Privacy Policy
The controller within the meaning of data protection law, in particular the EU General Data Protection Regulation (GDPR), is: VP-Systeme GmbH Konrad-Zuse-Straße 10 44801 Bochum Germany
Phone: +49 (0) 2327 21900-0
Your rights as a data subject
Using the contact details given below, you may exercise the following rights at any time:
- access to the data we hold about you and how it is processed (Art. 15 GDPR),
- rectification of inaccurate personal data (Art. 16 GDPR),
- erasure of the data we hold about you (Art. 17 GDPR),
- restriction of processing, where we are not yet permitted to erase your data because of legal obligations (Art. 18 GDPR),
- objection to the processing of your data by us (Art. 21 GDPR), and
- data portability, where you have consented to the processing or have entered into a contract with us (Art. 20 GDPR). Where you have given us consent, you may withdraw it at any time with effect for the future. You may lodge a complaint with a supervisory authority at any time, for example the supervisory authority of the German federal state in which you reside, or the authority responsible for us as the controller. A list of the supervisory authorities (for the non-public sector) with addresses is available at: https://www.bfdi.bund.de/DE/Service/Anschriften/Laender/Laender-node.html.
Collection of general information when you visit our website
Nature and purpose of the processing:
When you access our website, that is, when you do not register or otherwise submit information, information of a general nature is collected automatically. This information (server log files) includes the type of web browser, the operating system used, the domain name of your internet service provider, your IP address and similar data. It is processed in particular for the following purposes:
- ensuring that a connection to the website can be established without problems,
- ensuring that our website can be used smoothly,
- evaluating system security and stability, and
- optimising our website. We do not use your data to draw conclusions about you as a person. Information of this kind may be evaluated statistically in anonymised form in order to optimise our website and the technology behind it.
Legal basis and legitimate interest:
The processing is carried out under Art. 6 (1) (f) GDPR on the basis of our legitimate interest in improving the stability and functionality of our website.
Recipients:
Our website is hosted by Fly.io, Inc. as a processor within the meaning of Art. 28 GDPR in data centres located within the European Union. The server log files are processed there.
Transfer to third countries:
The data is stored within the European Union. Access by Fly.io, Inc. from the United States cannot be ruled out. Such access is safeguarded by the Standard Contractual Clauses of the European Commission.
Retention period:
The data is deleted as soon as it is no longer required for the purpose for which it was collected. For data serving the provision of the website, this is generally the case when the respective session has ended. Where data is stored in log files, this is the case after no more than 14 days. Storage beyond this period is possible; in that case the users' IP addresses are anonymised so that the requesting client can no longer be identified.
Provision required by law or contract:
The provision of the aforementioned personal data is required neither by law nor by contract. However, without the IP address the service and functionality of our website cannot be guaranteed, and individual services and features may be unavailable or restricted. For this reason, an objection is excluded.
Web analytics with Plausible
Nature and purpose of the processing:
We use the web analytics software Plausible Analytics on our website, which we operate ourselves. Plausible does not set cookies and does not create user profiles. The data collected comprises the page visited, the referring page, the browser type, the operating system, the device class and the country of origin. The IP address is not stored; it is only processed, together with other characteristics, into a daily changing, non-reversible identifier in order to count repeat visits within one day. The evaluation is carried out exclusively in aggregated form and serves to improve our website.
Legal basis and legitimate interest:
The processing is carried out under Art. 6 (1) (f) GDPR on the basis of our legitimate interest in the statistical evaluation of the use of our website.
Recipients:
We operate Plausible as our own instance hosted by Fly.io, Inc. as a processor within the meaning of Art. 28 GDPR in data centres located within the European Union. No data is transmitted to the manufacturer of Plausible.
Transfer to third countries:
The data is stored within the European Union. Access by Fly.io, Inc. from the United States cannot be ruled out. Such access is safeguarded by the Standard Contractual Clauses of the European Commission.
Retention period:
Only aggregated statistics are stored, which do not allow any conclusions to be drawn about individual persons. The daily identifier is discarded after 24 hours.
Provision required by law or contract:
The provision of the data is required neither by law nor by contract. You may object to the processing at any time (see the section on your right to object).
Contact form
Nature and purpose of the processing:
The data you enter is stored for the purpose of individual communication with you. For this, a valid e-mail address and your name are required. These serve to assign the enquiry and to respond to it. Providing further data is optional.
Legal basis:
The processing of the data entered in the contact form is carried out on the basis of a legitimate interest (Art. 6 (1) (f) GDPR). By providing the contact form, we want to make it easy for you to get in touch with us. The information you provide is stored for the purpose of handling the enquiry and for possible follow-up questions. If you contact us to request a quotation, the data entered in the contact form is processed for the purpose of taking steps prior to entering into a contract (Art. 6 (1) (b) GDPR).
Recipients:
Recipients of the data may be processors.
Retention period:
Data is deleted no later than 6 months after the enquiry has been dealt with. If a contractual relationship is established, we are subject to the statutory retention periods under the German Commercial Code (HGB) and delete your data after these periods have expired.
Provision required by law or contract:
The provision of your personal data is voluntary. However, we can only process your enquiry if you provide us with your name, your e-mail address and the reason for your enquiry.
Job applications
Nature and purpose of the processing:
When you apply to us, we process the data you submit, in particular your name, contact details, CV, references and the communication with you, for the purpose of conducting the application procedure.
Legal basis:
The processing is carried out on the basis of Section 26 (1) of the German Federal Data Protection Act (BDSG) in conjunction with Art. 6 (1) (b) GDPR. For applications as a freelancer or service provider, the processing is carried out for the purpose of taking steps prior to entering into a contract (Art. 6 (1) (b) GDPR).
Recipients:
The data is stored in our self-operated CRM system and in our document storage. For the operation of these systems we use hosting providers as processors within the meaning of Art. 28 GDPR: Fly.io, Inc. (data centre in Amsterdam, Netherlands) and IONOS SE (Germany).
Transfer to third countries:
The data is stored within the European Union. Access by Fly.io, Inc. from the United States cannot be ruled out. Such access is safeguarded by the Standard Contractual Clauses of the European Commission.
Retention period:
Application data is deleted six months after receipt of the application. If an employment or engagement results, the data is transferred to the personnel or contract file and is subject to the retention periods applicable there.
Provision required by law or contract:
The provision of your personal data is voluntary. However, without this data we cannot consider your application.
Business partners and contact persons
Nature and purpose of the processing:
We process personal data of contact persons at customers, prospective customers and suppliers, in particular name, position, business contact details and the communication with us by e-mail and telephone, for the purpose of initiating, performing and settling contracts and maintaining the business relationship. The data is processed in our self-operated CRM system. Where we have not obtained your data from you directly but from your employer or from publicly accessible sources, we hereby inform you in accordance with Art. 14 GDPR.
Legal basis:
The processing is carried out for the purpose of taking steps prior to entering into a contract and for the performance of a contract (Art. 6 (1) (b) GDPR), and on the basis of our legitimate interest in maintaining our business relationships (Art. 6 (1) (f) GDPR). Where we are legally obliged to retain data, the processing is carried out under Art. 6 (1) (c) GDPR.
Recipients:
For the operation of our CRM system and our document storage we use hosting providers as processors within the meaning of Art. 28 GDPR: Fly.io, Inc. (data centre in Amsterdam, Netherlands) and IONOS SE (Germany).
Transfer to third countries:
The data is stored within the European Union. Access by Fly.io, Inc. from the United States cannot be ruled out. Such access is safeguarded by the Standard Contractual Clauses of the European Commission.
Retention period:
We retain business correspondence, including e-mails, for six years and invoices and accounting records for ten years after the end of the calendar year in which they were created (Section 257 HGB, Section 147 of the German Fiscal Code, AO). After that, the data is deleted. We delete the contact details of contact persons when the business relationship has ended and no retention obligations prevent deletion.
Provision required by law or contract:
The provision of the data is necessary for the initiation and performance of contracts.
SSL encryption
To protect the security of your data during transmission, we use state-of-the-art encryption methods (e.g. SSL) via HTTPS.
Information on your right to object under Art. 21 GDPR
Right to object in individual cases
You have the right to object at any time, on grounds relating to your particular situation, to the processing of personal data concerning you which is carried out under Art. 6 (1) (f) GDPR (processing on the basis of a balancing of interests); this also applies to profiling based on that provision within the meaning of Art. 4 (4) GDPR. If you object, we will no longer process your personal data unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing serves the establishment, exercise or defence of legal claims.
Recipient of an objection
VP-Systeme GmbH Konrad-Zuse-Straße 10, 44801 Bochum, Germany
E-mail: info@vp-systeme.de
Changes to our privacy policy
We reserve the right to amend this privacy policy so that it always complies with current legal requirements, or to reflect changes to our services in the privacy policy, for example when new services are introduced. The new privacy policy will then apply to your next visit.
Questions for the data protection officer
If you have any questions about data protection, please send us an e-mail or contact the person responsible for data protection in our organisation directly: info@vp-systeme.de
This privacy policy was last updated in October 2026.