1. An overview of data protection
This section provides a simple overview of what happens to your personal information when you visit our website or use DokuMate for Office. Personal information is any data with which you could be personally identified. Detailed information on the subject of data protection can be found in the following sections.
Responsibility for data collection
The data collected on this website and by DokuMate for Office is controlled and processed by the website operator. The operator’s contact details can be found in the Site Notice.
Your rights regarding your data
You always have the right to request information about your stored data, its origin, its recipients, and the purpose of its collection at no charge. You also have the right to request that it be corrected, blocked, or deleted. You can contact us at any time using the address given in the legal notice if you have further questions about the issue of privacy and data protection. You may also, of course, file a complaint with the competent regulatory authorities.
Data collection on our website
How do we collect your data?
Some data is collected when you provide it to us. This could, for example, be data you enter on a contact or free trial registration form.
Other data is collected automatically by our IT systems when you visit the website. This data is primarily technical data such as the browser and operating system you are using or when you accessed the page. This data is collected automatically as soon as you enter our website.
What do we use your data for?
Part of the data is collected to ensure the proper functioning of the website. Other data can be used to analyze how visitors use the site, which we can use to improve the user experience.
Analytics and third-party tools
You can object to this analysis. We will inform you below about how to exercise your options in this regard.
Data collected by DokuMate for Office
To design, develop, deliver, support, and continually improve DokuMate for Office, we collect subscription-related personal data and purely technical telemetry data.
Subscription-related data (e.g., subscriber name and contact details) is required to provide DokuMate to subscribers. There can be no subscriptions without that data.
Telemetry data is anonymous, technical data used for improving DokuMate’s functionality, performance, user experience, and support. You can opt out of having that data collected (see below), although that would limit our ability to take informed decisions on what to support or improve, for example.
2. General information and mandatory information
Please note that data transmitted via the internet (e.g. via email communication) may be subject to security breaches. Complete protection of your data from third-party access is not possible.
Revocation of your consent to the processing of your data
Many data processing operations are only possible with your express consent. You may revoke your consent at any time with future effect. An informal email making this request is sufficient. The data processed before we receive your request may still be legally processed.
Right to file complaints with regulatory authorities
If there has been a breach of data protection legislation, the person affected may file a complaint with the competent regulatory authorities. The competent regulatory authority for matters related to data protection legislation is the data protection officer of the German state in which our company is headquartered. A list of data protection officers and their contact details can be found at the following link: https://www.bfdi.bund.de/DE/Infothek/Anschriften_Links/anschriften_links-node.html.
SSL or TLS encryption
This site uses SSL or TLS encryption for security reasons and for the protection of the transmission of confidential content, such as the inquiries you send to us as the site operator. You can recognize an encrypted connection in your browser’s address line when it changes from “http://” to “https://” and the lock icon is displayed in your browser’s address bar.
If SSL or TLS encryption is activated, the data you transfer to us cannot be read by third parties.
Information, blocking, deletion
As permitted by law, you have the right to be provided at any time with information free of charge about any of your personal data that is stored as well as its origin, the recipient and the purpose for which it has been processed. You also have the right to have this data corrected, blocked or deleted. You can contact us at any time using the address given in our legal notice if you have further questions on the topic of personal data.
Opposition to promotional emails
We hereby expressly prohibit the use of contact data published in the context of website legal notice requirements with regard to sending promotional and informational materials not expressly requested. The website operator reserves the right to take specific legal action if unsolicited advertising material, such as email spam, is received.
3. Data collection on our website
Most of the cookies we use are so-called “session cookies.” They are automatically deleted after your visit. Other cookies remain in your device’s memory until you delete them. These cookies make it possible to recognize your browser when you next visit the site.
Server log files
The website provider automatically collects and stores information that your browser automatically transmits to us in “server log files”. These are:
- Browser type and browser version
- Operating system used
- Referrer URL
- Host name of the accessing computer
- Time of the server request
- IP address
These data will not be combined with data from other sources.
The basis for data processing is Art. 6 (1) (f) DSGVO, which allows the processing of data to fulfill a contract or for measures preliminary to a contract.
Should you send us questions via the contact form, we will collect the data entered on the form, including the contact details you provide, to answer your question and any follow-up questions. We do not share this information without your permission.
We will, therefore, process any data you enter onto the contact form only with your consent per Art. 6 (1)(a) DSGVO. You may revoke your consent at any time. An informal email making this request is sufficient. The data processed before we receive your request may still be legally processed.
We will retain the data you provide on the contact form until you request its deletion, revoke your consent for its storage, or the purpose for its storage no longer pertains (e.g. after fulfilling your request). Any mandatory statutory provisions, especially those regarding mandatory data retention periods, remain unaffected by this provision.
4. Analytics and advertising
This website uses Google Analytics, a web analytics service. It is operated by Google Inc., 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA.
Google Analytics uses so-called “cookies”. These are text files that are stored on your computer and that allow an analysis of the use of the website by you. The information generated by the cookie about your use of this website is usually transmitted to a Google server in the USA and stored there.
Google Analytics cookies are stored based on Art. 6 (1) (f) DSGVO. The website operator has a legitimate interest in analyzing user behavior to optimize both its website and its advertising.
We have activated the IP anonymization feature on this website. Your IP address will be shortened by Google within the European Union or other parties to the Agreement on the European Economic Area prior to transmission to the United States. Only in exceptional cases is the full IP address sent to a Google server in the US and shortened there. Google will use this information on behalf of the operator of this website to evaluate your use of the website, to compile reports on website activity, and to provide other services regarding website activity and Internet usage for the website operator. The IP address transmitted by your browser as part of Google Analytics will not be merged with any other data held by Google.
You can prevent these cookies being stored by selecting the appropriate settings in your browser. However, we wish to point out that doing so may mean you will not be able to enjoy the full functionality of this website. You can also prevent the data generated by cookies about your use of the website (incl. your IP address) from being passed to Google, and the processing of these data by Google, by downloading and installing the browser plugin available at the following link: https://tools.google.com/dlpage/gaoptout?hl=en.
Objecting to the collection of data
You can prevent the collection of your data by Google Analytics by clicking on the following link. An opt-out cookie will be set to prevent your data from being collected on future visits to this site: Disable Google Analytics.
Outsourced data processing
We have entered into an agreement with Google for the outsourcing of our data processing and fully implement the strict requirements of the German data protection authorities when using Google Analytics.
5. Plugins and tools
Google Web Fonts
For uniform representation of fonts, this page uses web fonts provided by Google. When you open a page, your browser loads the required web fonts into your browser cache to display texts and fonts correctly.
For this purpose your browser has to establish a direct connection to Google servers. Google thus becomes aware that our web page was accessed via your IP address. The use of Google Web fonts is done in the interest of a uniform and attractive presentation of our website. This constitutes a justified interest pursuant to Art. 6 (1) (f) DSGVO.
If your browser does not support web fonts, a standard font is used by your computer.
6. Data collected by DokuMate for Office
DokuMate for Office must be activated using an activation key, which can be obtained by (1) registering for a free trial on this website, (2) buying an annual subscription from FastSpring (a software reseller), or from the operator of this website, e.g., after having received a purchase order. In all cases, the subscriber’s full name, email address, company name, country of residence, and optionally a phone number are stored in a license server database that is only accessible to the operator of this website. To properly identify the buyer of an annual subscription, further contact details such as the subscriber’s street address, postal code, and city are collected and stored on the license server. This subscription-related data is collected and used for the sole purposes of managing the subscription and communicating with subscribers.
When activating DokuMate for Office on a personal computer, a computer-bound key is created from the computer name. The generated computer-bound key, the computer name and IP address, and the activation date are stored in the license server database. For multiple-activation keys such as those used by enterprise clients, this means that individual users will not be directly identifiable, unless the computer name contains the user’s name (or sufficient portions thereof). For such enterprise users, only the (central) subscriber name and contact details are known.
The license server is hosted in Microsoft Azure and operated by:
3 Place Ville Marie, Suite 400
Montreal, Quebec, Canada
We constantly invest in improving DokuMate’s functionality, performance, user experience, and support. For this purpose, DokuMate for Office collects anonymous and purely technical telemetry data, which is stored for 90 days in an Azure Application Insights resource that is only accessible to the operators of this website:
- Platform-related data: operating system version, .NET Framework version, and Microsoft Office version and language
- Infrastructure-related data: computer’s domain name and role; device manufacturer and model; name and number of processors, processor cores, and virtual processors; amount of physical memory
- Location-related data: country or region, state or province, and city
- Subscription-related data: type of subscription (e.g., trial, annual) and edition (e.g., Enterprise, Professional)
- Event-related data: event names (i.e., DokuMate event and action IDs), exceptions, and event times
Based on this data, we can take informed decisions on aspects like:
- software versions, languages, and cultures (e.g., with different regional settings for dates and numbers) in use and to be supported;
- software architecture (e.g., to leverage parallel processing or to limit memory consumption); and
- functionality to be explained (e.g., if used too infrequently and ), enhanced (e.g., if used frequently and improvement potential is identified), or fixed (e.g., if exceptions occur that can be prevented by improving resilience or fault tolerance).
To the extent personal data is collected as part of telemetry data, we have provided the opportunity for you to opt out and cease collection of personal data by installing DokuMate for Office with the SendTelemetry parameter set to zero (0). For example, if you downloaded the installer for version 2.7.2, the command to be executed on the command line would be as follows: