This is the privacy policy for the website of hsp Handels-Software-Partner GmbH, https://www.hsp-software.de including the HSP community, available at https://community.hsp-software.de (hereinafter referred to as the „website“). The purpose of this privacy policy is to inform you about what personal data we collect from you and how we process it when you visit and use our website.

1. Name and contact details of the data controller and the company’s data protection officer

hsp Handels-Software-Partner GmbH
9 Notkestraße
22607 Hamburg
T +49 40 53 43 69 0
info@hsp-software.de

The company data protection officer can be contacted at the above address, for the attention of the Data Protection Officer, or via datenschutz@hsp-software.de.

2. Collection and storage of personal data, and the nature and purpose of its use

a) When visiting the website:

When you visit our website www.hsp-software.de, the browser used on your device automatically sends information to our website’s server. This information is temporarily stored in a so-called log file. The following information is collected automatically without any action on your part and is stored until it is automatically deleted:

  • IP address of the requesting computer,
  • Date and time of access,
  • Name and URL of the file retrieved,
  • The website from which the access is made (referrer URL),
  • the browser you are using and, where applicable, your computer’s operating system, as well as the name of your internet service provider.

We process the data mentioned for the following purposes:

  • To ensure that the website connects smoothly,
  • To ensure a comfortable user experience on our website,
  • Assessment of system security and stability, as well as
  • for other administrative purposes.

The legal basis for data processing is Article 6(1), first sentence, point (f) of the GDPR. Our legitimate interest arises from the purposes of data collection listed above. Under no circumstances do we use the data collected for the purpose of drawing conclusions about your identity.

In addition, we use cookies and analytics services when you visit our website. Further details can be found in sections 4 and 5 of this privacy policy.

b) When using our contact form:

If you have any questions, we offer you the option of contacting us via a form provided on the website. You must provide a valid email address so that we know who has sent the enquiry and can reply to it. Any further details you provide are optional.

Data processing for the purpose of contacting us is carried out in accordance with Article 6(1), first sentence, point (a) of the GDPR, on the basis of your voluntary consent.

The personal data we collect when you use the contact form will be automatically deleted once your enquiry has been dealt with.

c) When ordering an information CD:

You can order an information CD from us. You will need to provide your name, address, company name and a valid email address so that we know who is placing the order and to whom we should send the CD. Any further details are optional.

Data processing for the purpose of contacting us is carried out in accordance with Article 6(1), first sentence, point (a) of the GDPR on the basis of your voluntary consent, as well as for the purpose of processing your order (contractual relationship, Article 6(1), first sentence, point (b) of the GDPR).

The personal data we collect when you use the contact form will be automatically deleted once your enquiry has been dealt with.

(d) When using our online shop:

To place an order via our online shops at https://www.hsp-software.de, https://www.appstore.hsp-software.de and https://community.hsp-software.de/shop/ („hsp community“) requires you to provide your personal data, which we need to conclude the contract and process your order. Mandatory fields required for the performance of the contracts are marked separately; further details are optional. We process the data you provide to fulfil your order. To this end, we may pass on your payment details to our bank. The legal basis for this is the performance of the contract with you (Article 6(1)(b) of the GDPR) or, if you are entering into the contract on behalf of your employer, the pursuit of legitimate interests (Article 6(1)(f) of the GDPR).

You may choose to create a customer account, which allows us to store your details for future purchases. When you create an account via the „I am a new customer“ option, the details you provide will be stored on a revocable basis. You can delete all other data, including your user account, at any time via the customer area. In the hsp community, your orders are stored in an order history. If you delete your account in the hsp community, the order history will also be deleted.

Payment details are collected in encrypted form and used solely for the purpose of processing the relevant transaction. Except in the case of payment in advance, we do not have access to or knowledge of your bank details. The transaction is processed exclusively via the relevant service provider.

(e) When using the hsp community:

aa) Registration for the hsp community:

When registering for the hsp community at https://community.hsp-software.de/register/, you must

  • a username,
  • Choose a password. You will also need to provide the following details:
  • Email address,
  • First name,
  • Surnames,
  • Companies.

This data is required to set up an account for you so that you can use the services offered by the hsp community. The collection and processing of this data is therefore based on Article 6(1), first sentence, point (b) of the GDPR.

bb) Further details which you may provide on a voluntary basis:
When you register – or even at a later date – you may voluntarily provide further information (hereinafter referred to as „voluntary information“). This may include, for example, a nickname, a profile picture, your job title and details of your social media accounts. You can change or delete your voluntary information at any time. The legal basis for the collection and processing of the data you provide voluntarily is your consent (Article 6(1), first sentence, point (a) of the GDPR).

cc) Your profile page:
You agree that, upon completion of your registration, a profile page will be created for you under your username, which will include any voluntary information you may have provided and display any profile picture you may have uploaded.

You also agree that you can be found via the hsp community’s search function using your username, and that your profile page may be viewed by other people in accordance with the privacy settings you have specified for your profile (referred to as „profile visibility settings“). The initial default setting upon completion of your registration is that your surname, your company, your job title and details of your social media accounts are not visible to anyone. You can change your profile visibility settings so that this information is visible to all other users or only to your confirmed contacts, or so that your profile page can also be viewed by anyone outside the hsp community user group and found via search engines on the internet. The legal basis for the collection and processing of your personal data in connection with your profile page is your consent (Article 6(1), first sentence, point (a) of the GDPR).

dd) Your content and comments:
Once you have completed the registration process, you can publish content in the hsp community, such as forum and blog posts, messages, documents, tickets, reviews, status updates or images. The content you publish will be displayed on your profile page, sorted by individual sections (e.g. timeline, forums, documents) and shown with the date and time. People whom you grant access to your profile page will therefore also be able to view your content.

You agree that the content you publish on your profile page will be visible to the groups of people you have selected in your privacy settings.

You can also post comments on profile pages or on other users’ content; these will then be displayed there under your username. The date and time of your comment will also be shown here.

You agree that any comments you post on other users’ profile pages or in relation to their content will be visible there under your username, in accordance with the privacy settings chosen by those other users. The privacy settings chosen by these other users may be less restrictive than those you have chosen. If you post comments on other users’ profile pages or on their content, these may therefore, together with your username, be visible to groups of people who would not otherwise be able to view your profile page or your content.

The legal basis for the collection and processing of your personal data in connection with content and comments is your consent (Article 6(1), first sentence, point (a) of the GDPR). You may withdraw your consent at any time with future effect, e.g. by emailing info@hsp-software.de. Any content you have published on the hsp community, such as status updates or images, and your comments on profile pages or on other users’ content will then be deleted.

f) When subscribing to the newsletter:

Provided you have given your explicit consent in accordance with Article 6(1), first sentence, point (a) of the GDPR, we will use your email address to send you our newsletter on a regular basis. Through this newsletter, we keep you informed about the latest developments in the fields of documentation, tax compliance, digitalisation and similar areas relating to our business activities. To receive the newsletter, you simply need to provide an email address. Providing any further data (first name, surname, title) is voluntary. Your data will only be passed on to third parties, if at all, for the technical processing of the newsletter distribution via a service provider operating in compliance with data protection regulations (data processing on behalf of the controller in accordance with Article 28 of the GDPR).

Subscription to our newsletter is always carried out using a ‘double opt-in’ procedure. This means that, after subscribing, you will receive an email asking you to confirm your subscription. This confirmation is necessary to ensure that nobody can subscribe using someone else’s email address. Subscriptions to the newsletter are logged so that we can provide evidence of the subscription process in accordance with legal requirements. This includes storing the time of subscription and confirmation, as well as the IP address.

You can unsubscribe from the newsletter at any time, for example via a link at the bottom of each newsletter. Alternatively, you are welcome to send us your request to unsubscribe at any time to info@hsp-software.de send by email. We may store unsubscribed email addresses for up to three years from the end of the year on the basis of our legitimate interests, before deleting them, in order to be able to prove that consent was previously given. The processing of this data is limited to the purpose of potentially defending against claims. An individual request for erasure may be made at any time, provided that the prior existence of consent is confirmed at the same time. In the event of obligations to comply with objections on a permanent basis, we reserve the right to store the email address on a block list solely for this purpose.

In some places, individual articles in our digital customer magazine „BYTE Magazin“, which are sent out regularly via our newsletter, feature a button labelled „I would like to receive further information by email“. If you click this button, we will process your email address and the information regarding which article in the newsletter you clicked the button on, so that we can provide you with further details on the topic covered in that article via email. This data is processed in accordance with Article 6(1)(a) of the GDPR on the basis of your explicit consent. As with the newsletter itself, your consent in this context may be withdrawn at any time, for example via a link at the end of each newsletter. Alternatively, you are welcome to send us your request to unsubscribe at any time to info@hsp-software.de send by email.

(g) Use of your data for marketing purposes:

We process our customers’ data in accordance with the relevant legal provisions for our own marketing purposes. If you have entered into a contract with us for the sale of goods or services, you will therefore receive direct marketing emails for similar goods or services offered by our company, unless you have given specific consent.

 You may object to the use and processing of your data for marketing purposes at any time by sending a brief message to info@hsp-software.de object, without incurring any costs other than the transmission costs charged at the standard rates. There is also a link at the end of every newsletter allowing you to unsubscribe. If you object, the email address you have provided will be blocked from further use for marketing purposes.

 The legal basis for the use of your data for advertising purposes as described above is Article 6(1), first sentence, point (f) of the GDPR in conjunction with Article 95 of the GDPR and Section 7(3) of the Unfair Commercial Practices Act (UWG). Our interest in targeting advertising at existing customers in line with their needs is to be regarded as legitimate within the meaning of Article 6(1), first sentence, point (f) of the GDPR.

(h) Deletion of data:

Your data stored with us will only be retained for as long as is necessary to ensure the smooth running of our customer relationship.

• Your customer account details will remain on file until you close the account.

• The data collected for the hsp community is stored for as long as you have an account with the hsp community. As soon as you delete this account, your data will be deleted.

• Without an account, order data from the online shops will remain stored until the contract has been fulfilled and any warranty and limitation periods have expired (generally for at least 3 years from the end of the year following the conclusion of the contract).

• We will retain the data relating to the sending of the newsletter until you withdraw your consent or we stop sending the newsletter.

However, due to commercial and tax law requirements, we are obliged to store your address, payment and order details for a period of ten years. After three years, at the end of each year, we will restrict the processing of your data, meaning that it will only be used to comply with our legal obligations.

3. Disclosure of data

Your personal data will not be disclosed to third parties for any purposes other than those set out below. We will only disclose your personal data to third parties if:

    • You have given your explicit consent to this in accordance with Article 6(1), first sentence, point (a) of the GDPR,
    • the disclosure is necessary pursuant to Article 6(1), first sentence, point (f) of the GDPR for the establishment, exercise or defence of legal claims, and there is no reason to believe that you have an overriding legitimate interest in preventing the disclosure of your data,
    • in the event that there is a legal obligation to disclose data in accordance with Article 6(1), first sentence, point (c) of the GDPR, and
    • this is permitted by law and is necessary, in accordance with Article 6(1), first sentence, point (b) of the GDPR, for the performance of contractual relationships with you.

4. Cookies

Our website uses cookies. These are small files that your browser creates automatically and which are stored on your device (laptop, tablet, smartphone, etc.) when you visit our site. Cookies do not cause any damage to your device and do not contain any viruses, Trojans or other malware. Information is stored in the cookie that relates to the specific device you are using. However, this does not mean that we thereby gain direct knowledge of your identity.

Cookies are used for a variety of purposes. Some of them are strictly necessary for the website to function. They are used to make your experience of our website more pleasant. The legal basis for the use of this type of cookie is Article 6(1)(f) of the GDPR. These are primarily so-called session cookies, which are used to record that you have already visited individual pages on our website. These are automatically deleted when you leave our site.

Provided you have given your consent, we also use so-called cookies for marketing purposes, functional cookies and analytics cookies, which enable us to embed videos, display adverts, store information you have already provided, and analyse the use of our website statistically. These cookies therefore help us to optimise and personalise our offering for you. The legal basis for this is your consent, Article 6(1)(a) of the GDPR. Such cookies are generally required due to the use of third-party services. You can find out which data is processed through the use of these services, and to whom your data may be disclosed as a result of visiting our website, in the privacy settings of the cookie banner and in the following sections of this privacy policy.

Most browsers accept cookies automatically. However, you can also configure your browser so that no cookies are stored on your computer or so that a message always appears before a new cookie is created. Please note, however, that completely disabling cookies may mean that you are unable to use all the features of our website.

5. Analysis tool

In order to tailor our website to your needs and to optimise it on an ongoing basis, we use Google Analytics, a web analytics service provided by Google Ireland Limited (Gordon House, Barrow Street, Dublin 4; hereinafter „Google“). The legal basis for this processing is your consent, Article 6(1)(a) of the GDPR.

In this context, pseudonymised user profiles are created and cookies (see section 4) are used. The information generated by the cookie regarding your use of this website, such as

  • Browser type/version,
  • operating system used,
  • Referrer URL (the page visited previously),
  • Hostname of the accessing computer (IP address),
  • Time of the server request,

are transmitted to a Google server and stored there. The information is used to analyse the use of the website, to compile reports on website activity and to provide other services relating to website and internet usage for the purposes of market research and the user-centred design of these web pages. This information may also be transferred to third parties where required by law or where third parties process this data on Google’s behalf. Under no circumstances will your IP address be linked to other data held by Google. IP addresses are anonymised so that they cannot be associated with any individual (IP masking).

You can prevent cookies from being installed by adjusting the settings in your browser; however, please note that in this case you may not be able to make full use of all the features of this website.

You can also prevent the collection of data generated by the cookie and relating to your use of the website (including your IP address), as well as the processing of this data by Google, by downloading and installing a browser add-on:

https://tools.google.com/dlpage/gaoptout?hl=de.

Further information on data protection in relation to Google Analytics can be found here:

https://www.google.com/analytics/terms/de.html.

6. Marketing tool

The „DoubleClick Ad Exchange“ advertising service used on our website is a product of Google Inc. (1600 Amphitheatre Parkway, Mountain View, CA 94043, USA), which we use to optimise the display of adverts. The use of DoubleClick Ad Exchange involves the use of cookies (Section 4) and web beacons. This enables information, such as visitor traffic on our website, to be recorded and collected. The information generated by the cookie and/or web beacon regarding your use of the website is transmitted to a server in the USA and stored there. The legal basis for this processing is your consent, Article 6(1)(a) of the GDPR.

Google uses the information obtained in this way to analyse your usage behaviour in relation to DoubleClick Ad Exchange adverts. Google may also transfer this information to third parties where required by law or where such third parties process the data on Google’s behalf.

Where IP addresses are transmitted and stored in this context, this is done solely for the purpose of combating and filtering spam and fraud (ad impression spam and click spam).

7. Google Maps

Our website uses the Google Maps API to display geographical information visually. When using Google Maps, Google also collects, processes and uses data relating to how visitors to the website use the Maps functions. You can find further information about Google’s data processing in Google’s privacy policy. There, in the Privacy Centre, you can also change your settings so that you can manage and protect your data.

Further guidance on managing your own data in relation to Google products can be found here: https://support.google.com/accounts/answer/3024190.

8. Zendesk

We use Zendesk Chat for the chat function on our website. Zendesk Chat is a product of Zendesk Inc., 1019 Market Street, San Francisco, CA 94103, USA („Zendesk“).

To provide the chat function, Zendesk Chat uses cookies (Section 4) and Flash cookies, commonly known as Adobe Flash Local Shared Objects (LSOs). These are necessary to enable you to navigate from page to page without losing the chat content. The data collected includes: chat history, name provided, IP address, country of origin and other personal information, depending on the details provided.

You have the option to accept or reject cookies. Most web browsers accept cookies automatically, but you can set your browser to reject them. If you reject cookies, you will no longer be able to use the chat function.

  • „Flash cookies“ or LSOs can be accessed and deleted via the Adobe Flash Player Settings Manager.
  • „Live Chat Cookies“

__zlcid stores the Zendesk Live Chat ID, which is used to identify the device across visits.

__zprivacy stores the user’s preferences regarding disabling live chat and no longer using cookies. This information is stored across visits.

9. Google reCAPTCHA

We use Google reCAPTCHA on our website to ensure its security. Specifically, this serves to verify and prevent interactions on our website by automated access, such as by so-called bots. This is a service provided by Google LLC, 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA, hereinafter referred to simply as „Google“.

This service enables Google to determine from which website a request is being sent and from which IP address you are using the reCAPTCHA input box. In addition to your IP address, Google may also collect other information that is necessary for the provision and operation of this service.

The legal basis is your explicit consent in accordance with Article 6(1)(a) of the GDPR.

Further information on data processing by Google can be found at https://policies.google.com/privacy

10. Google Enhanced Conversions

In order to better assess the effectiveness of our advertising campaigns, we use Enhanced Conversions on our website. This is a service provided by Google LLC, 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA, hereinafter referred to simply as „Google“.

As described above, it remains the case, of course, that technologies which are not strictly necessary for the operation of the website (e.g. marketing cookies and analytics tools) will only be used with your express consent. However, should you not give your consent in this regard, the use of Enhanced Conversions allows us to automatically send a hash value to Google, which Google then matches against registered Google accounts to determine from which website users have arrived at ours.

Neither Google nor we can use this hash value to deduce any information about you personally. The data is processed solely for the purpose of compiling an anonymous, statistical overview of the websites our users visit. Nor is the data in question linked to any other information for profiling purposes.

The legal basis for the data processing is Article 6(1)(f) of the GDPR, as it is necessary to safeguard our legitimate interests in optimising our advertising activities and, in this context, utilising our resources more efficiently. There is no indication that your interests or fundamental rights and freedoms could, to any significant extent, conflict with the data processing in this regard, particularly as only hash values are processed here and the interference with your right to privacy is therefore minimal.

Further information on data processing by Google can be found at https://policies.google.com/privacy.

11. YouTube videos

Our website features videos embedded from the YouTube video platform (www.youtube.com) are hosted.

These videos are identified on our website by appropriately labelled buttons. If you click on these buttons, you will be redirected to the YouTube video platform (www.youtube.com). In doing so, personal data is also transferred to Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland, as the data controller. The videos will only play once you have given your consent to being redirected to www.youtube.com and to the associated data processing by clicking the aforementioned button.

We are not responsible for the processing of your personal data in connection with your visit to www.youtube.com. Further information on data processing on that website can be found at https://policies.google.com/privacy.

12. Data subjects’ rights

You have the right to:

  • to request information about the personal data we process about you, in accordance with Article 15 of the GDPR. In particular, you may request information regarding the purposes of processing, the categories of personal data, the categories of recipients to whom your data has been or will be disclosed, the intended retention period, the existence of a right to rectification, erasure, restriction of processing or objection, the existence of a right to lodge a complaint, the origin of your data where it was not collected by us, as well as information on the existence of automated decision-making, including profiling, and, where applicable, meaningful information regarding its details;
    in accordance with Article 16 of the GDPR, to request, without undue delay, the rectification of any inaccurate personal data or the completion of your personal data held by us;
  • to request, in accordance with Article 17 of the GDPR, the erasure of your personal data stored by us, unless the processing is necessary for the exercise of the right to freedom of expression and information, for compliance with a legal obligation, for reasons of public interest, or for the establishment, exercise or defence of legal claims;
  • to request, in accordance with Article 18 of the GDPR, the restriction of the processing of your personal data, where you contest the accuracy of the data, the processing is unlawful but you object to its erasure, and we no longer require the data but you need it to assert, exercise or defend legal claims, or you have objected to the processing in accordance with Article 21 of the GDPR;
  • in accordance with Article 20 of the GDPR, to receive the personal data you have provided to us in a structured, commonly used and machine-readable format, or to request that it be transferred to another controller;
  • In accordance with Article 7(3) of the GDPR, you may withdraw your consent at any time by notifying us. As a result, we will no longer be permitted to continue processing data on the basis of that consent in future, and
    to lodge a complaint with a supervisory authority in accordance with Article 77 of the GDPR. As a general rule, you may contact the supervisory authority for your usual place of residence or work, or for the location of our registered office.

13. Right to object

Where your personal data is processed on the basis of legitimate interests pursuant to Article 6(1), first sentence, point (f) of the GDPR, you have the right, in accordance with Article 21 of the GDPR, to object to the processing of your personal data, provided there are grounds arising from your particular situation or the objection relates to direct marketing. In the latter case, you have a general right to object, which we will honour without you needing to specify a particular situation. If you wish to exercise your right to withdraw consent or to object, simply send an email to info@hsp-software.de.

14. Data security

During your visit to our website, we use the widely adopted SSL (Secure Sockets Layer) protocol in conjunction with the highest level of encryption supported by your browser. This is usually 256-bit encryption. If your browser does not support 256-bit encryption, we will use 128-bit v3 technology instead. You can tell whether a particular page on our website is being transmitted securely by the closed key or padlock icon displayed in the status bar at the bottom of your browser. We also employ appropriate technical and organisational security measures to protect your data against accidental or deliberate manipulation, partial or complete loss, destruction or unauthorised access by third parties. Our security measures are continuously improved in line with technological developments.

15. Validity and amendments to this Privacy Policy

This privacy policy is currently in force and is dated May 2026.

It may become necessary to amend this privacy policy as a result of further development of our website and the services offered on it, or due to changes in legal or regulatory requirements. The current version of the privacy policy is available at any time on the website at www.hsp-software.de/datenschutz can be accessed and printed by you.