The following information provides an overview of the processing of your personal data by our company, as well as the rights you have under the GDPR.
1 Data protection information for customers and contractual partners
Übersicht
1 Data protection information for customers and contractual partners
4 What personal data is processed?
4.1 Lead management
4.2 Customer Relationship Management
4.3 Communication and Collaboration
4.4 Processing of Personal Data of Suppliers and Other Business Partners
4.5 Product and Service Delivery
2 Why this privacy policy?
If you contact us because you are interested in our products and services, request offers or further information about us and our services and products, have concluded a contract with us as a customer, or work for us as a supplier or other business partner, we will process your personal data. We do this in accordance with the statutory data protection regulations and the provisions of the General Data Protection Regulation (GDPR). In doing so, we act as the responsible body within the meaning of the GDPR; as the owner of your personal data, you are the data subject of this data processing. With the information on this page, we fulfill our information obligations under the General Data Protection Regulation, and we would like to inform you about the processing of your data and your associated rights.
3 Responsible party within the meaning of the GDPR
The responsible party for data processing is:
viadee Unternehmensberatung AG
Anton-Bruchausen-Str. 8
48147 Münster, Germany
Email: info@viadee.de
You can find further information about our company, details of the persons authorized to represent it, and further contact options in the legal notice on our website.
4 What personal data is processed?
4.1 Lead management (prospective customer management)
4.1.1 What data do we process about you and for what purpose?
We process your business contact details (name, title, telephone number, email, department, position, salutation, informal/formal classification, mobile phone number, job title, and postal address), information about your company (company name and domain, postal address, company size, industry, etc.), and your private contact details (name, email) to the extent that you provide them to us.
In addition, we process prospect data (lifecycle phase, topic interest, product interest, comments), communication and contact information (notes on conversations, including telephone calls, notes on meetings held, emails, topics and product interests) and tracking data (your behavior on our websites and in relation to marketing emails, e.g., opening and clicks), provided that such data is obtained from the contact or visit to our websites and you do not object to the processing.
We process your data for the purposes of marketing, sales, and customer acquisition.
4.1.2 What is the Legal Basis for This Processing?
The legal basis for the processing of your personal data is primarily Article 6(1)(f) of the GDPR. Our legitimate interest lies in initiating and maintaining business relationships, particularly in acquiring new customers, marketing our products and services, and promoting our corporate purpose.
Additionally, the processing of your personal data is based on your consent in accordance with Article 6(1)(a) in conjunction with Article 7 of the GDPR. You can withdraw your consent at any time with effect for the future. The legality of processing that occurred prior to your withdrawal remains unaffected.
4.1.3 How Long is the Data Retained?
We regularly delete personal data of prospects and assess whether outreach has been unsuccessful and, based on practical experience, no further contact or contract conclusion is expected. Furthermore, we adhere to the principle of data minimization and delete personal data that is not sufficiently up to date or no longer serves the original purpose of processing.
4.1.4 To Whom is the Data Disclosed?
We utilize services and applications from HubSpot Inc. and Microsoft Ireland Operations Ltd. for lead management. These companies act as service providers for us and may become aware of your personal data in connection with the maintenance and management of the systems.
We have concluded data processing agreements with these providers to ensure that data processing is carried out in a permissible manner. Within the company, only individuals who require access to your data for the performance of their tasks (marketing, sales, communication with prospects) have access.
4.1.5 Where is the Data Processed?
Data is processed by HubSpot Inc. within the USA. Data processing by Microsoft Ireland Operations Ltd. takes place within the European Union or the European Economic Area (EU/EEA).
4.2 Customer Relationship Management (Customer Administration and Support)
4.2.1 What Data Do We Process from You and for What Purpose?
We process your business contact data (name, title, phone number, email, department, position, form of address, salutation, mobile number, job title, and mailing address), as well as information about your company (company name and domain, mailing address, billing address, company size, industry, etc.), at the very least to the extent required for the performance of a contract or pre-contractual measures, and beyond that if you provide it to us.
Additionally, we process customer data (status for our company/lifecycle phase (new customer, customer, prospect, etc.), topic interests, product interests, remarks) and communication and contact information (notes about conversations including phone calls, notes on meetings held, emails, topics and product interests) insofar as such data result from your contact and you do not object to processing.
The processing of your personal data serves to administer and maintain customer data, in order to respond to inquiries, maintain business relationships, facilitate contract execution, and provide you with information about our products and services.
4.2.2 What is the Legal Basis for This?
If you, as the data subject, are a direct contracting party of viadee, Article 6(1)(b) of the GDPR forms the legal basis. If personal data of contact persons working for customers of viadee are processed, the data are processed on the basis of Article 6(1)(f) of the GDPR. Our legitimate interest lies in the performance of the contractual relationship with the customer. In addition, we may store your personal data in the context of your business relationship with us due to statutory retention obligations. The legal basis for this is Article 6(1)(c) of the GDPR.
4.2.3 How Long is the Data Stored?
We store personal data of customers and contract partners for at least the duration of the contractual relationship. After a contract ends, we regularly review whether the contact remains as a prospect or, based on practical experience, whether further contact or a new contract is unlikely. In the latter case, your data will be deleted where possible, taking into account any applicable legal storage requirements. Some data will not be deleted before the expiration of statutory warranty, archiving, and similar obligations, in accordance with the end of commercial and tax retention periods.
4.2.4 To Whom is the Data Disclosed?
For customer relationship management, we use services and applications from HubSpot Inc., Atlassian Pty Ltd., and Microsoft Ireland Operations Ltd. These companies act as service providers for us and may obtain knowledge of your personal data in connection with the maintenance and servicing of the systems.
We have concluded data processing agreements with these providers to ensure that data processing is conducted in a lawful manner. Within our company, only those individuals who need access to your data for their work (marketing, sales, administration, financial accounting) are granted access.
4.2.5 Where is the Data Processed?
Data processed by HubSpot Inc. is handled within the USA.
Data processed by Atlassian Pty Ltd. is handled within Germany.
Data processed by Microsoft Ireland Operations Ltd. is handled within the European Union or European Economic Area (EU/EEA).
4.3 Communication and Collaboration
4.3.1 What Data Do We Process from You and for What Purpose?
We process your business contact information (name, title, phone number, email, salutation, form of address, and mobile number), information about your company (company name and domain, mailing address, billing address, company size, industry, etc.), and your personal contact information (name, email) for communication with you and, where applicable, for internal communication within the company.
The purpose of this processing is to conduct and document business communication with customers and contract partners—including phone calls, video conferences, in-person meetings, and other forms of exchange—for the initiation, performance, and termination of contractual relationships, for effective collaboration, and to protect the legitimate interests of our company in efficient and streamlined internal communication channels.
4.3.2 What is the Legal Basis for This?
If you, as the data subject, are a direct contracting party of viadee, Article 6(1)(b) GDPR serves as the legal basis. If personal data of contacts working for customers of viadee are processed, processing is based on Article 6(1)(f) GDPR. The legitimate interest lies in performing the contractual relationship with contract partners and ensuring effective collaboration.
4.3.3 How Long Is the Data Stored?
We store the personal data of customers and contract partners for at least the duration of the contractual relationship. After a contract ends, we regularly check whether the contact remains a prospect or, based on practical experience, whether further contact or a new contract is unlikely. In the latter case, your data will be deleted.
4.3.4 To Whom Is the Data Disclosed?
For internal and external communication, we use applications provided by Microsoft Ireland Operations Ltd. (MS Office 365, Teams), Tactivos Inc. (Mural), and Zoom Video Communication Inc. For internal communication only, we additionally use applications from Atlassian Pty Ltd. (Jira and Confluence) and Salesforce with its subsidiary Slack Technologies, LLC (chat, telephony, and video conferencing). These companies act as service providers for us and may have access to your personal data in the course of maintaining and servicing the systems.
We have signed data processing agreements with these providers to ensure that data processing is carried out in a legitimate manner. Within our company, only those individuals who need access to your data to perform their duties (marketing, sales, administration, financial accounting) have such access.
4.3.5 Where Is the Data Processed?
Data processed by Zoom Video Communication Inc., Salesforce/Slack Technologies, LLC, and Tactivos Inc. is handled in the USA.
Data processed by Atlassian Pty Ltd. is handled in Germany.
Data processed by Microsoft Ireland Operations Ltd. is generally handled within the European Union or the European Economic Area (EU/EEA). However, data processing outside the European Union cannot be entirely ruled out, since, for example, routing in communication via Microsoft Teams may occur through internet servers located outside the EU. This is especially the case when participants in a video conference are located in a third country.
4.4 Processing of Personal Data of Suppliers and Other Business Partners
4.4.1 What Data Do We Process from You and for What Purpose?
We process your business contact data (name, title, phone number, email, department, position, salutation, mobile number, job title, and mailing address) and information about your company (company name and domain, mailing address, billing address, company size, industry, etc.) at least to the extent required for the performance of a contract or for pre-contractual measures, and additionally to the extent you provide this information to us.
The purpose of processing is the execution and documentation of our business relationship, the initiation, execution, and termination of contractual relationships, as well as safeguarding our company’s legitimate interest in efficient management of our business relationships.
4.4.2 What is the Legal Basis for This Processing?
If you, as the data subject, are a direct contracting party of viadee, Article 6(1)(b) GDPR constitutes the legal basis. If personal data of contacts working for viadee’s contract partners are processed, this is based on Article 6(1)(f) GDPR. The legitimate interest lies in the performance of the contractual relationship and effective collaboration.
4.4.3 How Long Is the Data Stored?
We store the personal data of suppliers and other business partners at least for the duration of the contractual relationship. After the end of a business relationship, we regularly check, based on practical experience, whether further contact or a new contractual relationship is unlikely. In such cases, your data will be deleted.
4.4.4 To Whom Is the Data Disclosed?
For the management of business partners, we use applications from DATEV eG (financial accounting), d.velop AG (document management system), invoicefetcher UG (invoice processing), Pleo Technologies A/S (virtual credit cards), and audeoSoft GmbH (business partner management). These companies act as service providers for us and may gain access to your personal data in connection with system maintenance and support as needed.
We have entered into data processing agreements with these providers to ensure that data processing is conducted lawfully.
Within our company, only those individuals who need access to your data to fulfill their duties (administration, financial accounting, partner management) have such access.
4.4.5 Where is the Data Processed?
The data are processed within Germany or within the European Union or the European Economic Area (EU/EEA).
4.5 Product and Service Delivery (Software Development, IT Operations, Support, Consulting)
If we process your personal data or the personal data of your customers as part of a commissioned service, software development, IT operations, or support, this processing is carried out in accordance with the GDPR as a data processor pursuant to Article 28 GDPR. In such cases, we conclude a corresponding data processing agreement, which outlines the processing of personal data and regulates it in accordance with the GDPR.
5 Your Rights as a “Data Subject”
You have the right to obtain information about the personal data we process concerning you.
If your request for information is not made in writing, please understand that we may ask you to provide proof confirming your identity.
Furthermore, you have the right to rectification, deletion, or restriction of processing, insofar as you are entitled to these rights by law.
You also have the right to object to the processing of your data within the limits of the applicable legal provisions. The same applies to your right to data portability.
6 Contact Information for the Data Protection Officer
If you have any questions regarding data protection, please first contact our data protection coordinator at datenschutz@viadee.de.
We have also appointed a Data Protection Officer for our company:
Heike Wedekind
datenschutz süd GmbH
Hohenzollernring 54
50672 Köln, Germany
Email: office@datenschutz-sued.de
7 Right to Lodge a Complaint
You have the right to lodge a complaint with a data protection supervisory authority regarding our processing of your personal data.
8 No Use of Automated Decision-Making
We do not use automated decision-making processes for the processing of personal data, including profiling as defined by Article 22(1) and (4) of the GDPR.
9 Changes to This Privacy Notice
We update this privacy notice whenever changes are made to our internal business processes or for other reasons that make it necessary. The most current version can always be found on this website.
If you have any questions about data protection, please do not hesitate to contact us.
Last updated: August 13, 2025