Data Protection Policy

Definiens Online Privacy Notice /Art. 13 GDPR

Data protection is of high concern to Definiens. For this reason, the processing of our website visitors´ data is carried out exclusively in compliance with the applicable data protection regulations.

We collect and process your personal data on this website only if you provide it to us, for example by completing our contact form, ordering or registering products, downloading software, registering for events, marketing or promotional activities, subscribing to newsletters or press distribution lists, participating in online surveys, webinars, discussion groups or forums, or entering contests.

During your visit to our website our servers automatically capture tracking data. Details of tracking data are also provided as part of this privacy notice.

Personal data is any information relating to an identified or identifiable natural person (hereinafter referred to as the "data subject").

Data Categories collected through this website

Depending on the type of your request we may ask you to provide:

first and last name, mailing address (including zip code), e-mail address, employer, job title and department, telephone and facsimile numbers, and other personal identifying information.

When ordering products or services on the site, you may be asked to provide a credit card number.

Depending upon the activity, some of the information that we ask you to provide is identified as mandatory and some as voluntary. If you do not provide the mandatory data with respect to a particular activity, you will not be able to engage in that activity.

We process personal data for the following purposes

  • Provide you with the information requested;
  • Execute your purchase order, register your product or provide software downloads
  • Prepare individualized offers or quotations, based on your request;
  • Communicate with you on products, services and projects;
  • Registration for events, marketing or promotional activities,
  • Subscription to newsletters or press distribution lists,
  • Participation in online surveys, webinars, discussion groups or forums, or entering contests

The processing of personal data is necessary to achieve the above-mentioned purposes, including the execution of the (contractual) business relationship with you. Unless explicitly stated otherwise, the legal basis for data processing is Article 6 (1) (b) and (f) of the Basic Data Protection Regulation or your explicit consent in accordance with Article 6 (1) (a) of the General Data Protection Regulation (GDPR).

If the above data are to be processed for purposes other than the original purpose of collection, you will be informed of this before further processing. This way you have the possibility to object to the processing of your data for another purpose.

Disclosure of data

All data transferred to us will be treated confidentially. We will not sell or otherwise market your personal data to third parties.

Your data will generally not be made available to third parties for use, unless you have given your consent or we are legally permitted and/or obligated to do so.

We manage our customer and business contacts using the CRM (customer relationship management) solution from Salesforce Inc. We use a third party service provider HubSpot to support our marketing campaign activities and XTalks to manage registration and processing of educational webinars. We use Akkroo for lead capture.

  • SalesForce;, Registered Office: EMEA Limited, Company No. 05094083, registered in England, Floor 26 Salesforce Tower, 110 Bishopsgate, EC2N 4AY London, UK.
    Purpose: SalesForce = Customer Relationship Management Program. Storage of client contact information, documentation of contracts and MSAs.
  • XTalks, 1235 Bay Street, Suite 802, Toronto, ON, Canada
    Purpose: Registration and processing of educational webinars.
  • Hubspot 25 First Street, 2nd Floor Cambridge, MA 02141United States, USA.
    Purpose: Capturing and processing of marketing contacts and communications
  • Akkroo Ltd / Address: Unit 3.01 Piano House, 9 Brighton Terrace, London SW9 8DJ, UK / Website: /
    Purpose: Lead capture

Definiens has signed Data Processing Agreements based on the EU standard contractual clauses with these service providers. The standard contractual clauses ensure the same level of data protection as in the EU and can be viewed on the website of the European Commission (eur-lex. europa. eu).

When you submit personal information to Definiens on this site, this information may be transferred within or across national boundaries to Definiens’ affiliates, and offices, including, without limitation, affiliates and offices in the United States. These data transfers are based on the Binding Corporate Rules of our holding corporation. Definiens and all its affiliates have signed these BCRs.

Duration of data storage

If there is no explicit storage duration stated during data collection (e. g. in the context of a declaration of consent), personal data will be deleted, if it is no longer required for the purpose of storage, unless required otherwise by law (e. g. commercial and tax law storage obligations). We shall also delete data on request in compliance with the data subject right to deletion.

Data security

We take technical and organizational actions to protect your data, which we store and process in our company against manipulation, loss of confidentiality, destruction and against access by unauthorized persons. Our company's security measures are continuously improved in accordance with technological developments.

Data subjects' rights

These are: right of access by the data subject (Art. 15 GDPR), right to rectification (Art 16 GDPR), right to erasure (Art.17 GDPR), right to restriction of processing (Art.18 GDPR), right to data portability (Art. 20 GDPR),  right to object (Art.21 GDPR), right not to be subject to a decision based solely on automated processing (Art. 22 GDPR), right to withdraw the consent at any time (Art. 7 III GDPR) and right to lodge a complaint with a supervisory authority (Art. 77 GDPR).

Upon request, we will inform you in writing, in accordance with the applicable law, whether and which personal data we store in our company database. If you are registered as a user of our software products, we offer you the possibility to view your data yourself and to change and delete them if necessary. If, despite our company's efforts to ensure data security and data accuracy, incorrect information has been stored, we will correct it upon your request.

You also have the right to demand that our company restricts the processing of your personal data. In addition, you can request that the data you provide to our company be delivered in a structured, popular and machine-readable format. You may also object to the processing of personal data by our company. 

You also have the right to demand the deletion of your personal data, provided that there are no conflicting legal retention periods. We delete the data if we no longer need them for the purpose for which we have collected and processed them, or if you revoke your consent and there is no other legal basis for the further processing of your data. In addition, we will delete this data if the processing has been illegal for reasons unknown to us or if you have filed an objection against the processing and there are no primary legitimate interests for the processing. Your data will be deleted if we are legally obliged to do so. Our company has also implemented technical measures to inform all recipients of your data about your request for deletion or correction. This only applies if we have disclosed this data or made it public. All links, copies and replications of your personal data should be deleted.

If you have consented to the processing of your personal data, you are entitled to revoke your consent at any time with effect for the future. By revoking the consent, the data processing for the past will not be unlawful.

Tracking Data and automated tools

In addition to the information you provide, Definiens may also collect information during your visit to a Definiens website through automated tools, which include Web beacons, cookies, embedded Web links and other commonly used information-gathering tools. These tools collect certain standard information that your browser sends to our website, these inlude:

IP addresses, your browser type and language, search terms entered by you, access times and the address of the website from which you arrived at a Definiens website.

Using these tools, we are able to confirm receipt of emails that the recipient consented to receive, and can track other information such as pages visited on the Definiens sites and whether or not the recipient registers for an event offered by Definiens and certain other aggregate data that is not related to a particular individual.

We use such information to help diagnose problems, to administer our website and to gather demographic information. We may also use information collected through automatic tools or other information, such as your user information you have shared on this website or at any earlier occasion, to determine which pages on our sites are being visited and topics that may be of interest so we can improve our services on the Definiens websites and can provide you with information about relevant products and services. Definiens will aggregate such data only in an anonymous or pseudonymous way and will not tie it to a particular individual unless he or she has given consent.

Pseudonymized user profiles 

For purposes of advertising, market research and adequate design, our company uses cookies and/or Javascript to collect usage data about your website visit and the use of links in the newsletter. The collection of usage data and the creation of a usage profile are carried out pseudonymously using a cookie ID. 

Our company creates and stores these user profiles exclusively in a pseudonymous form. It will not be merged with your personal data.

You are entitled to object to the collection of your user data and the creation of such pseudonymous user profiles (opt-out). If you wish that your personal data is not used in such a manner, please send an email to


In order to improve our site, we use "cookies" to track your visit. A cookie is small amount of data that is transferred to your browser by a Web server and can only be read by the server that gave it to you. It functions as your identification card, recording your passwords, purchases, and preferences. We may thus use cookies to deliver personalized content, to save you having to re-enter your password repeatedly, to enable you keeping track of information you enter during purchasing our products and services, and to tailor our information offerings to how you and others use the site.

In principle, our company's website can also be visited without cookies. Internet browsers are regularly set to accept cookies. You can deactivate the use of cookies at any time in your browser settings. If cookies are deactivated, individual functions of our company's website may no longer work.

Use of social plug-ins within the framework of social media


Our company uses social plug-ins ("plug-ins") from operated by Facebook Inc., Palo Alto, USA ("Facebook"). The plug-ins are marked with a Facebook logo or the addition "Facebook" or "Like" or "Share".

If you access a page of our company's website that contains such plug-ins, they are initially deactivated. The plug-ins will only be activated when you click on the respective button. With this activation, you establish the link to Facebook and give your consent to the transmission of data to Facebook. If you are logged in to Facebook, Facebook can assign the visit to your local account. If you click on the respective button, the corresponding information is transmitted directly from your browser to Facebook and stored there.

The purpose and scope of the data collection, further processing and use of the data by Facebook as well as the corresponding rights and settings for the protection of your privacy can be found in Facebook's data protection notices.

If you do not want Facebook to collect information about you through our company's website, you must log out of your Facebook profile before visiting our company's website.

Google+ and YouTube

We have integrated the "Google+" button and the "YouTube" button of Google Inc., 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA ("Google") into our website. If you access these sites, your browser automatically creates a connection to Google's servers and Google is correspondingly informed.

If you have a Google account and are logged in to Google while you are on our site, or save Google cookies on your computer, Google can allocate your visit to our site to your Google profile. If you click the "Google+" button or add a comment, this is saved by Google and displayed in your Google profile. If you do not want Google to save this data, please log out of Google before visiting the HRS website and/or delete the Google cookies.

Information on the purpose and scope of the data collection and the further processing and use of the data by Google, and your setting options to protect your privacy can be found in Google's data protection guidelines.


We have integrated the "Twitter" button of Twitter, Inc., 1355 Market St, Suite 900, San Francisco, CA 94103, USA ("Twitter") into our website. If you access this site, your browser automatically creates a connection to Twitter's servers and Twitter is correspondingly informed.

If you have a Twitter account and are logged in to Twitter while you are on our site, or save Twitter cookies on your computer, Twitter can allocate your visit to our site to your Twitter profile. If you click the "Twitter" button or add a comment, this is saved by Twitter and displayed in your Twitter profile. If you do not want Twitter to save this data, please log out of Twitter before visiting the HRS website and/or delete the Twitter cookies.

Information on the purpose and scope of the data collection and the further processing and use of the data by Twitter, and your setting options to protect your privacy can be found in Twitter's data protection guidelines.

Contact details

Definiens AG,
Bernhard-Wicki Str. 5,
80636 Munich,

Privacy Officer:  

The data protection authority responsible for our company is:

State Office for Data Protection Supervision Promenade 27 (castle) 91522 Ansbach, Germany Web: