- Overview
- Name and contact details of the data controllers responsible for the data processing and of the company data protection officer
- Purposes of data processing, legal basis, legitimate interests pursued by us or a third party, categories of recipients
- Your rights
1. Overview
The following data protection information provides you with an overview of the nature and extent of personal data processing carried out by Beauty Media Solutions GmbH.
Personal data is information that is or can be attributed directly or indirectly to your person.
Every time you visit the Beauty Media Solutions GmbH website/application, different kinds of information are exchanged between your end device and our server. This can also include personal data. The information collected in this way is used, for example, to make the contents of the website available to you and to prevent unauthorised access.
2. Name and contact details of the data controllers responsible for the data processing and of the company data protection officer
This data protection information applies to data processing performed by
Beauty Media Solutions GmbH (“Data Controller” or “we”, “us” etc.)
Luise-Rainer-Straße 7-11
40235 Düsseldorf
Managing Directors: Jessica Koch, Philipp Andrée
Commercial register: Local Court of Düsseldorf HRB 87780
Telephone: +49 (0)211 16847 3321
The Beauty Media Solutions GmbH data protection officer can be contacted under the above address, c/o Data Protection Department, or by sending an email to datenschutz@douglas.de.
3. Purposes of data processing, legal basis, legitimate interests pursued by us or a third party, categories of recipients
3.1. Visiting our website
Whenever you visit our website/application, the browser used on your end device automatically sends information to our website server. The information is then temporarily stored in a log file. The following information is collected without further action on your part and is stored for seven days before being automatically deleted:
- The IP address of the calling internet-enabled device
- The date and time of access
- The name and URL of the file opened
- The website/application that directed the user to our website (referrer URL)
- The browser you use, possibly the operating system of your internet-enabled computer, and the name of the access provider
The legal basis for processing the IP address is Article 6(1)(f) GDPR. Our legitimate interest is based on the purposes listed below:
- To ensure trouble-free connection
- To ensure that our website/application is easy to use
- To analyse system security and stability
- For other administrative purposes
3.2. Contacting Beauty Media Solutions GmbH
You can contact us in different ways, in particular by using the contact form provided on our website or by email. The data processing carried out in connection with your message can serve different purposes, depending on the content of your message. We generally store and process the data provided so that we can handle your inquiry.
The legal basis for processing your data within the context of you contacting us is Article 6(1)(f) GDPR, based on our legitimate interest to communicate with (potential) business partners and other third parties.
Personal data stored in connection with your inquiry will be deleted as soon as they are no longer required, provided they are not (any longer) subject to statutory retention requirements. The necessity of ongoing storage is checked at least once a year. We are usually obliged to store copies of our business correspondence for six years, beginning at the end of the respective year. The legal basis for this storage is Article 6(1)(c) GDPR (compliance with a legal obligation).
3.3. Newsletter
On our website we offer you the possibility to register for our newsletters. In order to ensure that no mistakes are made when entering the email address, we use the so-called double opt-in procedure: After you have entered your email address in the registration field, we will send you a confirmation link. Only when you click on this confirmation link will your email address be added to our mailing list. The processing of your electronic contact data at this point is based solely on your consent (Article 6(1)(a) DSGVO).
By registering, you consent to us collecting the data stored about you (surname, first name, email address, information voluntarily provided by you such as your job title, telephone number), using it for our own market and opinion research and, on this basis, sending you personalised advertising and special offers exclusively relating to our products and services, by email, on the Beauty Media Solutions websites and in any form of contact from you to Beauty Media Solutions GmbH.
You can revoke this consent at any time, e.g. via the ‘unsubscribe’ link contained in every e-mail. Your revocation does not affect the lawfulness of the processing of your data for the respective purpose based on your consent until revocation.
3.4. Website analytics
For website analytics we use “Piwik PRO”, a product provided by Piwik PRO GmbH, Kurfürstendamm 21, 10719 Berlin, Deutschland. You can find out more about the data processed through the use of Piwik PRO in the Privacy Policy at https://piwikpro.de/datenschutz/.
The purpose of this service is to analyse the website usage of visitors to our website. Your browser transmits data about your use of our website to servers of Piwik PRO or service providers commissioned by them in the EU, where they are further processed in accordance with Piwik Pro’s privacy policy. Piwik PRO may use cookies, tags, IP addresses and so-called fingerprinting for this purpose. This may include the collection or processing of the following data:
- The (shortened) IP address of the requesting internet-enabled device.
- The date and time of access
- The name and URL of the file accessed
- The website/application from which the access was made (referrer URL)
- The browser you are using and, if applicable, the operating system and other properties of your internet-enabled computer (e.g. your screen resolution).
The cookies used in this context have a storage period of up to 2 years. Insofar as Piwik PRO stores the collected data as our data processor, the storage period of the data is limited to a maximum of 14 months. Where Google stores the data as its own responsible data controller, the storage period may be longer.
The legal basis for the processing of your data associated with Piwik PRO is Art 6(1)(a) GDPR in conjunction with your consent. You can withdraw this consent at any time in the cookie settings. The withdrawal of consent shall not affect the lawfulness of processing based on the consent before its withdrawal.
3.5. Microsoft bookings and Teams
The following privacy notice informs you about the nature and extent of the processing of so-called personal data by Beauty Media Solutions GmbH in connection with the use of Microsoft Teams and the Microsoft Bookings tool.
Responsible Entity
This privacy notice applies to data processing by:
Beauty Media Solutions GmbH
(“Controller” or “we”, “us”, etc.)
Luise-Rainer-Straße 7-11
40235 Düsseldorf
Email: marketingsolutions(at)douglas.de
Phone: +49 174 780 3806
and for the use of the Microsoft Bookings tool for viewing and scheduling available appointments in connection with the self-service offered by Beauty Media Solutions GmbH. For registration, we provide a Microsoft Bookings registration form. Additionally, data processing applies to the use of Microsoft Teams for internet communication.
The Data Protection Officer of Beauty Media Solutions GmbH can be reached at the above address, Attn: Data Protection Department, or by email at datenschutzbeauftragter(at)douglas.de.
Purposes and Legal Basis of Data Processing
We process data based on a legitimate interest according to Art. 6 para. 1 sentence 1 lit. f. The purpose and legitimate interest of this data processing are to provide communication options with our customers, business partners, and prospects over the internet, as well as for internal coordination. Additionally, the data processing serves to simplify appointment scheduling.
Furthermore, the legal basis for data processing during appointment scheduling and the conduct of Teams meetings is Art. 6 para. 1 sentence 1 lit. f GDPR, as long as the appointment scheduling and/or meetings are conducted within the framework of contractual relationships.
Through Microsoft Teams, we can offer you participation via video and audio in our teleconferences, online meetings, videoconferences, and/or online events (hereinafter: Teams Meetings). No recording takes place on our part unless we have obtained your prior consent.
In Teams Meetings, all participants can set their audio and video inputs themselves. Unauthorized processing by other participants, e.g., by recording the meeting, cannot be conclusively excluded or prevented by us.
Use of Microsoft Bookings and Microsoft Teams
Various types of data may be processed when using Microsoft Bookings and Microsoft Teams. This also depends on what data you enter in the Microsoft Bookings registration form and provide before or during participation in a Teams Meeting.
We process the following personal data in connection with the use of Microsoft Bookings:
- First and last name
- Email address
- Phone number
- Log files
We process the following personal data in connection with the use of Microsoft Teams:
- User information (e.g., profile picture, display name, phone number, email address, if you provide this personal data)
- Log files
- Protocol data
- Meeting metadata (e.g., IP address, date, time, participation time, meeting ID, location, etc.)
- Text, audio, and video data: You can use the chat function in a Teams Meeting. In this respect, the text entries you make will be processed to display them in the Teams Meeting. Files you share in chats will be stored in the Microsoft OneDrive for Business account of DOUGLAS. To display videos and enable audio playback, data from the microphone and any camera on your device will be processed during the meeting. You can turn off or mute the camera or microphone at any time via Microsoft Teams. Additionally, files shared by team members in a channel are stored on the SharePoint site of the Teams Meeting.
You can participate in Teams Meetings without your own Microsoft user account. If you use your own Microsoft user account for participation, additional data may be processed according to the terms of your Microsoft user account.
Your personal data will be deleted 90 days after the deactivation of your access. You can deactivate your account through your Microsoft user profile or request us to do so.
You can contact us in various ways, primarily via email at marketingsolutions(at)douglas.de. The data processing that occurs in the context of contacting us may serve different purposes depending on the content of your communication. Generally, we store and process the provided data to handle the matter for which you contacted us.
The legal basis for processing your data in the context of contacting us is Art. 6 para. 1 sentence 1 lit. f GDPR, based on our legitimate interest in communicating with (potential) business partners and other third parties.
The data stored in connection with contacting us will be deleted once it is no longer necessary and no statutory retention requirements apply. A review to determine if further storage is required takes place at least annually. Generally, we are required to retain copies of our business correspondence for six years (from the end of each year). The legal basis for this retention is Article 6 para. 1 sentence lit c GDPR (compliance with a legal obligation).
Categories of Recipients
Personal data processed in connection with the use of Microsoft Bookings and participation in Teams Meetings are generally not disclosed to third parties unless intended for disclosure.
Additional Recipients:
Microsoft Ireland Operations Limited (hereinafter “Microsoft”)
One Microsoft Place
South County Business Park Leopardstown
Dublin 18
D18 P521
Ireland
Microsoft Bookings and Microsoft Teams are products of Microsoft’s Office 365 software. Data processing with Office 365 occurs on our behalf on servers in data centers within the European Union in Ireland and the Netherlands. Microsoft necessarily gains knowledge of the aforementioned data, as provided in our data processing agreement with “Microsoft Bookings” and “Microsoft Teams.”
For remote maintenance purposes, Microsoft may request remote access. This access is reviewed and approved by us on a case-by-case basis if necessary for the execution of support services by Microsoft (e.g., troubleshooting). In such cases, remote access may also be conducted by Microsoft’s affiliated companies outside the European Union. For this specific case of access from outside the EU, we have concluded standard contractual clauses with Microsoft. A copy of Microsoft’s standard contractual clauses can be found in the Microsoft Online Services Terms, which are available in your language at the following link:
https://www.microsoftvolumelicensing.com/DocumentSearch.aspx?Mode=3&DocumentTypeId=31.
According to its privacy policy, Microsoft reserves the right to process customer data for its own legitimate business purposes. We have no control over this data processing by Microsoft. To the extent that Microsoft Teams processes personal data in connection with legitimate business purposes, Microsoft is the independent controller of these data processing activities and is responsible for compliance with all applicable data protection regulations. If you need information about the processing by Microsoft, please refer to Microsoft’s privacy statement:
https://privacy.microsoft.com/de-de/privacystatement.
Your Rights
Under the provisions of the GDPR, you have various rights that you can assert against us. This includes, among others, the right to object to certain data processing activities, especially data processing for advertising purposes. In addition to the right to withdraw your consent given to us, you also have the following rights, provided the respective legal requirements are met: right to access your personal data stored by us according to Art. 15 GDPR, right to rectify incorrect or complete correct data according to Art. 16 GDPR, right to delete your personal data stored by us according to Art. 17 GDPR, right to restrict the processing of your data according to Art. 18 GDPR, right to data portability according to Art. 20 GDPR, right to file a complaint with a supervisory authority. Usually, you can contact the supervisory authority of your usual place of residence, workplace, or our company headquarters.
You have the right to object at any time, for reasons arising from your particular situation, to the processing of personal data concerning you based on is Art. 6 para. 1 sentence 1 lit. f GDPR; this also applies to profiling based on this provision. We will then no longer process the personal data unless we can demonstrate compelling legitimate grounds for the processing that override your interests, rights, and freedoms, or the processing serves the establishment, exercise, or defense of legal claims.
Right to Object
If your personal data is processed for direct marketing purposes, you have the right to object at any time to the processing of personal data concerning you for such marketing; this also applies to profiling to the extent that it is related to such direct marketing. If you object to processing for direct marketing purposes, your personal data will no longer be processed for these purposes.
We adapt this privacy notice to changed functionalities or legal situations. Therefore, we recommend that you regularly review this privacy notice.
Status: 25.07.2024
3.6. Categories of recipients
We can commission external service providers (e.g. data centres, consultants) to perform the data processing for certain tasks. When we cooperates with such service providers, they are bound by contractual agreements to observe data protection to the same extent as we are.
4. Your rights
4.1. Overview
Under the provisions of the GDPR you have various rights that you can assert against us. They include, for example, the right to appeal against specific data processing, in particular data processing for advertising purposes. Along with the right to revoke the declaration of consent you made to us, you are entitled to the following further rights if the relevant legal prerequisites are fulfilled:
- Right to information about your personal data that is stored by us pursuant to GDPR Art. 15,
- Right to rectification of incorrect data or to completion of incomplete personal data pursuant to GDPR Art. 16,
- Right to erasure of your data stored by us pursuant to GDPR Art. 17,
- Right to restriction of processing of your data pursuant to GDPR Art. 18,
- Right to data portability pursuant to Art. 20 DSGVO,
- Right to lodge a complaint with a supervisory authority. For this purpose, you can usually contact the supervisory authority in charge for your customary place of residence or workplace, or for our headquarters.
4.2. Right to object
You have the right to object, on grounds relating to your particular situation, at any time to processing of personal data concerning you which is based on Article 6(1)(f) GDPR, including profiling based on this provision. We will then no longer process the personal data unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or for the establishment, exercise or defence of legal claims.
Where your personal data are processed for direct marketing purposes, you have the right to object at any time to such processing of personal data concerning you for such marketing, which includes profiling to the extent that it is related to such direct marketing. When you object to processing for direct marketing purposes, your personal data will no longer be processed for such purposes.
