Privacy Notice
Privacy Notice of ifm business solutions gmbh
1. Scope, controller, data protection officer, definitions
1.1 This privacy policy provides information about how and which personal data of the user (hereinafter: “you”) is processed by us, ifm business solutions gmbh, when you visit our customer portal (https://portal.ifm-business-solutions.com/de/).
1.2
ifm business solutions gmbh
Martinshardt 19
57074 Siegen, Germany
Phone: +49 271 23871 4000
Fax: +49 271 23871 4999
Email:
is the controller pursuant to Art. 4 No. 7 of the EU General Data Protection Regulation (GDPR) for the processing of personal data on our customer portal (https://portal.ifm-business-solutions.com/en/) in accordance with this privacy policy (see also our legal notice).
You can also contact our data protection officer directly:
ifm group services gmbh
Data Protection Officer
Friedrichstraße 1
45128 Essen, Germany
Email:
1.3 Personal data is any data that can be related to you personally, e.g., name, address, email addresses, information about your use of our customer portal and our websites (see section 2 below). Processing is any operation in connection with personal data. Processing includes, for example, the collection, recording, organization, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure, or destruction of personal data.
2. Processing of personal data when visiting our customer portal or contacting us by email; purpose and legal basis
2.1 Informational use of our customer portal and our websites
When using our customer portal and our websites for informational purposes only, i.e. if you do not register or otherwise provide us with information, we only collect the personal data that your browser transmits to our server. If you wish to view our websites, we collect the following data:
- IP address,
- date and time of the request,
- time zone difference to Greenwich Mean Time (GMT),
- content of the request (specific page),
- access status/HTTP status code,
- amount of data transferred in each case,
- website from which the request originates,
- browser,
- operating system and its interface,
- language and version of the browser software, and
- your approximate location data, which we derive from the aforementioned data.
Purpose and basis
The purpose of processing this data is to display our websites to you and to ensure stability and security. The legal basis is Art. 6 (1) sentence 1 lit. f) GDPR. According to this, the processing of personal data is lawful to safeguard our legitimate interests, unless the interests or fundamental rights or freedoms of the data subject prevail.
2.2 Contacting us by email
When you contact us by email we process
- your advised request
- the company you work for,
- your sex (salutation),
- your first and last name,
- your business contact details (email address, postal address, and telephone number; providing your customer number is optional).
The purpose of processing this data is to answer your questions. We delete the data collected in this context once storage is no longer necessary, or restrict processing if there are legal retention obligations. The legal basis for these processing operations is Art. 6 (1) sentence 1 lit. f) GDPR, unless there are legal retention obligations, in which case the legal basis for storage is Art. 6 (1) sentence 1 lit. c) GDPR; according to which processing is lawful if it is necessary to fulfill a legal obligation. In addition, you have the option of receiving regular information from us (newsletter, see section 2.6 lit. c) below) regardless of whether you fill out the contact form and respond to your inquiry.
2.3 Cookies
a) In addition to the aforementioned data, cookies are stored on your computer when you use our websites. Cookies are small text files that are stored on your hard drive and assigned to the browser you are using, and which provide certain information to the party that sets the cookie (in this case, us). Cookies cannot execute programs or transfer viruses to your computer. Their purpose is to make the Internet offering more user-friendly and effective overall. The legal basis for this is your consent, which can be revoked at any time, in accordance with Art. 6 (1) sentence 1 lit. a) GDPR, which you give at the beginning of your visit to our website, or Art. 6 (1) sentence 1 lit. f) GDPR.
b) These websites use the following types of cookies, the scope and functionality of which are explained below:
- Transient cookies (see aa)
- Persistent cookies (see bb).
aa) Transient cookies are automatically deleted when you close your browser. These include, in particular, session cookies. These store a so-called session ID, which can be used to assign various requests from your browser to the shared session. This allows your computer to be recognized when you return to our websites. Session cookies are deleted when you log out or close your browser.
bb) Persistent cookies are automatically deleted after a period specified by us, which may vary depending on the cookie. You can delete cookies at any time in your browser's security settings. By deleting them, you simultaneously revoke your consent to the processing of the respective cookie.
c) You can configure your browser settings according to your preferences and, for example, refuse to accept third-party cookies or all cookies. Please note that you may then not be able to use all the functions of our websites.
If you leave the “Stay logged in” function activated when logging into “my ifm,” a permanent cookie (valid for 60 days) will be set in your device's browser, ensuring that the website recognizes you the next time you visit. You can delete this cookie at any time via your browser settings.
3. Customer Support
As part of our customer support, we use Vonage Business Solutions telephony services, known as Unified Communications, from Vonage B.V., Basisweg 10, 1043AP Amsterdam, Netherlands. This is a business telephone system that allows companies to connect their VoIP telephone system to Internet-enabled devices and communicate via text message, phone call, or video conference. Calls are managed via an admin portal where account managers can listen to call recordings, set up dialing restrictions, customize dashboard visibility for employees, and view billing information. However, call recordings can only be made with the consent of the person concerned and are deleted after a reasonable period of time.
For more information on data processing by Vonage, please visit (Vonage Privacy Policy): https://www.vonage.com/legal/privacy-policy/
4. Transfer and disclosure of your data to third parties
We do not transfer your data to third parties without your consent.
In some cases, we use third-party companies to assist us with electronic data processing. These are reliable service providers that we have carefully selected to process your data in accordance with our instructions. The legal basis for this is Art. 28 GDPR. It goes without saying that our service providers are obliged to handle the data carefully, only in accordance with our instructions and in compliance with the applicable data protection regulations, in particular not to use the data for their own purposes or to pass it on to third parties. In these cases, we conclude data processing agreements (DPAs) with you.
In addition, there may be individual cases in which we are legally obliged to disclose your data by order of the authorities if and to the extent that this is necessary for the purposes of criminal prosecution or for the prevention of danger by the police or other authorities. The legal basis for the disclosure in these cases is Art. 6 (1) lit. c) GDPR.
Insofar as personal data is processed outside the countries of the European Economic Area (“EEA”), we protect your personal data by sharing and processing it within our group of companies exclusively in accordance with the standard data protection clauses specified by the EU Commission within the meaning of Art. 46 (2) (c) GDPR. The standard data protection clauses are available at https://ec.europa.eu/info/law/law-topic/data-protection/data-transfers-outside-eu/model-contracts-transfer-personal-data-third-countries_de. In these cases, we conclude data processing agreements (DPAs) with you.
5. Your rights
5.1 You have the following rights vis-à-vis us with regard to your personal data:
- the right to information about whether and which of your personal data is processed by us,
- the right to correction or deletion of your data,
- the right to restriction of processing,
- the right to object to processing, provided that the legal basis for processing is Art. 6 (1) sentence 1 lit. f) GDPR, and
- the right to data portability.
5.2 You also have the right to complain to a data protection supervisory authority about our processing of your personal data.
6. Changes to this privacy policy
We reserve the right to change this privacy policy at any time with future effect. The current version is available on our websites. Please visit our websites regularly to find out about the applicable data protection regulations.
As of: May 15, 2025