Data Privacy Notice

This Data Privacy Policy describes how our firm (“us”, “we”, “XBV”),

XBV UG (haftungsbeschränkt), Reisinger Str. 65, Ismaning 85737, Germany

email: contact@x-bv.de, phone: 016092407603 (interim), website: https://www.x-bv.de

uses your personal data and which rights and options you have in this respect. It applies to personal data that you provide to XBV or which is derived from such data as part of our business relationship with you or when you visit our website (“the Service”).

Third party websites

Our website may contain include embedded content (e.g. videos, images, links etc.) from third parties that are not operated by us. Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website. This Privacy Policy does not address the privacy policy and other practices of any third parties, including any third party operating any website or service that may be accessible via a link on the XBV website. We strongly advise you to review the privacy policy of every site you visit. We have no control over and assume no responsibility for the content, privacy policies or practices of any third party sites or services.

General considerations

By accessing or using the Service, you are consenting to the collection, use and disclosure of your information in accordance with this Privacy Policy. If you do not consent to the same, please do not access or use the Service.

As far as guests on the website are concerned, XBV has imagined the Website architecture so that, it can generally be visited without the need to identify or disclose any personal information. The basic information collected is used for traffic analysis, improving the content of the Website and public perception of the Website.

Unless agreed differently in a contract, as far as Customers or potential Customers are concerned, the data provided by them during or after the signing of the contract will be used exclusively for the performance of the contract between XBV and the respective Customer, will not be transmitted in any form to third parties other than those authorised and will not be subject to any disclosure.

XBV`s website is not directed at nor targeted at children. No one who has not reached the age of thirteen may use the website unless supervised by an adult. By accessing this website you represent and warrant that you are 13 years of age or older. If you believe that a child under 13 may have provided us their personal data, please contact us using the contact details in this notice.

Who is responsible for your personal data?

XBV is the responsible data controller for any personal data you provide to us in connection with our business relationship.

You can engage with us through social media websites or through features on this website that integrate with social media sites. When you engage with us through social media sites, you may allow us to have access to certain information from your social media profile based upon your privacy preference settings on such platform.

If you are dissatisfied with any aspect of our Data Privacy Notice, you may have legal rights and, where relevant, we have described these in the ‘Your Data Protection Rights’ section below.

Which categories of data do we collect?

We may collect and process the following categories of personal data:

Business contact information, such as full name, work address, work telephone number, work mobile phone number, work fax number and work email address, mobile device unique identifier and the IP address of your computer if you use our website
Cookies and other website user tracking. Full details can be found in our Cookie Notice
Payment data, such as data necessary for processing payments and fraud prevention, including credit/debit card numbers, security code numbers and other related billing information
Further business information necessarily processed in a business or other contractual relationship with XBV or voluntarily provided by you, such as orders placed, purchases, services and other business activities, product feedback, survey responses and any other information you may provide to us
Your image, actions and attendance information when you visit offices or attend one of our events
Your name, email address, role, video, audio, text data, personal opinions, actions taken or contributions made (e.g. attendee participation and chat logs) when attending a digitally recorded/transcribed on-line corporate event, training or business presentation or meeting
Information about your interests and preferences and other information obtained by the analytics described above, in particular your activities when you use our websites and any products, downloadable content (e.g. whitepapers) or other services we offer to you online. This includes which content you download, click or view for how often and how long
Information collected from publicly available resources, integrity databases and credit reference agencies
If legally required for compliance purposes, information about relevant and significant litigation or other legal proceedings against you or a third party related to you and interaction with you which may be relevant for antitrust purposes
Special categories of personal data or Sensitive Personal Information – In connection with the registration for and provision of access to an event or seminar, we may ask for information about your health for the purpose of identifying and being considerate of any disabilities or special dietary requirements you may have. Any use of such information is based on your consent. If you do not provide any such information about disabilities or special dietary requirements, we will not be able to take any respective precautions

For which purpose do we use your data?

We will process your personal data for the following purposes (“Permitted Purposes”):

Planning, performing, managing and administering your (or a third party to whom you are related) contractual business relationship with XBV, e.g. by performing transactions and orders of products or services, processing payments, performing accounting, auditing, billing and collection activities, arranging shipments and deliveries, facilitating repairs and providing support services or providing you with other services or things you may have requested. For the avoidance of doubt all such relationships are considered to occur on a business-to-business (“B2B”) basis
Administration and video/audio/transcription recording of corporate events, training and business presentations and meetings to enable event participants/non attendees to access the recording and, where AI tools are used (e.g. Microsoft 365 Copilot AI; Google Gemini; ChatGPT), to help organize scheduling, note-taking, summarizing discussions and recording action items
Maintaining and protecting the security of our products, solutions, services and websites or other systems (and those of our clients), preventing and detecting security threats, fraud or other criminal or malicious activities
Ensuring compliance with legal obligations (such as record keeping obligations), compliance screening or recording obligations (e.g. under antitrust laws, export laws, trade sanction and embargo laws or to prevent white-collar or money laundering crimes), which may include automated checks of your contact data or other information you provide about your identity against applicable sanctioned-party lists and contacting you to confirm your identity in case of a potential match or recording interaction with you which may be relevant for antitrust purposes
Informing you, where permitted in accordance with local laws, within an existing business relationship about our products or services which are similar or relate to such products and services which have already been purchased or used within that business relationship
Solving disputes, enforcing our contractual agreements and to establish, exercise or defend legal claims
Ensuring compliance with legal obligations, e.g. to keep sales records for tax purposes or to send notices and other disclosures as required by law

Marketing and legitimate interest

With regard to marketing-related types of communication (i.e. emails and phone calls), we will, where legally required, only provide you with such information after you have opted in and provide you the opportunity to opt out if you do not want to receive further marketing-related types of communication from us.

We consider that our legitimate interests justify the processing; we find such interests to be justified considering that the data is limited to browsing activities related to what is considered business or professional related (our website does not offer any content directed to individual consumers, nor any content which might be used for any inferences about your private life habits or interests). The information that we may receive directly from you is completely voluntary and at your option. Where consent is required specifically, we will obtain consent before processing.

How do we collect and use data?

We will typically collect your personal data directly from you when you interact with us, e.g. when you visit our website, join our on-line events presentations, meetings, communicate with us in relation to our products and services, submit an order, register to receive our newsletter or participate in our customer surveys.

Where do we process personal data?

We process your personal data within the European Economic Area. In case there is a need to transfer your data to recipients in other countries outside of this area, this will be done by way of data transfer agreement, incorporating the current standard contractual clauses adopted by the European Commission for the transfer of personal data by data controllers in the European Economic Area to data controllers and processors in jurisdictions without adequate data protection laws.

How do we protect your personal data?

We maintain physical, electronic and procedural safeguards in accordance with the technical state of the art and legal data protection requirements to protect your personal data from unauthorized access or intrusion. These safeguards include using specialized third party providers who implement specific technologies and procedures designed to protect your privacy, such as secure servers, firewalls and SSL encryption. We will strictly comply with applicable laws and regulations regarding the confidentiality and security of personal data.

However, given the inherent risks, we cannot guarantee absolute security and consequently, we cannot ensure or warrant the security of any information you transmit to us and you do so at your own risk.

With whom do we share your data?

We may share your personal data as follows:

We may instruct service providers (so called data processors) domestically or abroad, e.g. shared service centres, to process personal data for the Permitted Purposes on our behalf and in accordance with our instructions only. XBV will retain control over and will remain fully responsible for your personal data and will use appropriate safeguards as required by applicable law to ensure the integrity and security of your personal data when engaging such service providers
With courts, law enforcement authorities, regulators or attorneys if legally permitted and necessary to comply with a legal obligation or for the establishment, exercise or defence of legal claims
With credit reference agencies and other companies for use in credit decisions

Otherwise, we will only disclose your personal data when you direct or give us permission (including when you agree to participate in social/corporate responsibility) or when we are required by applicable law or regulations or judicial or official request to do so, or when we suspect fraudulent or criminal activities.

We use Google Analytics to measure traffic to our website. Google has its own privacy policy which you can review here. If you would like to opt out of tracking by Google Analytics, please visit the Google Analytics page.

How long do we store your data?

We will hold your personal data for as long as necessary to provide the services, products or information you have requested, to administer your business relationship with us and to comply with our legal obligations, resolving disputes and enforcing our policies.

Your data protection rights

We respect your right to be informed, access, correct, request deletion or request restriction, portability, objection, and rights in relation to automated decision making and profiling, in our usage of your personal information as may be required under applicable law. We also take steps to ensure that the personal information we collect is accurate and up to date. Subject to such laws, you may have the following rights:

You can request information as to what personal data is stored
You can request that we correct, delete or restrict the processing (block) of your personal data, provided these actions are permitted by law and in compliance with existing contractual conditions
You have the right to file complaints with the supervisory authority. The supervisory authority responsible for XBV is Bayerisches Landesamt für Datenschutzaufsicht (BayLDA), 91504 Ansbach, Germany
You have the right to the portability of data you have made available to us on the basis of consent or a contract (data portability)
If you have given us your consent to data processing, you can withdraw it at any time by the same means by which it was given. Any processing of your personal data that took place from the time at which you granted your consent until the time at which you withdrew it will be considered to have been lawful.
You can object to data processing for reasons arising from your particular circumstances if the data processing is based on our legitimate interests or is necessary to meet an official requirement.
You can opt out of targeted advertising at any time. This takes effect for the future (advertising opt-out).

Changes to this notice

This Data Privacy Notice was last updated on 26 January 2025 and specifically complies with the transparency/notification requirements of the GDPR, those of the CCPA and all applicable data privacy laws. From time to time, we may make change or amend it as required to reflect any changes to the way in which we use your personal data or changing legal requirements. So, you may wish to check back from time to time.

Data protection contacts

If you have any questions, comments, complaints, grievances or suggestions in relation to this privacy policy, require an alternative format copy, or any other concerns about the way in which we process information about you, please contact our representative using the email address provided at the beginning of the notice.

Cookies

To learn more about how we use cookies and your choices in relation to these tracking technologies, please refer to our Cookie Notice.