Data Protection and Privacy Notice

In accordance with articles 13 and 14 of the General Data Protection Regulation.

Our details

Data controller: WhiteMatter Labs GmbH
Legal representatives: Charles Blake-Thomas
Registration details: Amtsgericht Charlottenburg, HRB 162605 B
Address: WhiteMatter Labs GmbH, c/o Smile Solutions GmbH, Gierkezeile 12, 10585 Berlin.
Contact: contact@eyequant.com
Data protection officer: IITR Datenschutz GmbH, Dr. Sebastian Kraska, Marienplatz 2, 80331 Munich, Germany

General data processing information

Affected data:

We only collect personal data you supply to us. We collect no additional personal data. We only engage in processing beyond the scope of the legal provisions if we have your explicit consent.
Purpose of processing: Fulfilment of contract

Categories of recipients:

• Public authorities if overriding legal obligations apply.
• External contractors or service providers.
• Additional external parties if you have provided your consent or if allowed due to a legitimate interest.

Third-country transfers:
To fulfil our contracts, we may also use data processors outside of the European Union

EyeQuant signup

When becoming a customer, you provide us with your full name, email address and possibly additional personal data. We use this data to create an EyeQuant account for you, which you can then use to access the service. We will only use this data as far as it is required to fulfil our contract with you and/or as far as it is allowed or required by law.

Newsletters

When subscribing to one of our newsletters, you are supplying us with your full name, email address, and optionally additional data. We exclusively use this data to send you newsletters. The data you entered when subscribing remains stored until you unsubscribe. You can unsubscribe at any time using the unsubscribe link included with every newsletter or by emailing us at the contact email address provided at the top of this document. By unsubscribing you revoke your consent to use your email address.

Google Analytics

The website uses Google Analytics, a web analytics service by Google Inc. (“Google”). Google Analytics uses Cookies (see “General information on Cookies” below) to enable the analysis of your usage of the website. The data generated by the Cookie about your usage of the website are usually transmitted to a server operated by Google in the U.S. and stored there. When a website instructs Google Analytics to employ IP Anonymization, such as this website does, your IP address is usually truncated in a EU member state or a member of the European Economic Area first. Only in exceptional cases your full IP address is transmitted to a server operated by Google in the U.S. and truncated there. By our instruction, Google uses this information to analyse your usage of the website, to create reports of website activities and provide other services connected to website usage and internet usage to us. The IP address which Google Analytics transmits from your browser is not combined with other data Google may have. Additionally, you can opt out of the transmission of your website usage data (incl. your IP address) to Google as well as the processing by Google of this data by downloading and installing a browser extension from http://tools.google.com/dlpage/gaoptout. Specifically for browsers on mobile devices, please click this link to prevent the anonymised collection of data by Google Analytics on this website in your current browser by storing a so-called “Opt-Out Cookie”.

Own Cookies

The website uses Cookies (see “General information on Cookies” below) to improve the user experience. We do not store any personal information in our own Cookies.

General information on Cookies

“Cookies” are text files stored on your computer containing data sets which are sent from the webserver to your browser and are stored there for later retrieval. You can prevent the saving of Cookies by configuring your browser; you may not be able to use the full functionality of this website in that case, however.

Specific information for job applicants

We thank you for your interest in our company and the position advertised by us. The protection of your personal data is of great importance to us. We are therefore notifying you about the processing of your data in the course of the application process.

The company

“EyeQuant” is the name of our company’s product. The legal name of our business is WhiteMatter Labs GmbH based in Berlin. WhiteMatter Labs GmbH is wholly owned by SPV EQ Ltd based in the United Kingdom (registered Company No. 11218322).

Data processing

In the course of your application, we process personal data which you provide to us in your application documents and during the application process, as well as information that arises during the application process, in particular the application interviews and related communication. We also sometimes work in collaboration with so-called headhunters. Here we process the data categories listed below:

• Contact data
• Application documents (application letter, CV, references, certificates etc.)
• The headhunters’ notes on the applicant
• The results of the employment process

In addition, we may also process career-related information made publicly available by you for this application or for business purposes, such as a profile on professional social media networks.

We also conduct online searches for suitable candidates in job and profession networks (e.g. LinkedIn). Here we process the following data categories if you have made them available on the respective online platform for application purposes:

• Contact data
• Career path
• Network incl. contacts
• Media content such as photos, articles
• Activities from the platform such as comments, approvals, shared content

Purpose of data processing

Processing of your personal application data is performed solely for the purpose of filling positions within our company. Therefore, the legal basis for the processing is the contractual relationship and its preparation, Art. 6 (1) b) GDPR.

In the search for potential candidates and employees for our company, if we use data from your user profile in publicly accessible professional or expert platforms and networks, we do this based on our legitimate interest in accordance with Art. 6 (1) f) GDPR in finding a suitable candidate. You have made your personal data publicly available and therefore are also interested in being found online by respective recruiters and companies.

If personal applicant data is provided by headhunters and transferred to them afterwards, you either have agreed with them that they suggest your profile to companies or the headhunter uses your publicly available data. In any case, our processing of profiles provided by headhunters is based on our legitimate interest to find the best candidate in the most effective way, Art. 6 (1) lit. f) GDPR:

If you wish us to retain your application data for a future position in our company after the completion of the application process, please provide us with your explicit consent in accordance with Art. 6 (1) a) GDPR.

Forwarding of data/categories of recipients

In general, your data is forwarded only to those company departments responsible for the specific application process, such as the personnel and finance departments, along with departments in our company in which the positions are to be filled. The legal basis is the preposition of your contract with us and our legitimate interest to involve the relevant departments and persons, Art. 6 (1) lit. b) and f) GDPR.

Your application data is on principle not forwarded to any third parties beyond this. One exception is the involvement of third parties such as headhunters contracted by us or the applicant to fill a vacancy (see above). Here the legal basis is Art. 6 (1) lit. f) GDPR.

In general, your personal data is not transferred to countries outside the EU (so-called “third countries”). However, we use an international provider as data processor for our mails, calendars and documents that has a suitable self-certification in order to guarantee a homogeneous data protection level.

Retention period for application data

In general, we delete your personal application data three months after the completion of the application process. This does not apply if statutory provisions oppose a deletion, if continued storage is required for evidence purposes, or if you have expressly agreed to a longer storage period.

Should we not be in a position to offer you a job at the present time but nevertheless find your profile sufficiently promising to consider your application for future job offers, we will store your personal application data for 12 months if you expressly agree to this storage and usage.

Specific information regarding additional data processing activities

Processing of customer / prospect information

Affected data: Data shared in order to fulfil our contracts, additional data based on explicit consent.
Purpose of processing: Fulfilment of contracts, providing offers, customer relationship management, invoicing, payments.

Categories of recipients:

• Public authorities if overriding legal obligations apply.
• External contractors or service providers, incl. hosting providers, payment service providers, and data storage providers.
• Additional external parties if you have provided your consent or if allowed due to a legitimate interest. This includes information about you and your company collected from third party or public sources or that we receive from companies that partner with us such as our advertising and market research partners.

Third-country transfers:
To fulfil our contracts, we may also use data processors outside of the European Union

Data retention period:
The data retention periods are in line with our legal storage and archival requirements, typically 10 years.

Processing of supplier information

Affected data: Data shared in order to fulfil our contracts, additional data based on explicit consent.
Purpose of processing: Fulfilment of contracts, vendor relationship management and purchasing, payments.
Categories of recipients:

• Public authorities if overriding legal obligations apply.
• External contractors or service providers, incl. data storage providers.
• Additional external parties if you have provided your consent or if allowed due to a legitimate interest.

Third-country transfers:
To fulfil our contracts, we may also use data processors outside of the European Union

Data retention period:
The data retention periods are in line with our legal storage and archival requirements, typically 10 years.
Processing of information of users of the EyeQuant Web App at app.eyequant.com

Affected data:
Data shared in order to fulfil our contracts, additional data based on explicit consent.

Purpose of processing:
Fulfilment of contracts, security and availability monitoring, user support, usage analytics.

Categories of recipients:

• Public authorities if overriding legal obligations apply.
• External contractors or service providers, incl. data storage providers.
• Additional external parties if you have provided your consent or if allowed due to a legitimate interest. This includes information about you and your company collected from third party or public sources or that we receive from companies that partner with us such as our advertising and market research partners.

Third-country transfers:
To fulfil our contracts, we may also use data processors outside of the European Union

Data retention period:
The data retention periods are in line with our legal storage and archival requirements, typically 10 years.

Your rights under GDPR

If you have given us your consent to process your personal data, according to Art. 7 (3) GDPR you have the right to withdraw your consent at any time for the future. In the case of a withdrawal of the consent, your data will no longer be processed for the purpose to which you agreed. This data will be deleted if there is no other legal basis for the further processing of this data (e.g. contract fulfilment, legal retention obligations).

If the processing of your personal data is based on a legitimate interest, Art. 6 (1) lit. f) GDPR, you can submit an objection to this processing at any time. The personal data will no longer be processed unless we can provide compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing is for the purpose of the establishment, exercise or defence of legal claims.

You can opt-out of any EyeQuant sales or marketing communications that we send by clicking the unsubscribe link in the applicable email or by contacting us. If you are an EyeQuant customer and you opt-out from receiving our marketing messages, you may continue to receive transactional and product-related messages.

Along with the rights to withdraw consent and object to the data processing, you have the following rights relating to your personal data vis-à-vis us as the responsible party as per the specifications of the GDPR:

• Right to information
• Right to rectification
• Right to restriction of the processing
• Right to erasure
• Right to notifications
• Right to data portability
• To exercise the aforementioned rights or if you have questions regarding the data processing regarding your application, please contact us with proof of your identity at the address at the top of this page.

Right to complain

Irrespective of another administrative or judicial legal remedy, you have the right to appeal to a supervisory authority, in particular in the member state of your place of residence, your workplace or the location of the supposed infringement, if you are of the opinion that the processing of the personal data relating to you infringes the GDPR. The responsible supervisory authority for our company is:

Berliner Beauftragte für Datenschutz und Informationsfreiheit
(Berlin Commissioner for Data Protection and Freedom of Information)
Friedrichstr. 219 / visitors’ entrance: Puttkamerstr. 16 – 18 (5th floor)
10969 Berlin
Tel.: 030 13889-0
Fax: 030 2155050
E-mail: mailbox@datenschutz-berlin.de