Privacy Policy

ETWeb  empower Knowledge Hub

Privacy Policy

 

When you initiate and login to your ETWeb™ empower Knowledge Hub account and use our knowledge platform we collect and process certain of your personal data. This Privacy Policy is meant to help you understand what data we collect and process, and how and for what purposes we do that.

                                                 

A.           Who are we?

The ETWeb™ empower Knowledge Hub is operated and, accordingly, your personal data is collected and processed by Lumesse GmbH, Flughafenstrasse 103, 40474 Düsseldorf, Germany, innovation@lumesse.com (“Lumesse”, “we”, “us” etc.). You can contact our data protection officer, Thomas Göser, at Lumesse GmbH, Flughafenstraße 103, 40474 Düsseldorf, thomas.goeser@lumesse.com. 

 

B.            What is “personal data”?

Personal data means 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 to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.

 

C.            Personal data that we collect and process

In order to operate Knowledge Hub (also the “Platform”) as well as the website through which you can use the Knowledge Hub, we need to collect and process certain data (personal data and other data).

 

1.            Creating your account

We create the Knowledge Hub user account for you, the designated Knowledge Hub user, on the basis of the information and personal data your employer or, as the case may be, your employer’s principal (such as when your employer performs services for another company that utilises the Knowledge Hub) has transferred to us. The data used to create your account are your first name and surname (they will make up your Knowledge Hub user name) and your email address (for communicating with you in relation to your account). Without this data we cannot create the account, and without an established user account you cannot use the Platform.

After creating our user account, we will send you an email that contains a link to a webpage on which you can set your personal password. Your user name and password are the credentials with which you can then log into your Knowledge Hub account.

Do not be surprised that the initial email to you as well as, possibly, other Knowledge Hub related emails later on will be designated as having been sent by “Atlassian Confluence” or similar. The ETWeb™ empower Knowledge Hub is based on “Confluence”, a content collaboration software manufactured by Atlassian. We use an on-premise installation of Confluence, however, so that when you receive systems email, they always come only from our designated systems.

2.            Using your account

Using your account will in almost all cases result in additional personal data that we will store and process in connection with you and your user account.

2.1          First, you can complete your profile data:

§   Add an email address, a phone number and/or and an IM for other Knowledge Hub users in your spaces and projects to communicate with you)

§   Add your website

§   Add information about who you are in your company

§   Upload your picture

2.2          Second, as you and your team create content in the Knowledge Hub, the system will reference and aggregate such content in the “Recently Updated” portion of your profile and, further, will of course store and apply all preferences and settings that that you have set/made while using your account (favourites, pages that you want to watch specifically, file exports that you have initiated etc.)

2.3          And, third, you can of course create content in the Knowledge Hub and generally be an active user and contributor which, as your activities are connected to your account, will also produce personal data.

Subject to Section 3 below, these personal data will only be visible/accessible to you and the other users that are allocated to your spaces and projects on the Platform. Hence, while we operate the Knowledge Hub as a platform not only for you and your employer but also for other Lumesse customers, such other customers and their designated users cannot see that you are a user, who you are or what you do in the Knowledge Hub. We keep our customer instances strictly separate from each other.

Whereas adding information under Section 2.1 will in many cases improve your and your collaborator’s use of the Knowledge Hub, and whereas the active use of the Platform is very much the idea behind it, filling out your profile as well as being active in the Platform is an option, not a must.

 

3.            Maintenance and Support

Certain technical work that we do on the Platform as well as support requests that we may receive from you will lead to us having access to your personal data. 

3.1          While we generally have no need to process personal data of our users when we do technical maintenance work on the Platform, our administrators will in many cases need to take access to the systems behind the Platform in a way that factually allows them to also take note of personal data of users.

3.2          When we attend a support request you may have (incidents affecting the use of the Platform, email address changes on your part etc.), our support staff will have access, and may have to take note of, your personal data.

3.3          In some cases certain staff at our service provider kreuzwerker GmbH who host the Knowledge Hub on their systems (all located in Germany) may have access to the backend of the Knowledge Hub to perform certain technical work (incident management etc.) and, in that context, also may have access to your user account and/or the database(s) that contain(s) your personal date.

In all three cases we, and kreuzwerker GmbH, will limit the access to your personal data to the minimum. kreuzwerker GmbH with whom we, of course, have the necessary contractual framework in place, will not actively process your personal data.

 

4.            “Typical Internet data”

In addition to the information typically understood to be personal data (section 1. to 3 above), we may collect and process certain data as a result of certain technical processes when you visit the website that hosts the Knowledge Hub and especially when you login to your account. Such data may be understood to be personal data in certain cases, and, either way, we want to inform you accordingly.

4.1          General log files

The web server(s) automatically collect(s) and store(s) certain information in what is known as log files. The log files contain certain data on the hardware and software of the device that you use. This information will be stored separately and can and will not be combined with personal data that we store (such as data on your account). We use the log files in order to better analyse problems with the availability of our systems.

4.2          Logging when you are using the Platform

When you have initiated your account and use the Knowledge Hub we will log your log-in and log-out, your user name, the URLs of the webpages that you are visiting/changing during your time on the Knowledge Hub, and the respective referrer URL. We log data more extensively when you are logged on in order to ensure the continued and best possible operation of the Knowledge Hub for you and to detect and fix any incidents that may be in the way of providing the best possible service for you and your employer. The data under this Section 4.2 will remain stored for a maximum of six (6) months as from your respective Knowledge Hub session.

4.3          Cookies/pixels

We use cookies (small text files stored locally via your browser on your device) to identify your browser or your device.

a)            We use an authentication and session cookie (JSESSIONID) to automatically identify your browser or your device when you log in. The cookie serves as a session cookie. Accordingly, the following data is stored in our authentication and cookie: your user credentials as well as the information on the then-current session. The cookie expires at the end of every session or when the browser is closed.

b)           We use a second cookie that serves as an identifier that saves you from having to type in your credentials anew before logging in, provided you have checked the “Remember me” checkbox. The cookie expires after one (1) year of inactivity in the Knowledge Hub on your part. You can, of course, also delete the cookie manually at any time.

c)            We may also use additional Confluence and third-party cookies in order to enable certain specific functions within the Knowledge Hub (e.g. “Space Privacy” to make a space that you use invisible for (most) other users, “Refined Theme” in order to remember certain design settings that you prefer et al.). These functions technically require the use of cookies.

You may refuse the use of cookies by selecting the appropriate settings on your browser. If you want to disable the use of cookies generally you can set your browser to reject and block any new cookies (also, you can delete existing cookies, of course). Details about how this can be done in your browser can be found, for instance, in your browsers’ help section. However, please note that, if you set your browser to automatically reject all cookies, you will no longer be able to log into the Knowledge Hub.

 

D.           Why do we collect and process personal data?

We collect and process your personal data to be able to offer you and your employer the service that is our Knowledge Hub, the use of the Knowledge Hub being part of the services that we provide in performing the corresponding contract with your employer. The collection and processing of your personal data as described above is therefore necessary for the purposes of the legitimate interests pursued by us and by your employer, i.e. to perform the corresponding agreement with your employer and, vice versa, to have the agreement perform by us.   

 

E.            Third party recipients of data

1.            Subject to Section 2. below, aside from your employer and the other users who have legitimate access to your spaces and projects, and aside from the specific circumstances in which kreuzwerker GmbH may have access (see Section 3.3 above), the will be no (further) recipients of your personal data.

2.            We may also disclose or share personal data with third parties, if and to the extent necessary to enforce any claims we are entitled to, if you have given your consent to such disclosure, and if we are required by law or ordered by a court to disclose such information.

 

F.            Your rights

1.            Upon your request we will provide you with

·      confirmation as to whether or not personal data relating to you are being processed and information at least as to the purposes of the processing, the categories of data concerned, and the recipients or categories of recipients to whom the data are disclosed; and/or

·      information on the personal data undergoing processing, and of any available information as to their source.

2.            Further, we will, upon your request,

·      rectify, erase or block (restriction of processing) all or part of your personal data if the data or, as the case may be, the processing of the data do not/no longer comply with the applicable statutory provisions, in particular because of the incomplete or inaccurate nature of the data; and/or  

·      notify any third parties to whom your personal data have been disclosed of any rectification, erasure or blocking carried out in compliance with the preceding paragraph, unless this proves impossible or involves a disproportionate effort on our part.

For any such requests, please email us at innovation@lumesse.com or write us to our mail address (cf. Section A).

 

G.           Right to lodge complaints

You have the right to lodge a complaint with a supervisory authority, in particular in the EU Member State of your habitual residence, place of work or place of the alleged infringement if you consider that the processing of personal data relating to you infringes the applicable statute.

 

H.           Changes to this Privacy Policy

We reserve the right to update this Privacy Policy. In case of changes, we will inform you with reasonable notice.

 

Last amended: September 2017


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