Privacy Policy

2. Use and Disclosure of Personal Data

Any use of your personal data will be limited to the stated purposes and to the extent necessary to achieve those purposes.

Personal data is transferred to government agencies and authorities exclusively in accordance with mandatory national laws or if such disclosure is necessary for legal or criminal prosecution in the event of attacks on our network infrastructure. Personal data is not disclosed to third parties for any other purposes.

 

3. Email Subscriptions

 

The use of certain features on our website, such as subscribing to email updates, requires prior registration and further processing of personal data, such as the long-term storage of email addresses. Such data is used only if you provide it to us and for the purposes described below.

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 Contact Form

On our website, we offer you the option to contact us via email and/or through a contact form using SSL technology (encrypted data transmission). In this case, the information you provide will be stored for the purpose of processing your inquiry. Processing is based on Article 6(1)(f) of the GDPR. Your data will not be disclosed to third parties. The data collected in this manner is also not matched with data that may be collected by other components of our website. We use your email address solely to process your inquiry. Your data will be deleted as soon as it is no longer necessary to achieve the purpose for which it was collected. This is generally the case when the circumstances indicate that the matter in question has been conclusively resolved. The SSL certificate required for this, which is installed on our server, was issued by an independent organization.

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Signing Up for Email Updates

If you subscribe to the email updates offered on the website, we will need your email address and, if applicable, information about your first and last name and your organization. We use this data exclusively to send you the requested information and do not share it with third parties.

When you sign up for our email updates, we use the so-called double opt-in procedure. This means that after you sign up, we will send an email to the address you provided, asking you to confirm that you wish to receive email updates. Your data will only be transmitted to us and your registration will only become effective once you confirm this email.

Your data is processed exclusively on the basis of your consent (Art. 6(1)(a) GDPR). You may revoke your consent at any time with future effect, for example via the “Unsubscribe” link in the confirmation email or by sending an email to datenschutz@syncwork.de. The lawfulness of data processing operations that have already taken place remains unaffected by the revocation.

The data we have stored from you for the purpose of signing up for email updates will be deleted if you unsubscribe, opt out, or revoke your consent in any other way. Data stored by us for other purposes remains unaffected by this.

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Event Registration

You can register for various events on our website. In order to process your registration, we collect and process the following data based on the consent you provided during registration:

Required fields: First name, last name, organization, email address.

By registering for our events, you consent to the collection, storage, and use of the personal data listed above.

Email Contact and Event Organization 

Following your 

• inquiry via the contact form 

• sign-up for email updates, or 

• registration for an event 

we use HubSpot and Microsoft products, such as Teams, Teams Events, Outlook, and Azure Active Directory, to process your request. 

In doing so, we adhere to the legal bases and purposes mentioned above. 

For more information on data protection, please refer to the privacy policies of

• Microsoft: https://privacy.microsoft.com/de-de/privacystatement

• HubSpot: https://legal.hubspot.com/de/privacy-policy

We have entered into agreements with Microsoft and HubSpot in which we require them to protect our customers’ data and not to disclose it to third parties. Our Microsoft and HubSpot applications are also hosted exclusively within the European Union.

You have the right to object, in whole or in part, to the use of your data for the purposes mentioned at any time by sending an email with your objection to datenschutz@syncwork.de. We will then immediately stop sending you further information, and your data will be deleted. In this case, we may no longer be able to respond to your inquiry or guarantee your participation in the event. 

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Application Form 

You have the option to apply for our open positions on our website. As part of your application, your name, contact information, qualifications, and any other data you provide to us with your application will be processed for the purpose of selecting candidates for employment: 

Last name, first name, and date of birth; contact information (phone number, email address, your personal website, or social media profiles); Application materials such as a resume, cover letter, and certificates; if applicable, information regarding a severe disability; if applicable, a photo for the application; if applicable, additional information you provide during the interview. Please note that links to social media profiles should only be provided if they are publicly visible. 

To fully evaluate your application, we definitely need the following information: last name, first name, and date of birth; contact information (phone number, email address); application materials such as your resume, cover letter, and certificates. All other information is voluntary. 

The provision of personal data is required for the review of your application and, if applicable, the subsequent conclusion of an employment contract. Your application documents and the personal data they contain will be shared internally with the responsible employees and those involved in the decision-making process. The legal basis for this is Section 26 of the German Federal Data Protection Act (BDSG). 

If your application documents contain special categories of personal data pursuant to Art. 9(1) of the GDPR, we will process this data as part of the application process to exercise rights or fulfill obligations under labor law, social security law, and social protection law. The legal basis for this is Article 6(1), sentence 1, letter c of the GDPR in conjunction with Article 9(2), letter b of the GDPR and Section 26(3) of the BDSG. 

If you have explicitly permitted us to share your applicant data within the corporate group (Syncwork Suisse AG), this data will be processed within the corporate group until you revoke your consent. The legal basis for this is your consent pursuant to Article 6(1)(a) of the GDPR. 

We use the services of HRworks GmbH to display job openings, provide the application form, and process applications. We have entered into a data processing agreement with HRworks GmbH, in which we require HRworks GmbH to protect our applicants’ data and not to disclose it to third parties. For detailed information on the functions of HRworks GmbH, please refer to the following link: https://www.hrworks.de/produkt/bewerbermanagement-software/. For further information on data protection, please refer to HRworks GmbH’s privacy policy at: https://www.hrworks.de/unternehmen/datenschutzerklaerung/. 

The personal data that Syncwork processes regarding applicants will be deleted three months after the conclusion of the application process, provided you do not enter into an employment relationship with us. 

If you have explicitly permitted us to include your application in the talent pool, we will store your application until you revoke your consent. The legal basis for this is your consent pursuant to Art. 6(1)(a) of the GDPR.

 

4. Photos and Video Recordings at Events

Photographs and video recordings are taken during events that we organize. These recordings may be used for public relations purposes and to document the event. They may be published, in particular, on our website, on social media, in press releases, or in other publications.

The creation and use of these recordings serve to promote our organization and report on our events. Our goal is to raise public awareness of our activities and provide insights into our events.

In connection with the photo and video recordings, the following personal data in particular may be processed:

• Image and video footage of the data subject (individual, group, and situational shots),
• any recognizable physical characteristics (e.g., clothing, hairstyle, glasses, etc.),
• the location and time of the recording (e.g., event venue, date),
• contextual information that may allow inferences to be drawn regarding participation in a specific event or a business relationship.

The processing of image and video data is based on our legitimate interest pursuant to Article 6(1)(f) of the GDPR. Our legitimate interest lies in documenting and communicating the content of our events, as well as in fostering a positive public image, strengthening our corporate identity, and promoting customer loyalty. The publication of authentic event images also serves the purposes of transparent communication and relationship marketing.

We inform participants in advance of the event about the planned recordings - e.g., in the invitation, via posted notices, or on the event website. In addition, we clearly indicate once again during the event that photos and videos will be taken (e.g., via signage or display stands).

Of course, we respect participants’ wishes if they do not wish to be photographed or filmed. In this case, we ask that you inform us accordingly before or during the event - you are also welcome to do so on-site with the event team or the registration contact person.

The recordings will be processed in accordance with data protection regulations and used for the purposes mentioned above. The photos and videos taken during our events will be stored only for as long as necessary to achieve the stated purposes. In doing so, we take particular account of the context of the recording, its intended use, and the legitimate interests of all parties involved.

The recordings are reviewed on a regular basis so that material no longer needed can be deleted or anonymized in an appropriate manner, in compliance with data protection regulations.

 

5. Customer Data Management 

To maintain business relationships and ensure efficient communication, we process personal data as part of our customer data management system. This involves processing information about existing and potential customers. The personal data collected in this context may include, in particular, the following: 

• Name, company

• Contact information (email, phone number, address)

• Position within the company

• History of previous communication

• Project or contract information 

This data is processed for the purpose of establishing and conducting business relationships, processing quotes and orders, and providing customer service and support. 

Data processing is based on Article 6(1)(b) of the GDPR (performance of a contract or implementation of pre-contractual measures) and Article 6(1)(f) of the GDPR (legitimate interest in efficient customer management). To the extent that you provide us with your consent, data processing is additionally based on Article 6(1)(a) of the GDPR. 

For the structured management and maintenance of our customer data, we use the CRM system provided by HubSpot Inc., HUBSPOT HOUSE, 1 SIR JOHN ROGERSON’S QUAY, Dublin, IE-D, D02 CR67, Ireland (“HubSpot”). This system is used to centrally store customer contacts, document the history of communications and projects, and enable targeted outreach.  

For more information on data protection, please refer to HubSpot's Privacy Policy at: https://legal.hubspot.com/de/privacy-policy.  

We have entered into a contract with HubSpot in which we require HubSpot to protect our customers’ data and not to disclose it to third parties. Our HubSpot application is also hosted exclusively within the European Union.  

Personal data is stored only for as long as necessary to fulfill the respective purposes, as long as consent has been given, or as long as contractual or legal retention obligations exist. 

6. Security

Syncwork AG implements technical and organizational security measures to protect your personal data under our control against accidental or intentional manipulation, loss, destruction, or access by unauthorized persons. Our security measures are continuously improved in line with technological developments.

7. Links to Third-Party Websites

 

Our websites may contain links to websites operated by third parties. Please note that this Privacy Policy applies exclusively to the websites of Syncwork AG. We have no influence over and do not monitor whether third-party providers comply with applicable data protection regulations.

 

 

We operate several company pages (also known as “fan pages” or “brand pages”) on the following social media platforms:

• LinkedIn
• Xing
• Facebook / Instagram
• YouTube

We use our company pages to connect with members and visitors of the respective platforms, to communicate with them, and to provide information about our company and its services.

When you contact us, we may view the information you have posted as a platform member. If you share, like, or comment on our content, or if you mention our company profile on the platform, we may also access this information.

When a member visits, follows, or engages with our page, the respective platform processes personal data to provide us with information (“Page Insights”) about this activity. In addition, the platform will process information about how a member has interacted with our company page. This enables us to improve our marketing activities.

We post recruitment information on the platforms as part of job postings. If you contact us, we may view the information you have published in your profile (e.g., job title, education, contact information, photo).

In addition, we use the platforms to organize and promote contests. When determining the winner and sending the prize, we will process your profile and contact information.

If the platform offers this feature, we promote and organize events or webinars that provide information about our company and our services. If you register for one of these events on the platform and participate in our events, we will process your profile and contact information as well as our correspondence with you.

The platforms also process, independently of us, data that members have provided there, such as job title, country, industry, and employment status information from the member’s profile, as well as IP addresses, operating system, browser type, and language settings. For more information on this, please refer to the privacy policies of the individual platforms in the following sections.

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LinkedIn

We operate a LinkedIn fan page (“Company Page”) on LinkedIn, a service provided by LinkedIn Ireland Unlimited Company, Wilton Place, Dublin 2, Ireland (hereinafter “LinkedIn”).

We have entered into an agreement with LinkedIn: the Page Insights Joint Controller Addendum (the “Addendum”). This agreement is part of the LinkedIn Pages Terms and sets forth the responsibilities of LinkedIn and us regarding the processing of Page Insights. The Page Insights Joint Controller Addendum is available here: Page Insights Joint Controller Addendum (linkedin.com).

For more detailed information about how LinkedIn processes personal data and how you can exercise your rights as a data subject with respect to LinkedIn, please refer to LinkedIn’s Privacy Policy, which is published here: https://de.linkedin.com/legal/privacy-policy.

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Xing

We operate a Xing fan page on Xing, a service provided by New Work SE, Am Strandkai 1, 20457 Hamburg, Germany (hereinafter “Xing”).

For more detailed information on how Xing processes personal data and how you can exercise your rights as a data subject with respect to Xing, please refer to Xing’s Privacy Policy: https://privacy.xing.com/en/privacy-policy.

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Facebook / Instagram

We operate a fan page on both Facebook and Instagram, services provided by Meta Platforms Ireland Limited, 4 Grand Canal Square, Dublin 2, Ireland (hereinafter “Meta”).

We are jointly responsible with Meta Platforms Ireland Ltd. for the collection and processing of data from visitors to our fan pages. The legal basis is our legitimate interest in this information for advertising purposes, pursuant to Article 6(1)(f) of the GDPR. We have therefore entered into a joint controller agreement with Meta regarding the processing of your data in accordance with Article 26 of the GDPR. The agreement with Meta specifically stipulates the security measures Meta must observe and that Meta must fulfill the rights of data subjects. You can view the terms of the agreement with Meta here: Facebook Controller Addendum

For more detailed information on how Meta processes personal data and how you can exercise your data subject rights with Meta, please refer to Meta’s Privacy Policy: https://de-de.facebook.com/privacy/policy/.

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YouTube

We operate a corporate channel on YouTube, a service provided by Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland (hereinafter “Google”).

For more detailed information on how Google processes personal data and how you can exercise your rights as a data subject with respect to Google, please refer to Google’s Privacy Policy: https://policies.google.com/privacy?hl=de.

 

9. User Rights

 

As a user, you have the right to receive, upon request and free of charge, information about what personal data has been stored about you. You also have the right to have incorrect data corrected and to restrict the processing or erasure of your personal data. If applicable, you may also exercise your right to data portability. If you believe that your data has been processed unlawfully, you may file a complaint with the competent supervisory authority.

 

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Deletion of Data / Right to Object

Provided that your request does not conflict with a legal obligation to retain data (e.g., data retention), you have the right to have your data deleted. Data stored by us will be deleted immediately if it is no longer necessary for its intended purpose and there are no statutory retention periods. If deletion is not possible because the data is required for legitimate legal purposes, data processing will be restricted. In this case, the data will be blocked and will not be processed for any other purposes.

Users of this website may exercise their right to object and object to the processing of their personal data at any time.

If you wish to request a correction, blocking, deletion, or information regarding the personal data stored about you, or if you have questions regarding the collection, processing, or use of your personal data, or if you wish to revoke any consent you have given, please contact our Data Protection Officer by email at: datenschutz@syncwork.de.

 

10. Incorporation, Validity, and Up-to-Date Status of the Privacy Policy 

 

By using our website, you consent to the use of your data as described above. This Privacy Policy is currently in effect and is dated April 28, 2026.

 

As our website evolves or new technologies are implemented, it may become necessary to amend this Privacy Policy. Syncwork AG reserves the right to amend the Privacy Policy at any time with future effect. We therefore recommend that you review the current Privacy Policy from time to time.