Data Protection Declaration

If you wish to request a service/support, make a maintenance request or initiate a maintenance order from our company via our website, or if you have any questions about products or prices, it is necessary to process your personal data. If there is no legal basis for processing personal data, we will obtain the consent of the data subject. This will be evident in the appropriate places. This may be necessary if you register on our website, request our newsletter or contact us via our contact form.

The legal basis for processing operations for which we obtain your consent for processing purposes is Art. 6 (1) (a) GDPR. If the processing of personal data is necessary to fulfil or initiate a contract (e.g. for the provision of our services, or, in the case of service requests/orders, inquiries about our products and services), such processing is carried out in accordance with Art. 6 (1) (b) GDPR.

We store and use the personal data you provide, such as name, company/practice, address, area of activity, email address and telephone number, for the purpose of providing our services and individual communication with you in accordance with the General Data Protection Regulation (GDPR) and the German Data Protection Act (Bundesdatenschutzgesetz, BDSG).

The legal basis for the processing of data transmitted in an email or via one of our contact forms is Art. 6 (1) (f) GDPR. If the email contact is aimed at concluding a contract, the additional legal basis for data processing is Art. 6 (1) (b) GDPR.

Data transfer

If we use external service providers to provide services, their access to the data is also exclusively for the purpose of providing the service. In the case of price enquiries, purchase enquiries or other data required for the sales and/or service process, we pass on the data to the specified specialised trade partner for the purpose of processing your enquiry. The legal basis is Art. 6 (1) (b) GDPR.

If necessary, we may forward your request to our parent/sister company if they have a suitable offer that matches your request.

Your data will not be passed on to other third parties. We take technical and organisational measures to ensure compliance with data protection regulations and require our external service providers to do the same.

You can register for the “Extranet” dealer login and/or the “MyKaVo” or “KaVo Portal” dealer login by providing personal data. Clicking on the corresponding menu items will take you to separate websites hosted by us or our service provider. The data entered as part of this registration can be seen in the input mask for the respective registration form.

When you register, we store your IP address and the date and time of registration. This serves as a safeguard in the event that a third party misuses your email address and misuses our service without your knowledge. We do not collect any other data. Your data will not be passed on to third parties unless there is a legal obligation to pass them on or if such transfer serves the purpose of criminal prosecution.

You have the option of changing the personal data provided during registration at any time or having them completely deleted by us, subject to retention periods stipulated by law and/or the German Fiscal Code.

Your registration is required for the provision of certain content and services on our website. The legal basis for the processing of the data is Art. 6 (1) (a) GDPR if the user has given their consent. If the registration serves the fulfilment of a contract to which the user is a party or the implementation of pre-contractual measures, the additional legal basis for the processing of the data is Art. 6 (1) (b) GDPR. The data are deleted as soon as they are no longer required to achieve the purpose for which they were collected. 

We use the services of carefully selected service providers to create accounts and manage user accounts and login data. We have concluded an order processing contract with the providers in accordance with Art. 28 GDPR.

Data transfer

If we use external service providers to provide services, their access to the data is also exclusively for the purpose of providing the service. These are carefully selected and, if required by law, contractually obliged in accordance with Art. 28 GDPR. In the case of price enquiries, purchase enquiries or other data required for the sales and/or service process, we pass on the data to the specified specialised trade partner for the purpose of processing your enquiry. The legal basis is Art. 6 (1) (b) GDPR. 

If necessary, we may forward your request to our parent/sister company if they have a suitable offer that matches your request.

When you order the KaVo Box original factory repair, we transmit your data (name, address, telephone number and email address) to our contracted service provider so that they can perform the pick-up and delivery service for you. The legal basis is Art. 6 (1) (b) GDPR.

We use the service provider SendGrid to transmit the “transactional” emails that are sent as part of your order or registration. Transactional emails are automated emails that are triggered by certain actions of a customer or contact (e.g. order confirmations or status changes for orders). SendGrid is provided by Twilio Inc (101 Spear Street, 5th Floor, San Francisco, California, 94105, United States of America), a company based in the USA. We have concluded an order processing contract with the service provider in accordance with Art. 28 GDPR. The legal basis for sending transactional emails is Art. 6 (1) (b) GDPR. 

The appropriate level of data protection for the transfer of data to the USA is guaranteed by the EU-US Data Privacy Framework. You can access and view the provider’s privacy policy https://www.twilio.com/en-us/legal/privacy. 

Your data will not be passed on to other third parties. We take technical and organisational measures to ensure compliance with data protection regulations and require our external service providers to do the same.

We conduct satisfaction surveys of existing customers at irregular intervals for the purpose of improving our services, quality assurance and product enhancement. Participation in the survey is voluntary.

We process your personal data in accordance with the provisions of the General Data Protection Regulation (GDPR) and the Federal Data Protection Act (BDSG) as part of a balancing of interests (Art. 6 (1) (f) GDPR) in conjunction with Section 7 (3) UWG. The UWG allows us to do this if you provide us with your email address in connection with the sale of a product or service and you have not objected to its use.

We store the questions and answers from the survey. The anonymous survey results are evaluated and processed internally by the Marketing department. The results are also evaluated and analysed exclusively by employees of KaVo Dental GmbH.

Your answers will be completely anonymised and deleted as soon as we have completed the evaluation and there are no reasons that justify longer storage (e.g. if you have given your consent in accordance with Art. 6 (1) (a) GDPR).

If your personal data is processed on the basis of Art. 6 (1) (f) GDPR, you have the right to object if there are reasons for this arising from your particular situation or if the objection is directed against direct advertising (Art. 21 GDPR). You can object to the processing of your data from the customer survey or the receipt of direct advertising. If you object to direct advertising, we will no longer send you any advertising messages. Automated messages for the ordering and shipping process remain unaffected.

Any consent given to the processing of personal data can be revoked at any time. The legality of data processing based on consent remains unaffected until such consent is revoked. If you wish to exercise your right to object, simply send an email to privacy@kavo.com.

Where the need arises, we use the Teams tool from the Microsoft Corporation to conduct telephone/video conferences online. This may also include job interviews, training sessions and further development.

Neither you nor we are permitted to make image or sound recordings.

Various types of data are processed when using MS Teams as part of a telephone/video conference. The scope of the data also depends on the data you provide before or while taking part in a telephone/video conference.

The following personal data may be processed during a telephone/video conference:

• Contact details (e.g. your email address, if you provide it personally)
• Log files, log data
• Metadata (e.g. topic and description of the meeting, IP address, time of participation)
• Profile details (e.g. your user name, first name, surname if you have provided these yourself)

To participate in a telephone/video conference, you will receive an invitation (invitation link or calendar appointment), which is emailed to the email address that you have provided to us. Your registration data will be processed by us.

To take part in a telephone/video conference, you must at least provide your name. You can deactivate transmission via microphone and camera at any time via the corresponding settings.

Insofar as personal data of employees of KaVo Dental GmbH is processed, Section 26 (1) of the Federal Data Protection Act (Bundesdatenschutzgesetz, BDSG) is the legal basis for such processing. If, in connection with the use of MS Teams, personal data is not required for the establishment, implementation or termination of the employment relationship, but is nevertheless an elementary component of the use of MS Teams, Art. 6 (1) (f) GDPR serves as the legal basis for data processing. In such cases, our interest lies in the effective implementation of telephone/video conferencing.

When conducting job interviews via MS Teams, the legal basis is Section 26 (1) BDSG.

Otherwise, the legal basis for data processing when conducting telephone/video conferencing is Art. 6 (1) (b) GDPR, insofar as this is conducted within the framework of contractual relationships. If there is no contractual relationship, the legal basis is Art. 6 (1) (f) GDPR. Here too, our interest lies in the effective implementation of telephone/video conferencing and online events.

The provider Microsoft may obtain knowledge of the aforementioned data in order to process it as part of order processing. All data traffic is encrypted (MTLS, TLS or SRTP) and data is generally stored on servers in the European Economic Area (EEA). From a data protection perspective, Microsoft is a “third-country” provider (in this case the USA), where the level of data protection does not correspond to that of the EU. In order to ensure an adequate level of data protection for any transfer of personal data, we have entered into contractual agreements to protect your privacy (which include the new EU standard contractual clauses).

 Insofar as data transfer to third countries is planned and there are no data protection adequacy rulings or suitable guarantees, it is possible that authorities in the respective third country (e.g. secret services) could gain access to the transmitted data in order to collect and analyse it, so the enforceability of your rights as a data subject cannot be guaranteed.

Further information is provided in Microsoft’s privacy statement, available at https://privacy.microsoft.com/en-gb/privacystatement

As part of the warranty extension process for KaVo products, we process personal data relating to the contract reason. These include your personal data (name, address, contact information, date of purchase, etc.) as well as any other data that you provide to us as part of the warranty extension process. The legal basis is Art. 6 (1) (b) GDPR. Beyond the actual fulfilment of the pre-contract or contract, we process your data if this is necessary to fulfil our legal obligations (Art. 6 (1) (c) GDPR).

Data transfer

As part of the warranty extension process, your data will be passed on to (specialist) commercial partners to enable billing, settle payments or carry out maintenance/repair of KaVo products in accordance with the terms of the warranty.

You have the opportunity to apply for vacancies at our company. Clicking on the menu item “Career” will take you to vacancies offered at KaVo Dental GmbH. If you apply for an advertised position via email karriere@kavo.com, karrierestart@kavo.com, ausbildung@kavo.com or schuelerpraktikum@kavo.com or by post, your application data will be collected and processed electronically in our applicant management system for the purpose of handling the application process. Only the specialist departments involved in the application process have access to this applicant management system. If your application culminates in the conclusion of an employment contract, we may store the data that you have submitted in your personnel file for the purpose of the usual organisational and administrative process, in compliance with the relevant legal regulations. According to Section 26 (1) (1) BDSG in conjunction with Art. 88 (1) GDPR, data protection law permits the collection of data required for the establishment of the employment relationship. If you voluntarily provide us with information about yourself that goes beyond what is necessary, this takes place on the basis of consent in accordance with Art. 6 (1) (1) (a) GDPR. As part of the processing, your data may be transferred to persons within our company, as well as service providers who are contractually bound and obliged to maintain confidentiality and perform partial data processing tasks.

If an application is rejected, we will delete the data transmitted to us three months after notification of the rejection. However, the data will not be deleted if they require longer storage of up to six months or until the conclusion of legal proceedings due to legal provisions, e.g. due to the burden of proof under the General Equal Treatment Act (Allgemeines Gleichbehandlungsgesetz, AGG).

If your application for a specific position is rejected, you may be given the option of being included in our applicant pool. If you have given us your consent to this in writing within 4 weeks (preferably by email), we may include you in the applicant pool and contact you again if we believe there are suitable positions that match your profile. Your application will be stored in the applicant pool for a maximum of 12 months, after which we will automatically delete your data. The legal basis for this is Art. 6 (1) (a) GDPR (your consent). Of course, you can withdraw your consent at any time in accordance with Art. 7 (3) GDPR by notifying us with future effect.

When you register for the KaVo portal, use one of our contact forms on our website or subscribe to our newsletter, your personal data is encrypted and transmitted via the internet using TLS. We take technical and organisational measures to secure our website and other systems against loss, destruction, access, modification or distribution of your data by unauthorised persons.

On our website, we give you the opportunity to contact us by email and/or via the contact forms provided. The information you provide will be stored for the purpose of processing your contact. Reference is made to this data protection declaration policy for the data processing as part of the sending process. We process personal data from the input mask in our contact form solely in order to process the contact.

Alternatively, you can contact us via the email addresses provided. In this case, the user’s personal data transmitted with the email will be stored.

The legal basis for the processing of the data is Art. 6 (1) (a) GDPR if the user has given their consent. The legal basis for the processing of data transmitted in the course of sending an email and/or via one of our contact forms is Art. 6 (1) (f) GDPR. If the contact is aimed at concluding a contract, the additional legal basis for such processing is Art. 6 (1) (b) GDPR. The data will be deleted as soon as they are no longer required to achieve the purpose for which they were collected and there are no retention periods to the contrary. They will not be passed on to third parties.

19. Changes and updates to the Data Protection Declaration

Updates to our privacy policy may result from changes to the data processing we carry out, or from changes in the law, court rulings, changes to our company's contact information, etc. We therefore ask you to inform yourself regularly about the content of our Data Protection Declaration.
 

As of April 2024