (PA/DSO)
Syntegon Technology GmbH
Postfach 11 27
71301 Waiblingen



3. Processing purpose and legal basis

We and the service providers we contract process your personal data for the following purposes:

  • Establishing contacts during the processing of marketing, sales, and service processes
  • Safeguarding and defending our rights
  • Order processing and invoicing
  • Fulfillment of pre-contractual relationships

Legal bases for the processing

The processing of personal data is usually necessary for the performance of a contract or in order to take steps at the request of the data subject prior to entering into a contract in accordance with Article 6 (1) b) GDPR. The contractual relationships / pre-contractual relationships primarily relate to

  • Customer inquiries about products and services
  • Customer contracts and orders

If personal data are collected without the processing being necessary for the performance of a contract, processing shall be based on consent in accordance with Article 6 (1) a) in conjunction with Article 7 GDPR.

4. Processed categories of data
We process the following contact data

  • Name
  • Phone
  • Mobile phone
  • Email
  • Company
  • Position within the company
  • Preferred language
  • Consent to email marketing

5. Data source
We have either collected your data directly from you or received it from third parties such as colleagues, partners, or other contacts during a visit or an event such as a trade fair.

6. Categories of recipients of your personal data:
Associates of Syntegon Technology GmbH and its worldwide subsidiaries in the following areas:

  • Sales
  • Service
  • Marketing
  • Technical Support
  • Employees of our service providers for technical support, IT infrastructure, and secondary service providers for order processing

7. Transmission/transfers of personal data to third countries
Your personal data may be transferred to a third country for the purposes stated above. All legal entities to which we transmit your data have been contractually bound by us to comply with the applicable European data protection directives. We periodically check compliance with these agreements.

We transfer your data to our worldwide subsidiaries.

As a matter of principle, your personal data is transferred to other controllers only when this is necessary for the performance of a contract or the implementation of pre-contractual measures taken at the data subject’s request in accordance with Article 6 (1) b) in conjunction with Article 49 (1) b), or when your consent has been given. You will find details of the legal basis in the section “Processing purposes and legal basis”. Third parties may also be other companies of the Syntegon Group.

On request, we will provide you with a list of the recipients in third countries and a description of the specifically agreed regulations to ensure appropriate levels of data protection. To receive this overview, get in touch with us using the details provided in the “Data Protection Officer and Contact” section (see above).

Additionally, data may be transferred to other controllers when we are obliged to do so due to legal provisions or enforceable administrative or court orders.

8. Duration of storage; retention periods
Your data will be stored after collection for as long as is required by law or for fulfillment of the respective task under “3. Purposes of processing and legal basis”.

9. Rights of the data subject
If you wish to assert any of your rights, we refer you to the “Data Protection Officer and Contact” section. When contacting us, please ensure that we can identify you unambiguously.

Under the EU General Data Protection Regulation, you have the following rights:

If personal data concerning you is being processed, you have the right to be informed about the collection and storage of your personal data (Art. 15 GDPR).

You have the right to request rectification of any inaccurate personal data concerning yourself (Art. 16 GDPR).

Provided the legal requirements are met, you have the right to obtain from the controller the erasure or restriction of processing, as well as the right to object to processing of personal data concerning yourself (Art. 17, 18 and 21 GDPR).

Where you have consented to the processing of personal data or a data processing contract exists and the data processing is carried out using automated processes, you may also have a right to data portability (Art. 20 GDPR).

Should you wish to exercise the above-mentioned rights, Syntegon Technology GmbH will check whether the respective legal requirements have been met.

Right to revoke consent
If you have consented to the processing of your personal data by Syntegon Technology GmbH by means of a corresponding declaration, you may revoke your consent at any time with effect for the future. This shall not affect the lawfulness of the data processing carried out on the basis of the consent until such consent was withdrawn. If you wish to exercise this right, get in touch with us using the details provided in the “Data Protection Officer and Contact” section (see above).

10. Right of complaint with a supervisory authority:
You are entitled to lodge a complaint with a data protection authority. You can contact either the data protection authority responsible for your place of residence or German state, or the data protection authority responsible for us. This is:

State Commissioner for Data Protection and Freedom of Information

Office address:
Lautenschlagerstraße 20
70173 Stuttgart

Postal address:
Postfach 10 29 32
70025 Stuttgart

Phone: +49 (0)711/615541-0
FAX: +49 (0)711/615541-15


To assert your rights and to notify data protection incidents please use the following link

11. Changes to this information notice
We reserve the right to change our information on the transparency obligation where required to take account of technological developments. In such cases, we will amend our notification accordingly. Please always consult the current version, as this is subject to change.

Effective date: 2023.06.01