Privacy Policy
The protection of personal data is of great importance to PI Benelux B.V., Hertog Hendrikstraat 7a, 5492 BA Sint-Oedenrode, Netherlands (hereinafter referred to as PI”). PI therefore processes personal data exclusively in accordance with the applicable statutory provisions, in particular on the basis of the EU General Data Protection Regulation (GDPR).
This Privacy Policy provides information about the most important aspects of data processing on the PI website https://www.physikinstrumente.nl (hereinafter referred to as the “Website”) and the use of its associated services.
The following sections explain in detail what types of personal data are processed when visiting and using this Website, for what purpose, and for how long this data is stored, as well as which rights visitors have concerning the processing of their personal data.
1.1 Person Responsible
Person responsible within the meaning of the GDPR:
PI Benelux B.V.
Hertog Hendrikstraat 7a
5492 BA Sint-Oedenrode
Netherlands
Phone: +31 499-375375
Email: benelux@pi.ws
Website: www.physikinstrumente.nl
Contact information for PI’s Data Protection Officer:
Dr. Alexander Deicke
K11 Consulting GmbH
Kaffeeberg 11
71634 Ludwigsburg
Germany
Phone: +49 7141 9475321
E-Mail: datenschutzbeauftragter@k11consulting.de
Website: k11-consulting.com
1.2 Protection of Personal Data
PI implements appropriate technical and organizational security measures within the meaning of Art. 32 GDPR to ensure a level of data protection appropriate to the risk. These measures are designed in particular to safeguard personal data against accidental or unlawful deletion, alteration, or loss, as well as against unauthorized disclosure or access.
2.1 Server Log Files
Each time the website is accessed, only certain information is automatically collected and stored in so-called server log files, which are transmitted to the PI web server. This includes the type and version of the browser used, the operating system used, the referrer URL, the subpages visited, the date and time of access, the IP address, the Internet service provider, and similar technical data. This data is processed separately from other data. It is not possible to associate this data with a certain person.
This data is used by PI to maintain the functionality of the Website, detect and resolve technical issues, and prevent or, if necessary, prosecute cases of misuse. In addition, the anonymized data is used for statistical analysis and to improve the Website.
The legal basis for this data processing is Art. 6(1)(f) GDPR, based on PI’s legitimate interest in ensuring the smooth operation and security of the company’s internal IT systems. The collected data will be deleted after seven days at the latest, unless retention is required for evidentiary purposes. In such cases, it is stored until the incident has been fully resolved.
2.2 Contacting PI
When contacting PI via a form on the Website or by email, the personal data provided (name, email address, company, and content of the message) is collected and processed. This data is processed, stored, and used to respond to the respective inquiry, to establish contact with the person making the inquiry, and for related technical processing and administrative purposes.
The legal basis for processing this data is Art. 6(1)(b) GDPR (for contract-related contact) or Art. 6(1)(f) GDPR (in all other cases), depending on the nature of the respective contact.
The personal data entered in the contact form is processed not only to handle the respective inquiry, but also for internal analysis and improvement of PI’s services. In particular, this includes:
The evaluation of frequently asked questions
The identification of recurring inquiries
The statistical analysis of inquiries
The legal basis for this processing is PI’s legitimate interest under Art. 6(1)(f) GDPR, as it contributes to the continuous improvement of the services offered by PI.
Data received in the course of contacting PI will be deleted once it is no longer required for the purpose for which it was collected. This applies as soon as a request has been fully processed, and no further communication is necessary or desired by the person making the request.
PI reserves the right to store network data for a limited time and solely for the purpose of identifying fraud or misuse, such as detecting hacker attacks. Such data will be stored for a maximum of 30 days, unless there is a justified reason to retain it for a longer period.
2.3 Subscribing to the PI Newsletter
Visitors to the Website have the option to subscribe to the PI newsletter via the company website. Visitors who register for the email newsletter will regularly receive the current product catalog and marketing information. For this purpose, personal data such as email addresses and, where applicable, names are collected. After a visitor submits their email address, a confirmation email is sent requesting confirmation of the registration. Only upon confirmation is the email address stored, and it remains stored until the respective person unsubscribes from the newsletter.
Data is processed on the basis of the visitor’s consent in accordance with Art. 6(1)(a) GDPR. This consent can be revoked at any time with future effect.
Unsubscribing from the newsletter is possible via the link “Unsubscribe from newsletter” included in the footer of every email sent or by emailing enews@pi.ws. Once unsubscribed, the personal data associated with the newsletter dispatch will be immediately deleted.
3. Cookies
This Website uses cookies. These are small text files that are stored on visitors’ end devices either temporarily for the duration of a session (session cookies) or permanently (persistent cookies). Session cookies are automatically deleted at the end of a visit, whereas persistent cookies remain stored on devices until they are manually deleted or are automatically deleted by the respective Internet browser.
Cookies may originate from PI (first-party cookies) or from third-party companies (third-party cookies). Third-party cookies enable the integration of certain services from third-party companies within websites.
This Website uses technically necessary cookies, which are required for operating the website and its functions, as well as cookies for anonymized data collection for analytical purposes and marketing-related cookies that serve to display personalized content. Visitors have the option of configuring which cookie categories they wish to permit. Please note that not all Website functions may be available depending on certain settings.
The legal basis for the use of technically necessary cookies is Art. 6(1)(f) GDPR, based on PI’s legitimate interest in ensuring proper functionality of the Website. In the case of cookies that are not required, the legal basis is visitors’ consent pursuant to Art. 6(1)(a) GDPR.
Visitors may object to the use of non-essential cookies and prevent them from being used. Cookies that have already been set can be deleted at any time through browser settings or with the help of other software programs. This is possible in all commonly used Internet browsers. Some functions of this Website may not be fully available if the visitor has disabled cookie storage in their browser.
The use of non-essential cookies for this Website can be managed at any time via the cookie settings.
4. Trackers and Other Tools from Third-Party Providers
This website uses web analysis and tracking tools provided by third parties. Some of these third-party providers also process data in the United States. It is important to note that, according to the European Court of Justice, there is currently no adequate level of protection for data transfers to the USA. This may entail various risks in terms of the lawfulness and security of data processing.
As a basis for data processing with recipients located in third countries, so-called standard contractual clauses pursuant to Art. 46 (2) and (3) GDPR are used by third-party providers working with PI. Standard contractual clauses (SCCs) are templates issued by the EU Commission and are intended to ensure that personal data continues to be protected according to European data protection standards, even when processed in third countries such as the USA. Under these clauses, third-party providers undertake to comply with the European level of data protection when processing personal data, even if this data is processed outside the EU. These clauses are based on the implementing decision of the EU Commission, which can be found at https://eur-lex.europa.eu/eli/dec_impl/2021/914/oj?eliuri=eli%3Adec_impl%3A2021%3A914%3Aoj&locale=en.
The transfer of personal data in connection with the use of these services will only occur based on your explicit consent pursuant to Art. 49(1)(a) GDPR in conjunction with Art. 6(1)(a) GDPR.
4.1 Google Analytics
This Website uses Google Analytics, a web analytics service provided by Google LLC, 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA.
If visitors to this Website have consented to the use of analytical cookies, the data of the respective visitor collected by these cookies (including the IP address) will be transmitted to a Google server in the USA and stored there. Within the member states of the European Union or other states that are contracting parties of the Agreement on the European Economic Area, Google already truncates IP addresses, i.e., anonymizes them. Only in exceptional cases is the full IP address transmitted to a Google server in the USA and anonymized there. Google uses this information to evaluate website usage and generate reports on website activity.
If the visitor has consented to the use of marketing cookies, Google can use the information generated to provide additional services related to website and Internet usage. PI leverages advanced remarketing and advertising reporting features within Google Analytics to use insights about website usage across the linked Google Ads and YouTube accounts for personalized advertising measures. Google may also send this information to third parties where legally required or if third parties process the data on behalf of Google. Under no circumstances will Google merge the transmitted IP address with other Google data.
The use of this service is based on the visitor’s consent in accordance with Art. 6(1)(a) GDPR. This consent can be revoked at any time with future effect.
The transfer of data from this Website to Google Analytics and related Google services can be prevented by only enabling technically necessary cookies in the cookie settings or by downloading and installing the Google browser add-on for deactivating Google Analytics.
Further information can be found in Google’s Privacy Policy.
4.1.1 Google Signals
As part of Google Analytics, PI uses the Google Signals extension, which enables cross-device tracking, i.e., tracking across multiple devices.
For this purpose, Google uses the data of visitors who are logged into a Google service while visiting this Website and who have enabled the “Personalized advertising” option in their Google account settings (https://adssettings.google.com/authenticated), which visitors can deactivate at any time. The information obtained this way may include the visitor’s location, search history, YouTube history, and data from websites that work with Google, and is used to provide aggregated and anonymized insights into visitor behavior across devices.
Google Signals is also only used with IP anonymization activated. Google does not provide PI with specific visitor profiles—only statistics based on the logins and device types of all visitors who were signed in with a Google account and triggered a conversion.
More information on Google’s terms of use and data protection principles can be found at https://marketingplatform.google.com/about/analytics/terms/ and https://www.google.com/intl/en/policies/, respectively. PI has concluded a Data Processing Agreement (DPA) with Google for the use of Google Signals. This agreement obliges Google to process the personal data of visitors to this Website only in accordance with PI’s instructions and in compliance with the GDPR.
4.2 Microsoft Advertising (Formerly Bing Ads)
This Website uses functionalities of Microsoft Advertising, a marketing platform provided by Microsoft Corporation, One Microsoft Way, Redmond, WA 98052-6399, USA.
Microsoft places a cookie on the respective visitor’s device if this person was redirected to this Website via a Microsoft Bing ad. This allows both Microsoft and PI to determine that the respective person clicked an advertisement and was subsequently redirected to this Website. However, PI only receives information about the aggregate number of visitors who clicked on a Bing ad. Microsoft collects, processes, and uses cookie data to create pseudonymized user profiles. These usage profiles are used to analyze the behavior of website visitors and to display personalized advertisements. No personal data of the respective visitor is processed.
The use of this service is based on the visitor’s consent in accordance with Art. 6(1)(a) GDPR. This consent can be revoked at any time with future effect.
The transfer of data from the Website to Microsoft can be prevented by only accepting technically necessary cookies in the cookie settings or by disabling the Personalized advertising in the browser setting in the Microsoft browser.
4.3 Quantcast Advertise
This Website uses functionalities of Quantcast Advertise, 795 Folsom Street, San Francisco, CA 94107, USA.
If visitors to this Website have consented to the use of marketing cookies, Quantcast may set cookies to identify them and display interest-based advertisements related to content that the visitor has previously accessed on websites using Quantcast technology. Personal data such as addresses, names, and IP addresses are truncated and made pseudonymous.
Quantcast also processes data in the USA, among other locations. Quantcast uses so-called standard contract clauses (in accordance with Art. 46 (2) and (3) GDPR) as the legal basis of data processing for recipients based in third countries or for data transfer to third countries. Standard contract clauses should ensure that the protection of personal data also meets European data protection standards, even when it is transferred to third countries (e.g., USA) and saved there. Through these clauses, Quantcast undertakes to comply with the European level of data protection when processing personal data, even if the data is stored and processed in the USA.
The use of this service is based on the visitor’s consent in accordance with Art. 6(1)(a) GDPR. This consent can be revoked at any time with future effect.
Further information on Quantcast’s retargeting technology can be found in the company’s privacy policy at https://www.quantcast.com/privacy/.
Data transfer to Quantcast can be prevented by objecting to the use of marketing cookies in the cookie settings or by opting out at https://www.quantcast.com/privacy-choices/.
4.4 Hotjar
This Website uses Hotjar, a web analytics service provided by Hotjar Ltd., Dragonara Business Centre, 5th Floor, Dragonara Road, Paceville St Julian’s STJ 3141, Malta.
If visitors to this Website have consented to the use of analytical cookies, the information collected about them through these cookies is processed by Hotjar to better understand their needs and optimize the offers on this Website. Hotjar’s technology gives those responsible at PI a better understanding of the visitor experience (e.g., how much time visitors spend on which pages, which links they click, and what they like and dislike.) This information helps PI to tailor its offerings more effectively to visitor feedback. Hotjar uses cookies and other technologies to collect information about visitor behavior and their end devices, in particular the IP address of devices (recorded and stored in anonymized form), screen size, device type (Unique Device Identifiers), browser used, location (country only), and preferred language. Hotjar stores this information in a pseudonymous visitor profile. Neither Hotjar nor PI will use this information to identify individual visitors or to merge it with other data on individual visitors.
The use of this service is based on the visitor’s consent in accordance with Art. 6(1)(a) GDPR. This consent can be revoked at any time with future effect.
The transfer of data from this Website to Hotjar can be prevented by only accepting technically necessary cookies in the cookie settings or by activating Hotjar’s do-not-track setting in the Internet browser.
Further information can be found in Hotjar’s Privacy Policy.
4.5 ClickDimensions
This Website uses ClickDimensions, a web analytics service provided by ClickDimensions LLC., 5901 Peachtree Dunwoody Road, NE, Suite B500, Atlanta, GA 30328, USA.
If visitors to this Website have consented to the use of marketing cookies, ClickDimensions links visitor data in an anonymized form with IP address lists of known companies. This linkage allows visitors to this Website and their behavior on the site to be connected with specific companies.
The use of this service is based on the visitor’s consent in accordance with Art. 6(1)(a) GDPR. This consent can be revoked at any time with future effect.
The transfer of data from this Website to ClickDimensions can be prevented by only accepting technically necessary cookies in the cookie settings.
Further information can be found in ClickDimensions’s Privacy Policy.
4.6 HubSpot
This Website uses HubSpot, a web analytics service provided by HubSpot, Inc., 25 First Street, Cambridge, MA 02141, USA.
If visitors to this Website have consented to the use of marketing cookies, HubSpot automatically collects data using tracking technologies such as cookies and tracking pixels. These cookies or similar technologies (such as web beacons and JavaScript) are used to analyze trends, administer the website, track visitors’ navigation on the website, and gather aggregated demographic data about the visitors.
The use of this service is based on the visitor’s consent in accordance with Art. 6(1)(a) GDPR. This consent can be revoked at any time with future effect.
The transfer of data from this Website to HubSpot can be prevented by only accepting technically necessary cookies in the cookie settings.
Further information can be found in HubSpot’s Privacy Policy.
4.7 tawk.to
This Website uses tawk.to, a live chat solution provided by tawk.to Inc., 187 East Warm Springs Rd, SB298, Las Vegas, NV 89119, USA.
If visitors to this Website have consented to the use of marketing cookies, tawk.to can use cookies to identify and analyze visitors to this Website. All data is stored on encrypted servers. In order to offer visitors the best possible customer service, the chat transcript may be stored together with the personal profile of the respective visitor.
The use of this service is based on the visitor’s consent in accordance with Art. 6(1)(a) GDPR. This consent can be revoked at any time with future effect.
The transfer of data from this Website to tawk.to can be prevented by only accepting technically necessary cookies in the cookie settings.
Further information can be found in tawk.to’s Privacy Policy.
4.8 ADITION technologies AG
Cookies from ADITION technologies AG, Oststraße 55, 40211 Düsseldorf, Germany are used to display interest-based advertising.
For this purpose, information on the operating system, browser version, IP address, geographic location, and the number of clicks or views is stored in pseudonymous usage profiles.
This data is used for the following purposes:
Recording the number of visitors to this Website
Determining the order in which a visitor accesses various pages of this Website
Assessing which parts of this Website need to be adapted
Optimizing the website
The use of this service is based on the visitor’s consent in accordance with Art. 6(1)(a) GDPR. This consent can be revoked at any time with future effect.
4.9 Powermail
This Website uses the form plugin Powermail, an extension of the TYPO3 content management system. Powermail enables the convenient provision of contact and inquiry forms.
The collected personal data (e.g., name, email address, message content, and IP address) is only stored for as long as is required to process the respective inquiry. This data is deleted at regular intervals (approx. every month or two) in the TYPO3 system. The storage period in the CRM system may be longer if necessary for continued customer care or to comply with legal retention obligations.
Personal data is processed in order to respond to inquiries and to optimize services. Depending on the form, the processing may be carried out on one of the following legal bases:
Fulfillment of a contract or pre-contractual measure in accordance with Art. 6(1)(b) GDPR
Legitimate interest in accordance with Art. 6 (1) (f) GDPR
Consent in accordance with Art. 6(1) (a) GDPR
The data collected using Powermail is processed directly on the PI web server. In general, this data is not passed on to external third parties unless necessary to respond to an inquiry or if there is a corresponding legal obligation. However, it may be transferred to various in-house systems and be processed there in accordance with the respective country’s requirements.
4.9.1 Use of CAPTCHA and reCAPTCHA
PI uses the reCAPTCHA service integrated in Powermail to protect forms from automated spam inquiries. The CAPTCHA logic of the TYPO3 Powermail extension is also used. reCAPTCHA is a service of Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland.
4.9.1.1 Google reCAPTCHA
When submitting a form, the reCAPTCHA service processes the following data:
IP address
Browser type and version
Operating system
Location information (if enabled)
Mouse movements, keystrokes, and other interactions with this Website
Date and time of the inquiry
Referrer URL
This data is used to determine whether the input comes from a natural person or an automated mechanism.
Data is processed on the basis of PI’s legitimate interest in accordance with Art. 6(1)(f) GDPR.
The data collected by reCaptcha may be transferred to Google servers in the USA. For this purpose, Google draws on the standard contract clauses (SCC) according to Art. 46 GDPR to ensure an appropriate level of data protection.
A cookie is set during use to identify the visitor as a natural person for the duration of the session (to avoid repeated CAPTCHA queries). Information such as the session ID (to identify a visitor for the duration of the session), session time, and CAPTCHA response is stored. This information is automatically deleted as soon as the browser is closed. After this point, the visitor can no longer be identified, even if the associated entries remain stored on the server for up to 48 hours.
Further information from Google on reCAPTCHA can be found at Information on Google reCAPTCHA.
4.9.1.2 TYPO3 Powermail CAPTCHA
In addition, the CAPTCHA logic of the TYPO3 Powermail extension is used. This is run entirely on the PI web server without requiring external services for providing or verifying the CAPTCHA.
Data is processed on the basis of PI’s legitimate interest in accordance with Art. 6(1)(f) GDPR. The data is stored in an internal database, where entries remain for a maximum of 48 hours before being automatically deleted.
During use, a cookie may be set to ensure the correct assignment of the CAPTCHA response. In doing so, information such as the session ID and generation time is stored. Session information is already stored when the form is loaded, before the visitor begins filling it out. This is technically necessary to ensure effective spam prevention.
5. YouTube
Components of YouTube, an Internet video portal of YouTube, LLC, 901 Cherry Ave., San Bruno, CA 94066, USA, are integrated into this Website. YouTube is a subsidiary of Google LLC.
When visiting a subpage of this Website on which a YouTube video is integrated, the Internet browser is automatically prompted to download a corresponding YouTube component. This enables YouTube and Google to identify which specific subpage of this Website was accessed. If the visitor is logged into their Google account with YouTube (Google), this information is collected by YouTube (Google) and linked to the Google account. This occurs regardless of whether a YouTube video has been clicked on or not. To prevent YouTube (Google) from associating the visit to this Website with the visitor’s own Google account, the visitor must log out of Google before accessing this Website.
If visitors to this Website have consented to the use of marketing cookies, Google can use the generated usage information to deliver additional services related to the use of the website and Internet. PI uses the advanced remarketing and advertising reporting features in Google Analytics to leverage usage data from this Website in PI’s linked Google Ads and YouTube accounts for personalized advertising measures. Google may also send this information to third parties where legally required or if third parties process the data on behalf of Google. Under no circumstances will Google associate the respective visitor’s IP address with other data stored by Google. The transfer of data from this Website to Google Analytics and the associated Google services can be prevented by only accepting technically necessary cookies in the cookie settings or by downloading and installing the Google Analytics opt-out browser add-on.
Further information can be found in the YouTube (Google) Privacy Policy.
6. Chatbot
PI uses the chatbot provided by LoyJoy GmbH, Kapuzinerstr. 20, 48149 Münster, Germany, to enhance its offering and provide various services, e.g., service chats, product consultations, initial contact, and marketing campaigns such as competitions.
The chatbot processes the following data:
Browser used and device type
Visitor interactions, which may include personal data such as messages entered, name and address, contact details such as email address or telephone number, service chat inquiries, product consultations, participation in competitions, and registrations.
Purpose of processing:
The data collected by PI is used to enable the company to provide and improve its services and, following aggregation and anonymization, to conduct performance and success measurements.
Legal basis for processing:
Legitimate interest (Art. 6(1)(f) GDPR): Processing is based on PI’s legitimate interest in effective customer communication, support provision, and continuous improvement of its services.
Consent (Art. 6(1)(a) GDPR): Where Website visitors have granted their consent, processing will be performed on this basis.
Performance of a contract (Art. 6(1)(b) GDPR): When processing is necessary for the performance of a contract or pre-contractual measures.
Retention periods: Live chats: Data is retained for seven days; interactions with the chatbot: Data is retained for 30 days.
Cookies and local storage:
PI uses optional local storage technologies (e.g., local storage) on end devices to store the chat content for up to 14 days. This enables users to continue the chat seamlessly. The retained data can be deleted at any time via the browser settings.
Transfer to third parties:
Personal data may be transferred to data processors who assist PI in service provision. These data processors are contractually bound to uphold data protection standards in accordance with the GDPR.
Use of Cloudflare:
As part of chatbot operations, PI uses the services of Cloudflare (Cloudflare, Inc., 101 Townsend St, San Francisco, CA 94107, USA). Cloudflare provides protective functions for the web application (web application firewall). Data transmitted between the respective visitor’s browser and the chatbot server travels via Cloudflare’s infrastructure and is analyzed there to protect against attacks.
Transfer of data to third countries:
Cloudflare operates servers within the European Union so that personal data is generally processed within the EU. However, personal data may be transferred to the USA in individual cases, such as when visitors from these regions access the PI chatbot. In such cases, Cloudflare ensures an adequate level of data protection pursuant to Art. 45 GDPR though certification under the EU-U.S. Data Privacy Framework (DPF).
Every individual has the right, for reasons arising from their particular situation, to object at any time to the processing of their personal data performed on the basis of Art. 6(1)(f) GDPR.
Automated decision-making and profiling:
Neither automated decision-making nor profiling pursuant to Art. 22 GDPR is performed.
7.1 Which Data is Processed, and Where Does it Come From?
Personal data is generally collected by the applicants themselves in the form of application documents and sent to us. During the subsequent recruitment process, additional personal information may be obtained from job interviews.
In particular, this includes the respective applicant’s basic details (e.g., first name, last name, suffix, date of birth, gender, nationality), contact information (e.g., home address, (cell) phone number, email address), and application documents (e.g., cover letter, resume/CV detailing educational and professional background, references, headshots, and additional information on marital status, residency status, social security number, previous employment history, and, where applicable, information on the legal guardians for minors).
7.2 For Which Purposes and on What Legal Basis is the Data Processed?
PI collects and processes personal data submitted during the application process for the purpose of carrying out the recruitment procedure. This includes all information provided by applicants to PI as part of their application documents and personal interviews, in particular their name, address, contact information, and resume.
If the application process results in the decision to enter into a working relationship, PI will subsequently process the personal data collected as part of the interview process to then facilitate the establishment of the employment relationship. Employees will receive separate information regarding this processing at the beginning of their employment relationship.
In the case of internal applications, personal data is processed within PI and shared within the corporate group for information purposes. The personal data will be used exclusively for processing the application and will not be shared with third parties outside of the corporate group.
The legal basis for this data processing is Art. 6(1)(b) GDPR for the purpose of establishing an employment relationship and Art. 6(1)(a) GDPR when the applicant has given consent to share their personal data within the PI Group.
In the following specific cases, personal data is processed to safeguard legitimate interests of PI or third parties, including:
Defense against asserted legal claims arising from the recruitment process
Burden of proof in proceedings under the General Act on Equal Treatment (AGG)
Screening against so-called EU terrorist lists in accordance with the European Counter-Terrorism Regulations 2580/2001 and 881/2002
Internal statistical purposes using anonymized data
The legal basis in these cases is Art. 6(1)(f) GDPR.
7.3 Who Are Recipients of Personal Data?
PI ensures that personal data is treated confidentially and is not disclosed to third parties. Access to the data is granted only to individuals within the PI Group who are involved in the decision-making process or who require the data to fulfill legal obligations.
7.4 Transferring Data Within the PI Group
Application data may be shared with companies within the PI Group if the applicant is recommended for another open position within the Group.
Such data is shared exclusively within the PI Group and transmission is limited to a closed applicant management system. Data processing and transmission occur solely within the European Union.
By providing consent for the processing of their personal data, applicants also agree to this internal transfer of their data within the PI Group. The purpose of this transfer is to consider their application for other suitable roles within the PI Group.
7.5 How Long is Applicants’ Personal Data Stored?
Application documents are retained only for as long as is necessary to complete the recruitment process. Without explicit consent to longer retention periods, the application data is deleted no later than six months after conclusion of the recruitment process.
With appropriate consent, application data is stored for a total period of 24 months following the end of the recruitment process. After this period, the data is deleted unless there has been contact between the applicant and PI during this period, the applicant reapplies within this timeframe, or there are additional reasons for a longer storage period.
8. General Information on the Storage Period of Personal Data
Personal data is only stored for as long as is necessary for the purposes for which it was collected. The specific retention period depends on the type of data and the respective processing purpose.
Contact inquiries: Data resulting from inquiries is stored for up to seven years, unless it becomes unnecessary for further communication or documentation at an earlier point. The legal basis for this retention is the statutory retention obligations, in particular § 147 of the German Fiscal Code (AO) and § 257 of the German Commercial Code (HGB).
Access data and log files: These are stored for a maximum of 15 days to ensure the security and proper functionality of our Website. They are automatically deleted afterward. No backups are created for these logs.
This information is processed solely to analyze the usage of this Website and to optimize its contents. Data collection and storage are carried out via the respective external tools used (e.g., Google Tag Manager and Google Analytics). The data protection settings configured there and the respective providers’ retention periods apply.
The retention duration depends on the respective privacy policy of the analytics tools in use. Such data is generally stored for a maximum of three years, but never beyond the withdrawal of the corresponding consent. If individuals would like their personal data to be deleted earlier, they can revoke their consent at any time via the cookie settings or by contacting the responsible person listed in Section 1.
Furthermore, personal data will be retained if PI is legally obliged to do so or if such storage is necessary to assert, investigate, or defend legal claims. In such cases, the data will be stored until the conclusion of the respective proceeding or until the statute of limitations for potential claims has expired.
9. Rights of Data Subjects
The GDPR grants the following rights in relation to the processing of personal data:
- Right of access (Art. 15 GDPR)
Data subjects have the right to obtain from us confirmation as to whether or not personal data concerning them is being processed. Where this is the case, they have the right to access the personal data and information specified in greater detail in Art. 15 GDPR.
- Right to rectification (Art. 16 GDPR)
Data subjects have the right to obtain from us, without undue delay, the rectification of inaccurate personal data concerning them and the completion of incomplete data, provided the legal requirements for this are met.
- Right to erasure (Art. 17 GDPR)
Data subjects have the right to request from us the erasure of personal data concerning them without undue delay, where one of the grounds listed in Art. 17 GDPR applies and insofar as the processing or storage is not required.
- Right to restriction of processing (Art. 18 GDPR)
Data subjects have the right to request restriction of processing from us where one of the conditions listed in Art. 18 GDPR is fulfilled.
- Right to data portability (Art. 20 GDPR)
Data subjects have the right to receive the personal data concerning them in a structured, commonly used, and machine-readable format, or to request that this data be transmitted to a third party, provided the conditions listed in Art. 20 GDPR are met.
- Right to object (Art. 21 GDPR)
Data subjects have the right to object, on grounds relating to their particular situation, at any time to the processing of personal data concerning them, where such processing is carried out by us based on Article 6(1)(f) GDPR. They may object at any time to the processing of their personal data for direct marketing purposes, including profiling related to such marketing.
- Right of withdrawal (Art. 7 GDPR)
Data subjects have the right to withdraw their consent to the processing of their personal data at any time, with effect from the date of withdrawal. The lawfulness of any processing carried out prior to the withdrawal remains unaffected.
- Right to lodge a complaint with a supervisory authority (Art. 77 GDPR)
Data subjects have the right to lodge a complaint with a supervisory authority if they believe that the processing of personal data relating to them by PI infringes this regulation. As a rule, they may contact the supervisory authority of their usual place of residence, place of work, or PI’s company headquarters.
10. Employee Login
The log in area of this Website is accessible exclusively to PI employees. During login, the access data entered (username and password) as well as any technical information such as the login timestamp are processed. This field is a user attribute and remains unchanged as long as the person in question does not log in for an indefinite period of time. No IP address is explicitly stored as part of the login process. However, it can be reproduced in the access log and is deleted after 15 days with the corresponding entries. This data is used solely for authentication and security system purposes.
The legal basis for this processing is PI’s legitimate interest according to Art. 6(1)(f) GDPR in securing the area for PI employees.
In case of questions regarding the processing of personal data in connection with the employee login, the Data Protection Officer named in Section 1 should be contacted.
11. Download Area
In the download area, visitors are requested to provide certain personal data to be able to download content made available by PI. This includes the following information:
Name
Salutation
Company
Address
Country
Email address
Phone number
This data is processed solely for the purpose of displaying the content and for follow-up contact related to the inquiry. Providing this information is necessary to enable content downloading and to ensure that PI can contact the person requesting information if needed.
There is currently no automated deletion of the data collected as part of the download area; however, it is stored in accordance with the statutory requirements. Generally, this data is retained for a maximum of twelve months to enable PI to provide the respective person additional relevant information or offers. After this period has expired, the data will be deleted unless it is still required to fulfill contractual obligations or to defend against legal claims. If individuals would like to have their personal data deleted earlier, they can contact the responsible person as defined in the GDPR listed in Section 1.
12. Contact
For questions on the use of cookies on this Website or to assert data protection rights, PI may be contacted at any time using the contact details provided:
PI Benelux B.V.
Hertog Hendrikstraat 7a
5492 BA Sint-Oedenrode
Netherlands
Phone: +31 499-375375
Email: benelux@pi.ws
Website: www.physikinstrumente.nl