1. DATA PRIVACY AT A GLANCE

General notes

The following notes provide a simple overview of what happens to your personal data when you visit our website. Personal data is any data with which you can be personally identified. For detailed information on the subject of data protection, please refer to our privacy policy listed below this text.

Data collection on our website

Who is responsible for the data collection on this website?

The data processing on this website is carried out by the website operator. You can find his contact details in the imprint of this website.

How do we collect your data?

On the one hand, your data is collected by you providing it to us. This can be, for example, data that you enter in a contact form.

Other data is collected automatically by our IT systems when you visit the website. This is mainly technical data (e.g. internet browser, operating system or time of page view). The collection of this data takes place automatically as soon as you enter our website.

What do we use your data for?

Some of the data is collected to ensure error-free provision of the website. Other data may be used to analyze your user behavior.

What rights do you have regarding your data?

You have the right to receive information about the origin, recipient and purpose of your stored personal data free of charge at any time. You also have a right to request the correction, blocking or deletion of this data. For this purpose, as well as for further questions on the subject of data protection, you can contact us at any time at the address given in the imprint. Furthermore, you have the right to lodge a complaint with the competent supervisory authority.

Third-party analytics and tools

When visiting our website, no personal evaluations are carried out with so-called analysis programs. We reserve the right to carry out a purely statistical evaluation based on anonymous data. Such an evaluation is not subject to the provisions of data protection law, insofar as it does not make use of information from the terminal device via which you visit our website or information is stored in this terminal device.

2. GENERAL NOTES AND MANDATORY INFORMATION

Data privacy

The operators of these pages take the protection of your personal data very seriously. We treat your personal data confidentially and in accordance with the statutory data protection regulations and this privacy policy.

When you use this website, various personal data are collected. Personal data is data with which you can be personally identified. This privacy policy explains what data we collect and what we use it for. It also explains how and for what purpose this is done.

We point out that data transmission over the Internet (eg communication by e-mail) security gaps. A complete protection of the data against access by third parties is not possible.

Note on the responsible entity

The responsible party for data processing on this website is:

OFFICEFIRST Real Estate GmbH
Friedrich-Ebert-Anlage 49
60308 Frankfurt am Main
Tel. 069-606050-0
E-Mail: info@officefirst.com

The controller is the natural or legal person who alone or jointly with others determines the purposes and means of the processing of personal data (e.g. names, e-mail addresses, etc.).

Company data protection officer

We have appointed a company data protection officer. You can consult the company data protection officer on all questions relating to the processing of your personal data and the exercise of your rights under the GDPR. You can reach our company data protection officer at: dsb@officefirst.com.

Revocation of your consent to data processing 

Many data processing operations are only possible with your express consent. You can revoke an already given consent at any time. For this purpose, an informal communication by e-mail to us is sufficient. The legality of the data processing carried out until the revocation remains unaffected by the revocation.

Right of appeal to the competent supervisory authority

In the event of violations of data protection law, the person concerned has the right to lodge a complaint with the competent supervisory authority. The competent supervisory authority for data protection issues is the state data protection commissioner of the federal state in which our company is based. A list of the data protection officers and their contact details can be found in 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 to protect the transmission of confidential content, such as orders or requests that you send to us as the site operator. You can recognize an encrypted connection by the fact that the address line of the browser changes from “http://” to “https://” and by the lock symbol in your browser line.

If SSL or TLS encryption is activated, the data you transmit to us cannot be read by third parties.

Rights as a data subject

Within the framework of the applicable legal provisions, you have the right at any time to free information about your stored personal data, its origin and recipient and the purpose of data processing and, if applicable, a right to correction, restriction (blocking) or deletion of this data. You have the right to have data that we process automatically on the basis of your consent or in fulfillment of a contract handed over to you or to a third party in a common, machine-readable format. For this purpose, as well as for further questions on the subject of personal data, you can contact us at any time at the address given in the imprint.

Right to object to data collection in special cases and to direct advertising

If data processing is carried out on the basis of necessity for the protection of legitimate (own or public) interests pursuant to Art. 6 (1) lit. e or f DSGVO, you have the right to object to the processing of your personal data at any time for reasons arising from your particular situation; this also applies to profiling based on these provisions. The respective legal basis on which processing is based can be found in this privacy policy. If you object, we will no longer process your personal data concerned unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing serves the purpose of asserting, exercising or defending legal claims (objection pursuant to Art. 21(1) DSGVO).

If your personal data is processed for the purpose of direct marketing, you have the right to object at any time to the processing of personal data concerning you for the purpose of such marketing; this also applies to profiling, insofar as it is associated with such direct marketing. If you object, your personal data will subsequently no longer be used for the purpose of direct marketing (objection pursuant to Art. 21 (2) DSGVO).

3. DATA COLLECTION ON OUR WEBSITE

Cookies

The Internet pages partly use so-called cookies. Cookies do not cause any damage to your computer and do not contain viruses. Cookies serve to make our offer more user-friendly, effective and secure. Cookies are small text files that are stored on your computer and saved by your browser.

Most of the cookies we use are so-called “session cookies”. They are automatically deleted after the end of your visit. Other cookies remain stored on your terminal device until you delete them. These cookies allow us to recognize your browser on your next visit.

You can set your browser so that you are informed about the setting of cookies and only allow cookies in individual cases, exclude the acceptance of cookies for certain cases or in general and activate the automatic deletion of cookies when closing the browser. If you deactivate cookies, the functionality of this website may be limited.

Cookies that are required to carry out the electronic communication process or to provide certain functions you have requested are stored on the basis of Art. 6 (1) lit. f DSGVO. The website operator has a legitimate interest in storing cookies for the technically error-free and optimized provision of its services. Other cookies, such as those used to analyze your surfing behavior, are not used on this website.

Server log files

The provider of the pages automatically collects and stores information in so-called server log files, which your browser automatically transmits to us. These are:

• browser type and version
• Operating system used
• referrer URL
• Host name of the accessing computer
• Time of the server request
• IP address

This data is not merged with other data sources.

The basis for the data processing is Art. 6 para. 1 lit. f DSGVO. The processing of the aforementioned data is necessary for the technical and security-related provision of the website and thus serves to protect our legitimate interests in being able to present our company and our services to the outside world.

Contact forms

If you send us inquiries via the contact form, your data from the inquiry form including the contact data you provided there will be stored by us for the purpose of processing the inquiry and in case of follow-up questions. We do not pass on this data without your consent.

The processing of the data entered in the contact form is carried out, insofar as this is necessary for the initiation or implementation of a contractual relationship, on the basis of Art. 6 (1) lit. b DSGVO, in all other cases in the context of our legitimate interest in direct communication with persons interested in our services according to Art. 6 (1) lit. f DSGVO. Insofar as your data is processed on the basis of our legitimate interests, you may object to the processing of your data. For this purpose, an informal communication by e-mail to us is sufficient. The lawfulness of the data processing operations carried out until the objection remains unaffected by the objection.

The data you enter in the contact form will remain with us until you request us to delete it, object to its storage or the purpose for storing the data no longer applies (e.g. after processing your request has been completed). Mandatory legal provisions – in particular retention periods – remain unaffected.

4. MICROSOFT TENANT (Teams / SharePoint)

If you contact us via the video conferencing software “Microsoft Teams”, please also note the following information:

When calling the website of “Microsoft Teams”, “Microsoft” is responsible for the data processing. The call of this website (https://teams.microsoft.com/) is only necessary for the download of the necessary software, if a use should/cannot take place directly and without a download via an internet browser.

A quick start guide for new users of “MS Teams” can be found at the following link: Microsoft Teams Video Tutorial – Office Support. Microsoft provides a comprehensive video tutorial at the following link: cloudblogs.microsoft.com/industry-blog/de-de/uncategorized/2020/05/14/microsoft-teams-video-tutorials-nutzliche-tipps-und-tricks/.

We recommend that you familiarize yourself with the software in a timely manner prior to an upcoming videoconference to minimize technical delays in the sessions.

“Microsoft Teams” or the “SharePoint” software used within the scope of this application are services of Microsoft Corporation:

Microsoft Corporation
One Microsoft Way
Redmond, WA 98052-6399
USA

The use of MS-Teams is generally subject to the terms of use and data protection of “Microsoft”, over which we ourselves have no influence. To use MS-Teams, you must accept the terms of use and privacy policy of “Microsoft”, otherwise you can not use MS-Teams.

Datenschutzbestimmungen: www.microsoft.com/en-us/microsoft-365/microsoft-teams/download-app sowie https://privacy.microsoft.com/de-de/privacystatement 

Privacy policy: https://www.microsoft.com/de-de/servicesagreement/ 

Other recipients: Microsoft Corporation, as the provider of MS-Teams, receives knowledge of the above data to the extent provided for in our order processing agreement with MS-Teams. Via the order processing agreement concluded with MS-Teams, based on EU standard contractual clauses, we oblige Microsoft to comply with the legal requirements of the applicable data protection law. A currently valid version can be viewed under the following link: www.microsoftvolumelicensing.com/Downloader.aspx.

We have limited our storage location to data centers in the European Union, so data processing is generally not carried out outside the European Union (EU). However, we cannot technically completely rule out routing or storage on servers outside the European Union at the order processor Microsoft. A secure level of data protection is guaranteed by the conclusion of current EU standard data protection clauses and technical-organizational measures. Among other things, this means that data is encrypted during transport over the Internet and is generally protected from disclosure to third parties. With respect to personal data stored by Microsoft in the U.S. and Europe that may be subject to government requests for information from authorities in the U.S., Microsoft guarantees that such orders will be challenged in court that would permit access to personal data. In addition, as part of a legal settlement, Microsoft has acquired the right to disclose transparent reports on the number of U.S. national security orders directed to Microsoft.  In addition, new policies have been put in place within the U.S. government that have limited the use of secrecy orders (see related story: https://news.microsoft.com/de-de/stellungnahme-zum-urteil-des-eugh-was-wir-unseren-kunden-zum-grenzueberschreitenden-datentransfer-bestaetigen-koennen/). The level of data protection is considered sufficient when measured against the anticipated content of the videoconferences, which generally do not include any personal data aside from the names, email address, and a possible profile picture of the individuals participating in the videoconference.

The aforementioned data corresponds to that which the user or guest of our video conferences has stored in his own Microsoft Tennant.

Please note the privacy notice from Microsoft at privacy.microsoft.com/de-de/privacystatement  there under the section “Online services for companies” as well as: https://www.microsoft.com/de-de/trust-center/privacy/customer-data-definitions in conjunction with the Microsoft DPA, available at: https://www.microsoftvolumelicensing.com/Downloader.aspx?DocumentId=18030.

5. INFORMATION ACCORDING TO ART. 13, 14 DSGVO FOR APPLICANTS

An application is a matter of trust. Application documents always contain personal data, including particularly sensitive data. Compliance with data protection regulations is therefore a high priority for OFFICEFIRST Real Estate GmbH. 

We would like to inform our applicants (m/f/d) below about the processing of personal data within the application process:

Responsible for data protection is

OFFICEFIRST Real Estate GmbH
Friedrich-Ebert-Anlage 49
60308 Frankfurt am Main
Tel. 069-606050-0
E-Mail: info@officefirst.com;

represented by the management.

We process the personal data of our applicants which are contained in the application documents submitted and which we require in order to be able to carry out a proper application procedure. We do not receive any other data concerning an applicant from external sources. As a rule, we process the following categories of data in this context:
Master data, contact data, content data such as testimonials, certificates and other proof of performance, contract data and, if applicable, data on bank details (for the reimbursement of expenses).

The purpose of data processing is the desired processing of an application and the implementation of a proper application procedure, as well as – at the applicant’s request – the consideration of the application in future application procedures. Postal applications may be digitized for the purpose of easier further processing. 

The legal basis for the processing of the application data is the necessity for the initiation of the contractual relationship according to Art. 88 para. 1 DSGVO in conjunction with. § 26 para. 1 p. 1 BDSG, for a possible storage for future application procedures a consent according to Art. 6 para. 1 lit. a DSGVO in conjunction with. Art. 7 DSGVO, § 26 para. 2 BDSG.

Applications are stored for up to six months after the end of the application process. 

In individual cases, individual data may be stored for a longer period (e.g. applicant consent or travel expense reports). The duration of storage then depends on the statutory retention obligations, e.g. from the German Fiscal Code (six years) or the German Commercial Code (ten years).

We will of course treat your data confidentially and will not pass it on to third parties.

If necessary, we use service providers who are strictly bound by instructions, who support us e.g. in the areas of IT or the archiving and destruction of documents and with whom separate contracts for commissioned processing (Art. 28 DSGVO) have been concluded. A data transfer to third countries does not take place.

As a data subject, you have the right to obtain information about the personal data concerning you, as well as the right to have inaccurate data corrected or deleted, provided that one of the grounds set out in Article 17 of the GDPR applies. You also have the right to restriction of processing if one of the conditions set out in Art. 18 of the GDPR applies, and the right to data portability in cases covered by Art. 20 of the GDPR.

Every data subject has the right to lodge a complaint with a supervisory authority if he or she believes that the processing of data relating to him or her violates data protection provisions. The right to lodge a complaint may in particular be exercised before a supervisory authority in the Member State of the data subject’s place of residence or place of work or the place of the alleged infringement.

You also have the right to contact our data protection officer at any time, who is bound to secrecy regarding your request. The contact details of the OFFICEFIRST Real Estate GmbH data protection officer are:

RA Per Kristian Stöcker
c/o LLR DSC GmbH
Mevissenstraße 15
50668 Köln
E-Mail: dsb@officefirst.com

(Status of the data protection declaration: 15.09.2022, Frankfurt/Main)