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Privacy Policy CRM App

GEDYS IntraWare CRM App goMobile Pro

We appreciate your interest in our products, services, our company and our handling of your data. This statement provides all important information on how personal data is collected, processed or used in connection with the GEDYS IntraWare CRM app goMobile Pro. The protection of personal data is of great concern to us, which is why this declaration also refers to the obligations of the user.

Table of Contents

1. App Provider

GEDYS IntraWare GmbH, Eigilstraße 2, 36043 Fulda, Germany

2. Responsible body

The responsible body within the meaning of the Data Protection Act is the company that allows its employees and/or third parties to access the GEDYS IntraWare 8 CRM via an app.

3. First use of the app

The user specifies the username and password for notes/domino Internet access. These are stored in the protected area of the app. The access data is required to authenticate for synchronization on the Domino Server and to quickly open goMobile Pro/ MobileOnline without re-login. Configuration data such as server URL, path, and connected contact databases are also stored.

4. Permanent use

The data connection takes place between the customer’s Domino server or hosting provider and the app. The connection between the app and the server takes place via http (unencrypted) or https (encrypted) depending on the setting of the server and the app. The app stores addresses of a GI Contacts in a local database within the app when enabled.

Names, company search names, and contacts’ names are passed to iOS so that you can find them via iOS Spotlight Search and get directly to the address in the app. Name, company name, and phone number(s) are passed to the operating system to identify callers and stored in an internal database.

This is used to display recognized addresses on incoming calls and display them in the call list. In accordance with the principle of “Privacy by Default” (see Article 25(2) of the EU GDPR, the user of the app can decide for himself whether or not to use these features. Other data is opened within the app in a browser and only processed and stored in the GEDYS IntraWare CRM on the server.

5. Support case

The goMobile Pro app does not store any logs and does not send anything to servers on its own. The operating system may store and send crash logs to the providers’ servers. Google and Apple offer the ability to evaluate crashes within the developer console. As a developer, you have no influence on this.

6. Launch of the app

After starting the app, the stored password is required. On iOS devices, you can also log in using your fingerprint (TouchId) as long as it is set up. After login, depending on the configuration, the GEDYS IntraWare CRM is opened in the browser or the local addresses can be searched. The question of whether addresses should be updated appears daily. The server is contacted and the local database is updated.

7. Requested permissions of the app

In order for the app to fully unfold its functionality, these permissions are requested. These permissions apply to microphones, memory, photos, media, and location.

7.1. Microphone, memory, photos, media:

Required rights to allow uploading of file attachments and business cards. Data is requested through these permissions when the user wants to upload something.

7.2. Location:

Authorization is required for map dart, route planning, and perimeter search. Location is passed to Geonames.org from the current location during the perimeter search. The map representation is created using Google Maps, where Google processes the location.

8. Privacy Principles

The user/company is responsible for the lawful and responsible protection of the data, as no data is transmitted to GEDYS IntraWare GmbH. The data that the App processes, uses or collects primarily relates to the personal data related to the business purpose of the Company, such as: Name, first name, address and correspondence related to it, such as: Emails, visit reports, phone notes, letters, contracts, etc.

The security technologies used are the responsibility of the users and the company that purchased the app for their employees and third parties. GEDYS IntraWare GmbH can only recommend that it always be aligned according to the current state of the art. Security concepts are also constantly adapted and renewed to new findings. This is necessary to protect the data from theft and misuse. The legal provisions of the EU GDPR and the BDSG (new) should apply.

Personal data may only be collected, processed, used and stored to the extent to which the user/company has been authorized.

9. Purpose of data collection

The data collected, processed, used and stored by the app is carried out by the user. The purpose for which this data is used is the responsibility of the user, his or her area of responsibility and the business purpose of the company that purchased the app for its employees or third parties. GEDYS IntraWare GmbH has no influence on this.

10. Contact details

In the current version, the goMobile app does not have access to the device’s address book. Contacts are only synchronized from a selected GEDYS IntraWare Contacts database to an internal database. The user can decide for himself whether synchronization is enabled and choose a contacts. These contacts are then fully synchronized. On iOS devices, it is still optionally possible to add addresses to the so-called Spotlight Index. This allows you to find and open the device’s search addresses in the goMobile app.

The synchronization of the addresses and the saving in Spotlight can be switched on and off for the user.

11. Data usage by GEDYS IntraWare GmbH

The app communicates exclusively between the mobile device and the server at the user’s company or hosting provider.

If the server is with the user’s company or if the GEDYS IntraWare is not a provider of hosting, GEDYS IntraWare GmbH has no means of providing personal data, usage data, transaction data or correspondence content from the mobile device and/or to be evaluated (track). Also, this data will not be transmitted to GEDYS IntraWare GmbH.

If GEDYS IntraWare GmbH is a provider of hosting, a separate agreement must be concluded in addition to an AV contract in accordance with Article 28 of the EU GDPR, which replaces or supplements this declaration. The user of the app does not have to transmit his personal data to GEDYS IntraWare GmbH for the use of the same, unless he is entrusted with the commercial or commercial introduction of the app in his company.

12. Use of third-party services

Some features within the app use external data services. As described in the license terms, you will find below a list of these data services including a description of the information transmitted to the respective data service, as well as information retrieved and stored by the respective data service. Services and services that transmit personal data to third parties are the responsibility of the user of the app and are only transmitted to third parties through his active actions.

12.1. Google Maps

12.2. Geocoding

  • Transmitted to the service: address data of the respective address but no names, language of the user
  • Received from the service: The geodata of the address. These are not persisted.

12.3. Reverse geocoding

for the perimeter search to determine the address of the current location.

  • Transmitted to the service: The geodata of the current location and the language of the user.
  • Received from the service: Zip code and the country

12.4. Geonames

12.5. ABBYY

12.6. Sentry

  • Sentry (www.sentry.io) for capturing and evaluating errors
  • General Terms and Conditions: https://sentry.io/terms/
  • Privacy Policy: https://sentry.io/privacy/
  • Security & Compliance: https://sentry.io/security/
  • In the configuration of the application, the transmission of errors can be optionally activated. When this function is active, error logs and diagnostic data are transmitted to GEDYS IntraWare. These error logs are used by GEDYS IntraWare Development to solve problems as well as for product improvement. By default, the function is disabled (Privacy by Default).
  • Transmitted to the service: IP address, username of the device owner, URL to the CRM installation, information about the device and operating system, app version, error logs, transactions in the app. Personal data from the address book of the device is not transferred.

12.7. One Signal

Not losing sight of the business and always being up to date. A claim that has been incorporated into the goMobile Pro app. With the One Signal add on it is possible to receive push notifications to your device. For data protection reasons, the service is initially deactivated and must be proactively activated by the company. Please note that this may incur additional costs. In addition, the use of the service must be discussed in advance with your data protection officer.

The ID of the mobile device is transmitted to the service provider One Signal. There is also a connection between One Signal and Apple as well as other device manufacturers. If One Signal receives a notification, a message is submitted to Apple or the other device manufacturers so that the push notification can be sent to the mobile device (see Appendix 1).

When using the service, personal data is transferred. In addition to the ID of the mobile device (this can be assigned to a person), these are the name of the employee who uses the device or the name of persons who, for example, use the device. have been noted in the subject of a ticket.

If you receive a workflow notification, a service ticket, information from customers you follow or a resubmission, this will be displayed as push notifications in the status bar of your mobile device. With this extension, you will always be up to date with regard to your customers as well as tasks and will not lose the overview. It is also possible for colleagues to send you push notifications about completed topics or tasks.

Graphic of how push messages work in the GEDYS IntraWare CRM app via One Signal.
Graphic of how push messages work in the GEDYS IntraWare CRM app via One Signal.

Please click on the graphic to enlarge.

13. Use of cookies

For better usability of our app, we use the so-called cookie technology. Cookies are defined as small text files, which are sent from your server to your smartphone as part of the app usage and are held by it for later retrieval. Both so-called session cookies (also known as temporary cookies) and cookies, which are stored for a longer period of time (also known as persistent cookies), are used.

Cookies are used to continue to identify your smartphone while using the app, but also to determine the end of your use and to recognize the device when it is used again.

You can delete the cookies by deleting the GEDYS IntraWare goMobile app from your smartphone.

Contact Person for privacy policy CRM app

The DEKRA certified contact for data protection issues is
Michael Schnitter
Eigilstrasse 2, 36043 Fulda
E-mail: mschnitter@gedys-intraware.de
Phone: +49 661 96 42 219.

15. Version

This privacy policy is valid for GEDYS IntraWare goMobile Version 5.0.0