R&M Data Protection Statement

Valid from November 2023

In this Data Protection Statement, we will explain to you how we handle personal data that the Reichle & De-Massari group (hereinafter “R&M”) obtains from third parties via its website (“portal”) or otherwise.

“Personal data” means any information relating to an identified or identifiable natural person, e.g. first name, surname, address, email, date of birth or telephone number.

By accessing our website (hereinafter the “portal” or “website”) or mobile apps and using our range of products and services, you declare that you have read this Data Protection Statement carefully and that you agree to the data processing described. If you do not agree with this Statement, you will have to refrain from accessing the portal or using our products and services.

1. Controller

The controller within the meaning of data protection law is Reichle & De-Massari Holding AG, Binzstrasse 32, 8620 Wetzikon, Switzerland, Tel.: +41 44 933 8111, email: legal@rdm.com.

R&M determines the purposes and means of processing your personal data and is therefore responsible for the processing and use of your personal data in accordance with this Data Protection Statement. If you have any questions or concerns about this Data Protection Statement or the processing of your personal data, please do not hesitate to contact us at any time by sending an email to legal@rdm.com.

• The representative of R&M in the European Union in accordance with Art. 27 EU-GDPR is the subsidiary Reichle & De-Massari Netherlands B.V., Line 508, 7325 DZ Apeldoorn, The Netherlands.
• The representative of R&M in the United Kingdom (UK) in accordance with Art. 27 UK-GDPR is the subsidiary Reichle & De-Massari (UK) Ltd., 450 Brook Drive, Reading, England, RG2 6UU, United Kingdom.

2. Data processing

All personal data collected shall be processed in accordance with the EU-GDPR and the Swiss data protection law. We collect and process personal data carefully and for the purposes described in this Data Protection Statement. We always endeavor to collect information in an anonymized or pseudonymized form, insofar as reasonably possible, so that we cannot identify you.

3. Collection of personal data and purposes of data processing

3.1 Personal data transmitted automatically via the portal

R&M collects and stores information that your browser transmits to us automatically in “server log files” when you visit our website. This personal data is collected automatically and includes:

• the IP address used (if necessary in an anonymized, truncated form), date and time stamp, web browser and operating system used, language and version of the browser software, websites accessed, volume of personal data transferred in each case.

R&M uses the automatically collected personal data in particular to enable the stable, secure operation and functionality of the portal and to improve our services and offers (e.g. in connection with personal data transmitted in accordance with item 3.2. of this declaration).

3.2 Personal data transmitted to us by you

R&M collects and processes the personal data that you transmit directly to R&M on a voluntary basis via an online form, our contact email address, any other applications associated with the portal, by telephone or in any other way. This information includes the following personal data:

• first name, surname, postal address, email address, telephone number, date of birth, gender.

The provision of this personal data is expressly on a voluntary basis. Without this personal data, however, we will not be able to provide the requested services.

R&M uses the personal data transmitted to us by you for the following purposes:

• to deliver, source, maintain, protect and optimize the products, services and information offered
• to communicate with you and provide you with the best possible, personalized information that you need from us (e.g. about our products and services)
• to offer you new products, services and information and, based on your profile, to suggest tailored services and information that may be of interest to you
• for recruiting and labor contract purposes
• to comply with legal or other regulatory requirements and internal regulations
• to establish, exercise and/or defend actual or potential legal claims, investigations or similar proceedings
• for other legitimate purposes where such processing arises from the circumstances or was stated at the time of collection

3.3 Legal basis for data processing

The personal data is processed on the following legal basis:

• your consent, which you may revoke at any time (e.g. if you register for our newsletter and other marketing communications)
• for the performance of a contract with you or for the purpose of concluding a contract with you (e.g. when purchasing products or services)
• to comply with a legal obligation (e.g. for tax purposes or for the purpose of judicial investigations or proceedings) or
• to protect our legitimate interests (e.g. protection and security of our services, systems, assets; compliance with legal, regulatory and contractual obligations; assertion, exercise or defense of legal claims; maintenance and efficient organization of business operations; improvement and development of our services; and sales and marketing of our services)

If the processing is based on your consent, you may withdraw the consent at any time or object to this processing by unsubscribing on the relevant online marketing tool or by contacting us at legal@rdm.com. Please note, however, that the withdrawal of your consent shall not affect the lawfulness of processing based on the consent before its withdrawal.

4. Receivers of personal data

R&M takes the necessary measures to ensure that only authorized personnel and auxiliaries with the requisite knowledge have access to your personal data to fulfill the purposes for which your personal data was collected.

In accordance with the purposes and legal basis of the processing described above, we may pass your personal data on to the following categories of receiver in particular, insofar as this is necessary for the intended data processing:

• employees of R&M
• service providers processing personal data on behalf of and on the instructions of Google (“order processors”, e.g. in IT, Hosting and Support)
• service providers, other business partners and auxiliaries (e.g. lawyers)
• authorities, government agencies, courts or other state institutions
• (social) media
• other parties in potential or actual legal proceedings

We select our partners and processors carefully and only with sufficient guarantee that they have appropriate technical and organizational measures in place in accordance with the statutory requirements. Our order processors may process personal data only on documented instructions from us. They are all subject to confidentiality requirements and may use your personal data only to the extent necessary to fulfill the purpose for which your personal data was collected, unless otherwise required by law.

5. Transmission of personal data outside of the EU/EEA

The personal data collected via our website is stored in the EU. In addition, we may transmit your personal data to receivers around the world, e.g. where our third-party service providers or partners are located, and store and process your personal data with them. We may, therefore, transmit your personal data outside of the European Economic Area (EEA) if this is necessary for the data processing described in this Data Protection Statement in accordance with the applicable law.

If data is transferred to countries that do not ensure an adequate level of protection, we shall take appropriate measures to ensure adequate data protection, e.g. an agreement to implement the EU GDPR requirements, an agreement on EU standard contractual clauses, the recipient’s participation in an EU-accredited certification scheme to ensure a sufficient level of data protection or recognition by the competent supervisory authority of binding corporate rules of the recipient in order to establish an adequate level of data protection.

6. Duration of the storage of personal data

We store your data for as long as is necessary to fulfill the purpose for which it was collected. In addition, we respect the statutory retention periods.

7. Cookies

When you access or use the website, we may place “cookies” – small text files – or similar tools on your computer. We use the cookies to recognize you as a user of the website, to customize content, and to improve the website’s performance and the user experience.

a) Categories of cookies that we use

Depending on their function and purpose, the cookies we use can be divided into the following categories: functional cookies, performance cookies and advertising cookies.

• Functional cookies: These cookies serve a variety of purposes regarding the presentation, functionality and performance of a website and in particular to improve the experience and enjoyment of the website for its visitors. They enable a website to remember information that has already been provided (e.g. username, location or language settings) and offer visitors better, more personal functions. For example, functional cookies are used to remember aspects such as your login credentials. These cookies cannot track your movement on other websites.
• Performance cookies: These cookies are used to collect information about how a website is used – for example, how visitors got to our website, which pages a visitor opens most often, how you navigated during your visit to our website and if a page issued any error messages. We may also use these cookies to provide us with certain statistical and analytical information, such as how many visitors have come to our website. These cookies are used to monitor the level of activity on the website and to improve its performance.
• Advertising cookies enable us, or a third party, to place ads on our website or on third-party websites that feature products the user likes, so the ads that the user sees are more relevant to the their preferences or interests (sometimes referred to as “targeting cookies”). They can also be used to evaluate the effectiveness of advertising and promotions.

These cookies may be placed by us or by a third party working on our behalf. For more information about cookies and how they are used, please visit: http://www.allaboutcookies.org/.

The legal basis for data processing results from your consent (Art. 6(1)(a) GDPR) or our legitimate interest (Art. 6(1) Sentence 1 (f) GDPR), in particular to ensure the interest, operation and functionality of the portal is stable and secure and to improve our services.

You can configure your browser settings so that no cookies are stored on your computer. You may instead choose to have a warning appear each time before accepting a cookie or adjust the browser settings to only accept cookies from certain websites. Moreover, you may delete cookies that have already been saved at any time. The complete deactivation of cookies may mean that you cannot use all of our website’s functions.

By continuing to use our website and/or agreeing to this Data Protection Statement, you agree that we may set cookies and thereby collect, store and use personal usage data, even after the end of your browser session. You may revoke this consent at any time by activating the browser setting to refuse third-party cookies.

b) Google Analytics

R&M uses Google Analytics, a web analysis service by Google Inc. Google Analytics uses cookies, which analyze how users use a website. The information produced by the cookie about the usage of this website (including the user IP address) is sent to and stored on a Google server in the USA. Google will use this information in order to evaluate your usage of the website, to compile reports about website activity for the website operator and to provide further services related to the use of the website and internet. Google may also send this information to third parties, insofar as this is required or permitted by law or where third parties process the data on Google’s behalf.

By using this website, you provide your consent that the data collected about you may be processed in the manner described above and for the aforementioned purpose.

c) Google Maps

This website uses Google Maps API, a map service provided by Google. It enables us to show you interactive maps directly on the website and offers a user-friendly way for you to use the map function.

The legal basis of the processing arises from your consent based on your voluntary provision of information to create a route map and our legitimate interests in displaying our location and making the location we specify on our website easy to find.

When you use Google Maps, information about your use of our website, including your IP address, may be transmitted to a Google server in the USA and stored there. Google may send the information obtained by Google Maps to third parties, insofar as this is required or permitted by law or where third parties process the data on Google’s behalf.

It is possible to disable Google Maps and prevent data transfers to Google by disabling JavaScript in your browser. We would like to point out, however, that in this case you will not be able to use the map display.

For more information on the purpose and scope of data collection and processing by Google, on your rights in this regard, and on settings to protect your privacy, please visit: www.google.de/intl/de/policies/privacy.

d) Hotjar

We use Hotjar to better understand our users’ needs and to optimize the offer and experience on our website. Hotjar’s technology gives us a better understanding of our users’ experiences (e.g. how much time users spend on which pages, which links they click, what they like and don’t like, etc.), and this helps us tailor our offering to our users’ feedback. Hotjar works with cookies and other technologies to collect data about our users’ behavior and their end devices, in particular the device’s IP address (only recorded and stored in anonymous form while you are using the website), screen size, device type (unique device identifiers), information about the browser used, location (country only), and preferred language for viewing our website. Hotjar stores this information on our behalf in a pseudonymized user profile. Hotjar is contractually prohibited from selling the data collected on our behalf.

For more information, see the ‘About Hotjar’ section under Hotjar’s help page.

We reserve the right to use usability tracking tools similar to Hotjar.

8. Social media plug-ins

R&M uses “social plug-ins” from social networks such as Facebook, LinkedIn and YouTube. The plug-ins are deactivated by default while you visit our website. This means that no data will be transmitted to the social networks without your intervention. Once you access a social network, the plug-ins remain active until you log out of the social network or delete your cookies. We have no influence on the scope of data processed by the social networks owing to your plug-in. Please refer to the data protection statements of the respective social networks to find out the purpose and scope of the data collection, the further processing and use of the data by the social networks, your rights in this regard and the settings to protect your privacy.

9. Use of external content on our website

Content embedded as part of R&M’s web presence under the domain www.rdm.com may have been obtained from external sources. When you request content embedded under the domain www.rdm.com, your browser connects directly to the servers of the external source. Content from the external source is sent straight to your browser and displayed on this website. The external source then receives the information that you have requested from the R&M website. The external source is able to register your web activity.

10. Security

R&M has implemented organizational and technical measures to ensure the security of personal data and to protect it against unauthorized or unlawful processing, unintentional loss, alteration, disclosure or access.

R&M may use third parties as data processors to collect and process your personal data. The data processors that we appoint shall process your personal data only in accordance with our instructions and are legally obliged to take strict security precautions when handling personal data.

Unfortunately, the transmission of information over the Internet is not entirely secure. Although we will do our utmost to protect your personal data, we cannot guarantee the security of the data you transmit to our website; any transmission is at your own risk. For this reason, you are always welcome to transmit your personal data to us by other means, e.g. by telephone. Once we have received your data, we apply strict procedures and strict security measures to prevent unauthorized access.

11. Third-party data protection statements

Please note that if you click on the link to a third-party website (e.g. Google or social media or other websites), you will be redirected to a website that we do not control and our privacy policy will no longer apply. Your interactions on any other website are subject to the terms of use and privacy policies and notices of that third party website. In addition, we cannot guarantee that these links are correct or up-to-date.

We encourage you to read the terms of use and privacy policies and notices of other websites carefully before submitting any personal information through said website. We are not responsible or liable for the content and data processing of such third-party websites.

12. Children

Our website is not intended for children, and we do not knowingly collect personally identifiable information from children under the age of 16, unless we have express parental consent. If we are notified or otherwise find out that personal information has been improperly collected from a child under the age of 16, we shall take all reasonable steps to erase such personal information.

13. Your rights

You have the right to assert your data protection rights at any time and, subject to proof of your identity, to receive information about your stored personal data, to correct or supplement them, to object to the processing of your personal data or to request the erasure of your personal data, and the right to receive data in a structured, machine-readable format for transmission to another location. To that end, please email legal@rdm.com.

Please note that even after a request to erasure your personal data, we must retain it in whole or in part within the framework of statutory and contractual retention obligations. The erasure of your personal data may mean that you can no longer use our services.

If you believe that your rights have been violated, you may lodge a complaint with the competent supervisory authority at any time.

14. Changes to the Data Protection Statement

R&M reserves the right to amend, supplement or otherwise change this Personal Data Protection Statement at any time and without stating its reasons. The Personal Data Protection Statement as published on the portal shall apply.