1. Data Controller

The controller responsible for data processing on this website is:

The controller alone or jointly with others determines the purposes and means of the processing of personal data (e.g. names, email addresses, etc.).

2. General Information

2.1 Scope of Data Processing

We collect and use personal data of our users only to the extent necessary to provide a functional website and our content and services. The collection and use of personal data regularly takes place only with the user's consent. An exception applies in cases where prior consent cannot be obtained for factual reasons and the processing of data is permitted by statutory provisions.

2.2 Legal Basis

Where we obtain consent from the data subject for processing personal data, Article 6(1)(a) of the EU General Data Protection Regulation (GDPR) serves as the legal basis.

For the processing of personal data necessary for the performance of a contract, Article 6(1)(b) GDPR serves as the legal basis. This also applies to processing operations required for pre-contractual measures.

Where processing of personal data is necessary for compliance with a legal obligation, Article 6(1)(c) GDPR serves as the legal basis.

In the event that vital interests of the data subject or another natural person require the processing of personal data, Article 6(1)(d) GDPR serves as the legal basis.

If processing is necessary to safeguard a legitimate interest of our company or a third party and if the interests, fundamental rights and freedoms of the data subject do not outweigh the former interest, Article 6(1)(f) GDPR serves as the legal basis for processing.

3. Provision of the Website and Creation of Log Files

3.1 Description and Scope of Data Processing

Every time our website is accessed, our system automatically collects data and information from the computer system of the accessing computer. The following data is collected:

• Information about the browser type and version used
• The user's operating system
• The user's internet service provider
• The user's IP address
• Date and time of access
• Websites from which the user's system reaches our website (referrer)
• Websites accessed by the user's system through our website

The data is stored in the log files of our system. This data is not stored together with other personal data of the user.

3.2 Legal Basis

The legal basis for the temporary storage of data and log files is Article 6(1)(f) GDPR.

3.3 Purpose of Data Processing

The temporary storage of the IP address by the system is necessary to enable the website to be delivered to the user's computer. For this purpose, the user's IP address must remain stored for the duration of the session.

Storage in log files is done to ensure the functionality of the website. The data also helps us optimize the website and ensure the security of our information technology systems. Data is not evaluated for marketing purposes in this context.

3.4 Storage Duration

The data is deleted as soon as it is no longer necessary for the purpose for which it was collected. In the case of data collection for website provision, this is when the respective session has ended. In the case of log file storage, this is after seven days at the latest.

3.5 Right to Object and Deletion

The collection of data for website provision and storage in log files is essential for operating the website. Consequently, users have no option to object.

4. Contact Form and Email Contact

4.1 Description and Scope of Data Processing

A contact form is available on our website that can be used for electronic contact. If a user takes advantage of this option, the data entered in the input mask is transmitted to us and stored. This data includes:

• Name
• Email address
• Message text
• Time of submission

Your consent is obtained during the submission process for processing the data, and reference is made to this privacy policy.

Alternatively, contact is possible via the provided email address. In this case, the user's personal data transmitted with the email is stored.

4.2 Legal Basis

The legal basis for processing data with user consent is Article 6(1)(a) GDPR.

The legal basis for processing data transmitted via email is Article 6(1)(f) GDPR. If the email contact aims at concluding a contract, the additional legal basis for processing is Article 6(1)(b) GDPR.

4.3 Purpose of Data Processing

Processing personal data from the input mask serves solely to handle the contact request. In the case of email contact, this also constitutes the necessary legitimate interest in processing the data.

4.4 Storage Duration

Data is deleted as soon as it is no longer necessary for the purpose for which it was collected. For personal data from the contact form and data sent via email, this is when the respective conversation with the user has ended. The conversation ends when circumstances indicate that the matter has been conclusively resolved.

4.5 Right to Object and Deletion

The user can revoke consent to process personal data at any time. If the user contacts us by email, they can object to the storage of their personal data at any time. In such cases, the conversation cannot continue.

All personal data stored in the course of contact will be deleted in this case.

5. Customer Account and Contract Data

5.1 Description and Scope of Data Processing

If you use VetLex as a customer, we collect and process the following data:

• Company name / Institution
• Contact person (name, function)
• Billing address
• Email address
• Phone number
• Access credentials (username, encrypted password)
• Contract data (scope of services, term, billing information)

5.2 Legal Basis

The legal basis for processing is Article 6(1)(b) GDPR (contract performance) and Article 6(1)(c) GDPR (legal retention obligations).

5.3 Purpose of Data Processing

The data is processed to provide VetLex access, bill for services, manage customers, and fulfill legal retention obligations.

5.4 Storage Duration

Contract data is stored for the duration of the business relationship. After the contract ends, data is stored according to legal retention periods (generally 10 years) and then deleted.

6. Data Security

We use the widespread SSL (Secure Socket Layer) procedure in connection with the highest level of encryption supported by your browser when you visit our website. Whether an individual page of our website is transmitted encrypted is indicated by the closed display of the lock symbol in your browser's status bar.

We also employ appropriate technical and organizational security measures to protect your data against accidental or intentional manipulation, partial or complete loss, destruction, or unauthorized access by third parties. Our security measures are continuously improved in line with technological developments.

7. Rights of Data Subjects

If your personal data is processed, you are a data subject within the meaning of the GDPR and you have the following rights vis-à-vis the controller:

7.1 Right of Access (Article 15 GDPR)

You can request confirmation from the controller as to whether personal data concerning you is being processed by us.

7.2 Right to Rectification (Article 16 GDPR)

You have a right to rectification and/or completion vis-à-vis the controller if the processed personal data concerning you is inaccurate or incomplete.

7.3 Right to Erasure (Article 17 GDPR)

You can request that the controller delete personal data concerning you without undue delay if one of the statutory grounds applies.

7.4 Right to Restriction of Processing (Article 18 GDPR)

You have the right to request the controller to restrict processing if one of the statutory requirements is met.

7.5 Right to Data Portability (Article 20 GDPR)

You have the right to receive the personal data concerning you that you have provided to the controller in a structured, commonly used and machine-readable format.

7.6 Right to Object (Article 21 GDPR)

You have the right to object at any time, on grounds relating to your particular situation, to the processing of personal data concerning you.

7.7 Right to Withdraw Data Protection Consent (Article 7(3) GDPR)

You have the right to withdraw your data protection consent at any time. The withdrawal of consent does not affect the lawfulness of processing based on consent before its withdrawal.

7.8 Right to Lodge a Complaint with a Supervisory Authority (Article 77 GDPR)

Without prejudice to any other administrative or judicial remedy, you have the right to lodge a complaint with a supervisory authority, in particular in the Member State of your habitual residence, place of work, or place of the alleged infringement, if you consider that the processing of personal data concerning you infringes the GDPR.

The supervisory authority responsible for us is:

8. Privacy Questions

For questions about the collection, processing, or use of your personal data, or for information, rectification, blocking, or deletion of data, as well as withdrawal of consent given, please contact:

9. Currency and Amendment of this Privacy Policy

This privacy policy is dated January 2025 and is currently valid.

Due to the further development of our website or due to changed statutory or official requirements, it may become necessary to change this privacy policy. The current privacy policy can be accessed and printed by you at any time on this website.