Privacy Policy

Your privacy is important to us. It is SpexAI's policy to respect your privacy regarding any information we may collect from you across our website, http://www.spexai.com, and other sites we own and operate.

Owner and data controller

SpexAI GmbH
Bautzner Str. 22
01099 Dresden
Germany

privacy(at)spexai.com

1. Types of data

We only ask for personal information when we truly need it to provide a service to you. We collect it by fair and lawful means, with your knowledge and consent. We also let you know why we’re collecting it and how it will be used.

Among the types of personal data that our website collects, by itself or through third parties, there are: Cookies and Usage data. Complete details on each type of personal data collected are provided in the dedicated sections of this privacy policy or by specific explanation texts displayed prior to the data collection. personal data may be freely provided by the user, or, in case of Usage data, collected automatically when using this website.

Unless specified otherwise, all data requested by our website is mandatory and failure to provide this data may make it impossible for our website to provide its services. In cases where our website specifically states that some data is not mandatory, users are free not to communicate this data without consequences to the availability or the functioning of the Service. Users who are uncertain about which personal data is mandatory are welcome to contact SpexAI.

Any use of Cookies – or of other tracking tools – by our website or by the owners of third-party services used by our website serves the purpose of providing the Service required by the user, in addition to any other purposes described in the present document and in the Cookie Policy, if available. users are responsible for any third-party personal data obtained, published or shared through our website and confirm that they have the third party's consent to provide the data to SpexAI.

2. Mode and place of processing

We only retain collected information for as long as necessary to provide you with your requested service. What data we store, we’ll protect within commercially acceptable means to prevent loss and theft, as well as unauthorised access, disclosure, copying, use or modification. We don’t share any personally identifying information publicly or with third-parties, except when required to by law.

Methods of processing
The Owner takes appropriate security measures to prevent unauthorized access, disclosure, modification, or unauthorized destruction of the data. The data processing is carried out using computers and/or IT enabled tools, following organizational procedures and modes strictly related to the purposes indicated. In addition to SpexAI, in some cases, the data may be accessible to certain types of persons in charge, involved with the operation of our website (administration, sales, marketing, legal, system administration) or external parties (such as third-party technical service providers, mail carriers, hosting providers, IT companies, communications agencies) appointed, if necessary, as data Processors by SpexAI. The updated list of these parties may be requested from SpexAI at any time.

Legal basis of processing
The Owner may process personal data relating to users if one of the following applies:

  • users have given their consent for one or more specific purposes. Note: Under some legislations SpexAI may be allowed to process personal data until the user objects to such processing (“opt-out”), without having to rely on consent or any other of the following legal bases. This, however, does not apply, whenever the processing of personal data is subject to European data protection law;

  • provision of data is necessary for the performance of an agreement with the user and/or for any pre-contractual obligations thereof;

  • processing is necessary for compliance with a legal obligation to which SpexAI is subject;

  • processing is related to a task that is carried out in the public interest or in the exercise of official authority vested in SpexAI;

  • processing is necessary for the purposes of the legitimate interests pursued by SpexAI or by a third party.

In any case, SpexAI will gladly help to clarify the specific legal basis that applies to the processing, and whether the provision of personal data is a statutory or contractual requirement, or a requirement necessary to enter into a contract.

Place
The data is processed at SpexAI's operating offices and in any other places where the parties involved in the processing are located. Depending on the user's location, data transfers may involve transferring the user's data to a country other than their own. To find out more about the place of processing of such transferred data, users can check the section containing details about the processing of personal data. users are also entitled to learn about the legal basis of data transfers to a country outside the European Union or to any international organization governed by public international law or set up by two or more countries, such as the UN, and about the security measures taken by SpexAI to safeguard their data. If any such transfer takes place, users can find out more by checking the relevant sections of this document or inquire with SpexAI using the information provided in the contact section.

Retention time
personal data shall be processed and stored for as long as required by the purpose they have been collected for.

Therefore:

  • personal data collected for purposes related to the performance of a contract between SpexAI and the user shall be retained until such contract has been fully performed.

  • personal data collected for the purposes of SpexAI’s legitimate interests shall be retained as long as needed to fulfill such purposes. users may find specific information regarding the legitimate interests pursued by SpexAI within the relevant sections of this document or by contacting SpexAI.

The Owner may be allowed to retain personal data for a longer period whenever the user has given consent to such processing, as long as such consent is not withdrawn. Furthermore, SpexAI may be obliged to retain personal data for a longer period whenever required to do so for the performance of a legal obligation or upon order of an authority. Once the retention period expires, personal data shall be deleted. Therefore, the right to access, the right to erasure, the right to rectification and the right to data portability cannot be enforced after expiration of the retention period.

3. Purposes of processing

The data concerning the user is collected to allow SpexAI to provide its services, as well as for analytical purposes.

Google Analytics
Google Analytics is a web analysis service provided by Google LLC (“Google”). Google utilizes the data collected to track and examine the use of our website, to prepare reports on its activities and share them with other Google services. Google may use the data collected to contextualize and personalize the ads of its own advertising network.

Squarespace Metrics
Squarespace Metricsis a web analysis service provided by Squarespace Inc. (“Squarespace”). Squarespace utilizes the data collected to track and examine the use of our website, to prepare reports on its activities and share them with other services related to the website.

4. Rights of users

Users may exercise certain rights regarding their data processed by SpexAI. Users have the right to do the following:

  • Withdraw their consent at any time. users have the right to withdraw consent where they have previously given their consent to the processing of their personal data.

  • Object to processing of their data. users have the right to object to the processing of their data if the processing is carried out on a legal basis other than consent. Further details are provided in the dedicated section below.

  • Access their data. users have the right to learn if data is being processed by SpexAI, obtain disclosure regarding certain aspects of the processing and obtain a copy of the data undergoing processing.

  • Verify and seek rectification. users have the right to verify the accuracy of their data and ask for it to be updated or corrected.

  • Restrict the processing of their data. users have the right, under certain circumstances, to restrict the processing of their data. In this case, SpexAI will not process their data for any purpose other than storing it.

  • Have their personal data deleted or otherwise removed. users have the right, under certain circumstances, to obtain the erasure of their data from SpexAI.

  • Receive their data and have it transferred to another controller. users have the right to receive their data in a structured, commonly used and machine-readable format and, if technically feasible, to have it transmitted to another controller without any hindrance. This provision is applicable provided that the data is processed by automated means and that the processing is based on the user's consent, on a contract which the user is part of or on pre-contractual obligations thereof.

  • Lodge a complaint. users have the right to bring a claim before their competent data protection authority.

Details about the right to object to processing
Where personal data is processed for a public interest, in the exercise of an official authority vested in SpexAI or for the purposes of the legitimate interests pursued by SpexAI, users may object to such processing by providing a ground related to their situation to justify the objection. Users must know that, however, should their personal data be processed for direct marketing purposes, they can object to that processing at any time without providing any justification. To learn, whether SpexAI is processing personal data for direct marketing purposes, users may refer to the relevant sections of this document.

How to exercise these rights
Any requests to exercise user rights can be directed to SpexAI through the contact details provided in this document.

5. Data protection information in the application process

We process the applicant data only for the purpose and within the framework of the application procedure in accordance with the statutory provisions. The processing of the applicant data is carried out to fulfill our (pre-)contractual obligations within the framework of the application procedure in accordance with Art. 6 Para. 1 S. 1 lit. b. GDPR or pursuant to Art. 6 Para. 1 S. 1 lit. f. GDPR, if data processing becomes necessary for us, e.g. within the framework of legal proceedings (in Germany, § 26 BDSG additionally applies).

The application procedure requires that the applicants provide us with the applicant data. If we offer an online form, the necessary applicant data is marked, otherwise it results from the job descriptions and essentially includes personal data, postal and contact addresses as well as the documents belonging to the application such as covering letter, curriculum vitae and certificates. In addition, applicants may voluntarily provide us with additional information.

By submitting their application to us, applicants agree to the processing of their data for the purposes of the application procedure in accordance with the type and scope of this data protection declaration.

Insofar as special categories of personal data within the meaning of Art. 9 (1) GDPR are voluntarily disclosed in the application process, they are also processed in accordance with Art. 9 (2) (b) GDPR (e.g. health data, such as severely disabled status or ethnic origin).

Where available, applicants can submit their applications via an online form on our online site. The data will be transmitted to us encrypted according to the state of the art. Applicants can also send us their applications by e-mail. Please note, however, that e-mails are generally not sent in encrypted form and that applicants themselves must ensure that they are encrypted. Therefore, we cannot assume any responsibility for the transmission path of the application between sender and recipient on our server and therefore recommend the use of an online form or postal dispatch. Instead of applying via the online form and e-mail, applicants still have the option of sending their application by post.

In the event of a successful application, the data provided by the applicants may be further processed by us for the purposes of the employment relationship. Otherwise, the applicant's data will be deleted if the application for a job offer is not successful. The applicant's data will also be deleted if an application to which the applicant is entitled at any time is withdrawn.

Subject to justified revocation by the applicant, the data will be deleted after six months so that we can answer all follow-up questions on the application and comply with our obligation to provide evidence under the Equal Treatment Act. Invoices for the reimbursement of travel expenses are archived in accordance with tax regulations.

6. Additional information about data collection and processing

Legal action
The user's personal data may be used for legal purposes by SpexAI in Court or in the stages leading to possible legal action arising from improper use of our website or the related services. The user declares to be aware that SpexAI may be required to reveal personal data upon request of public authorities.

Additional information about user's personal data
In addition to the information contained in this privacy policy, our website may provide the user with additional and contextual information concerning services or the collection and processing of personal data upon request.

System logs and maintenance
For operation and maintenance purposes, our website and any third-party services may collect files that record interaction with our website (System logs) use other personal data (such as the IP Address) for this purpose.

Information not contained in this policy
More details concerning the collection or processing of personal data may be requested from SpexAI at any time.

How “Do Not Track” requests are handled
This Application does not support “Do Not Track” requests. To determine whether any of the third-party services it uses honor the “Do Not Track” requests, please read their privacy policies.

Changes to this privacy policy
The Owner reserves the right to make changes to this privacy policy at any time by giving notice to its users on this page and possibly within our website and/or – as far as technically and legally feasible - sending a notice to users via any contact information available to SpexAI. It is strongly recommended to check this page often, referring to the date of the last modification listed at the bottom. Should the changes affect processing activities performed based on the user’s consent, SpexAI shall collect new consent from the user, where required.

7. Definitions and legal references

Personal data (or data)
Any information that directly, indirectly, or in connection with other information — including a personal identification number — allows for the identification or identifiability of a natural person.

Usage data
Information collected automatically through our website (or third-party services employed in our website), which can include: the IP addresses or domain names of the computers utilized by the users who use our website, the URI addresses (Uniform Resource Identifier), the time of the request, the method utilized to submit the request to the server, the size of the file received in response, the numerical code indicating the status of the server's answer (successful outcome, error, etc.), the country of origin, the features of the browser and the operating system utilized by the user, the various time details per visit (e.g., the time spent on each page within the Application) and the details about the path followed within the Application with special reference to the sequence of pages visited, and other parameters about the device operating system and/or the user's IT environment.

User
The individual using our website who, unless otherwise specified, coincides with the data Subject.

Data subject
The natural person to whom the personal data refers.

Data processor (or data supervisor)
The natural or legal person, public authority, agency or other body which processes personal data on behalf of the controller, as described in this privacy policy.

Data controller
The natural or legal person, public authority, agency or other body which, alone or jointly with others, determines the purposes and means of the processing of personal data, including the security measures concerning the operation and use of our website. The data controller, unless otherwise specified, is SpexAI of our website.

Service
The service provided by our website as described in the relative terms (if available) and on this site/application.

European Union (or EU)
Unless otherwise specified, all references made within this document to the European Union include all current member states to the European Union and the European Economic Area.

Cookies
Small sets of data stored in the user's device.

8. Legal information

This privacy statement has been prepared based on provisions of multiple legislations, including Art. 13/14 of Regulation (EU) 2016/679 (General data Protection Regulation). This privacy policy relates solely to our website, if not stated otherwise within this document.