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The use of Email Tools Guide is possible without providing personal data, but if you want to use services via our website, processing of personal data may be necessary. If the processing of personal data is necessary and there is no statutory basis for such processing, we generally obtain consent from the data subject.
The processing of personal data, such as name, address, email address, or telephone number, shall always be in line with the General Data Protection Regulation (GDPR) and in accordance with the country-specific data protection regulations applicable to the Email Tools Guide. We inform the public of the nature, scope, and purpose of the personal data we collect, use, and process. Furthermore, data subjects are informed of their rights.
As the controller, the Email Tools Guide team has implemented technical and organizational measures to ensure the most complete protection of personal data processed through this website. However, internet-based data transmissions may have security gaps, so absolute protection cannot be guaranteed.
The Email Tools Guide team has crafted their data protection policy using the same terminology found in the GDPR, which has been adopted by the European legislative body. The main objective of this policy is to provide clear and transparent information to the public, as well as to their customers and business partners.
To achieve this goal, the following terms are used in the policy:
- Personal data: Any information that pertains to a natural person and allows for their identification, either directly or indirectly, through a name, ID number, location data, online identifier, or other specific factor related to their physical, genetic, mental, economic, cultural, or social identity.
- Data subject: Any natural person who is identified or can be identified, and whose personal data is being processed by the controller responsible for such processing.
- Processing: Any action or set of actions carried out on personal data, whether manually or through automated means, including but not limited to collecting, recording, organizing, storing, adapting, altering, retrieving, consulting, using, transmitting, disseminating, restricting, erasing, or destroying.
- Restriction of processing: Marking stored personal data with the intention of limiting its processing in the future.
- Profiling: Automated processing of personal data that involves using it to evaluate certain personal aspects of a natural person, such as work performance, economic situation, health, personal preferences, interests, reliability, behavior, location, or movements.
- Pseudonymisation: Processing personal data in such a way that it cannot be attributed to a specific data subject without additional information, which is kept separately and subject to technical and organizational measures to ensure that the personal data are not attributed to an identified or identifiable natural person.
- Controller or controller responsible for the processing: Natural or legal person, public authority, agency, or any other body that determines, either alone or jointly with others, the purposes and means of processing personal data. If the purposes and means of processing are determined by Union or Member State law, the controller or the specific criteria for its nomination may be provided for by Union or Member State law.
- Processor: Natural or legal person, public authority, agency, or any other body that processes personal data on behalf of the controller.
- Recipient: Natural or legal person, public authority, agency, or any other body to whom personal data is disclosed, whether a third party or not. Public authorities that may receive personal data in the framework of a particular inquiry in accordance with Union or Member State law shall not be regarded as recipients, and the processing of such data by such public authorities shall be in compliance with the applicable data protection rules according to the purposes of the processing.
- Third party: Natural or legal person, public authority, agency, or any other body, other than the data subject, controller, processor, and persons who, under the direct authority of the controller or processor, are authorized to process personal data.
- Consent: Any freely given, specific, informed, and unambiguous indication of the data subject’s wishes by which he or she, by a statement or by a clear affirmative action, signifies agreement to the processing of personal data relating to him or her.
Collection of General Data and Information
Whenever someone accesses the Email Tools Guide website, the website gathers general data and information such as the type and version of browser used, the operating system used by the accessing system, the website that led the accessing system to the Email Tools Guide website (referrers), sub-websites, date and time of access, internet protocol (IP) address, internet service provider of the accessing system, and other similar data that may be used to protect against attacks on the information technology systems. The Email Tools Guide website analyzes this data in an anonymous and statistical manner to improve data protection and security, and to ensure the best possible protection of any personal data that is processed. This data is kept separate from all personal data that is provided by the data subject.
Subscription to Email Tools Guide Newsletters
The Email Tools Guide website allows users to subscribe to our newsletter. The input fields used determine what personal data are transmitted and when the newsletter is ordered from the controller. The Email Tools Guide regularly sends newsletters with relevant information. This newsletter may only be received by the data subject if the data subject has a valid email address and registers for the newsletter. During registration, we store the IP address of the computer system assigned by the ISP used by the data subject at the time of the registration, as well as the date and time of the registration. This information helps us understand possible misuse of a data subject’s email address, thereby serving the aim of the legal protection of the controller. Personal data collected for newsletter registration is only used to send newsletters, and subscribers may be informed by email if necessary for the operation of the newsletter service or registration in question. There will be no transfer of personal data collected by the newsletter service to third parties. Data subjects may terminate newsletter subscription and revoke consent for storage of personal data at any time. An unsubscribe link is found in each newsletter.
The Email Tools Guide newsletter utilizes tracking pixels for analytical purposes. These tracking pixels are miniature graphics embedded in HTML-formatted emails, which enable log file recording and analysis. The embedded tracking pixel allows us to identify if and when an email was opened by a data subject, as well as which links were accessed by the data subjects. The personal data collected via tracking pixels is stored and analyzed by the controller for optimizing newsletter delivery and content customization based on the interests of the data subject. The personal data collected via tracking pixels is not disclosed to any third party. Data subjects have the right to revoke their consent to the use of tracking pixels at any time by using the double-opt-in procedure. Once revoked, the personal data collected via tracking pixels will be deleted by the controller. The Email Tools Guide team considers a withdrawal from newsletter subscription as a revocation of consent for tracking pixel usage.
Our team strives to be accurate and unbiased in reviewing email tools. However, we recognize that mistakes can happen, and it’s essential for us to stay up to date. If you come across any errors or things that need to be reviewed again, please let us know.
In case of the contact, your personal data is automatically stored. This data is stored solely for the purpose of processing and/or contacting the data subject and is not disclosed to any third party.
Routine Deletion and Restriction of Personal Data
The entity responsible for handling data shall handle and maintain the personal information of the individual only for the necessary duration to attain the goal of storing it, or as permissible by the European Union lawmaker or other legislatures in laws or regulations that the entity is answerable to. If the purpose of the storage is not relevant, or if a duration for storage designated by the European Union lawmaker or another competent lawmaker comes to an end, the personal information must be routinely restricted or deleted in compliance with lawful obligations.
Data Subject Rights
a) Right to Confirmation
Every individual holds the entitlement granted by the European Union lawmaker to secure from the entity responsible for data handling the verification whether or not their personal information is being processed. If the data subject desires to exercise this right to verification, they can approach any staff member of the entity at any time.
b) Right of access
The European legislator grants the data subject the right to obtain information, free of charge, from the controller regarding their stored personal data, including a copy of such information. According to the European directives and regulations, the data subject has the right to access specific details about the processing purposes, categories of personal data, recipients, and the intended storage period. They also have the right to request rectification, erasure, or restriction of processing, object to such processing, and lodge a complaint with a supervisory authority. The data subject must also be informed of the appropriate safeguards in case of transferring their personal data to third countries or international organizations. Any employee of the controller can assist the data subject in exercising this right of access. Moreover, the data subject has the right to know the source of personal data and whether automated decision-making, including profiling, is involved, along with meaningful information about the logic and potential consequences of such processing.
c) Right to rectification
As per the European legislator, the data subject has the right to demand, without undue delay, rectification of any inaccurate personal data concerning him or her from the controller. The data subject has the right to have incomplete personal data completed, taking into account the purposes of processing, including by providing a supplementary statement. Any employee of the controller may be contacted by the data subject to exercise this right to rectification.
d) Right to erasure (Right to be forgotten)
The data subject has the right, as per the European legislator, to demand from the controller the erasure of personal data concerning him or her without undue delay, and the controller has the obligation to erase personal data without undue delay where one of the specific grounds listed applies, except where the processing is necessary. The grounds include where personal data is no longer necessary for the purposes of processing, where the data subject withdraws consent and there is no other legal basis for the processing, where the data subject objects to the processing, where the personal data have been unlawfully processed, where the personal data have to be erased for compliance with a legal obligation, or where the personal data have been collected in relation to the offer of information society services. Any employee of the controller may be contacted by the data subject to request the erasure of personal data. If personal data have been made public by the controller, reasonable steps, including technical measures, shall be taken by the controller to inform other controllers processing the personal data that the data subject has requested erasure by such controllers of any links to, or copy or replication of, those personal data. An employee of the controller shall arrange the necessary measures in individual cases.
In accordance with the European legislator, each data subject is granted the right to obtain from the controller, the restriction of processing where any of the following applies: The accuracy of the personal data is disputed by the data subject, and the controller needs time to verify its accuracy; the processing of personal data is unlawful, and the data subject opposes its erasure and requests the restriction of its use instead; the controller no longer requires the personal data for processing purposes, but the data subject needs them for the establishment, exercise, or defense of legal claims; or the data subject objects to the processing under Article 21(1) of the GDPR, pending verification whether the controller’s legitimate grounds override those of the data subject. If any of these conditions are met, the data subject may contact any Email Tools Guide employee at any time to request the restriction of processing.
Each data subject shall also have the right to receive his or her personal data in a structured, commonly used and machine-readable format, which he or she has provided to a controller, based on consent under Article 6(1)(a) of the GDPR or a contract under Article 6(1)(b) of the GDPR, and to transmit those data to another controller, without obstruction from the controller, as long as the processing is not necessary for public interest or official authority vested in the controller. The data subject shall also have the right to have personal data transmitted directly from one controller to another, where technically feasible and where it does not affect the rights and freedoms of others. The data subject may contact any Email Tools Guide employee at any time to assert this right.
Furthermore, each data subject shall have the right granted by the European legislator to object to the processing of his or her personal data at any time, based on point (e) or (f) of Article 6(1) of the GDPR, including profiling based on those provisions. If the Email Tools Guide receives such objection, it shall no longer process the personal data unless it can demonstrate legitimate grounds that override the data subject’s interests, rights, and freedoms, or for the establishment, exercise, or defense of legal claims. If personal data is processed for direct marketing purposes, the data subject shall have the right to object to the processing of personal data concerning him or her. The data subject may also object to the processing of personal data concerning him or her for scientific or historical research purposes, or statistical purposes under Article 89(1) of the GDPR. To exercise this right, the data subject may contact any employee or use automated means.
The European legislator grants each data subject the right not to be subject to a decision based solely on automated processing, including profiling, which has legal effects or significantly affects him or her unless it is necessary for the performance of a contract between the data subject and the data controller or is authorized by Union or Member State law to which the controller is subject. If such a decision is based on the data subject’s explicit consent, Email Tools Guide team shall implement suitable measures to protect the data subject’s rights and freedoms, including the right to express his or her views, obtain human intervention, and challenge the decision. To exercise this right, the data subject may contact any employee at any time.
Finally, the European legislator grants each data subject the right to withdraw his or her consent to the processing of personal data at any time. The withdrawal of consent shall not affect the lawfulness of processing based on consent before its withdrawal. To exercise this right, the data subject may contact any Email Tools Guide employee at any time.
Data protection provisions about the application and use of Google Analytics
The data controller of this website has integrated Google Analytics (with the anonymizer function), a web analytics service that collects and analyzes data on the behavior of website visitors. This service gathers information about the referrer website, sub-pages visited, and the frequency and duration of viewing a sub-page. The data controller uses Google Analytics to optimize the website and carry out cost-benefit analysis of internet advertising. The operator of the Google Analytics component is Google Inc. located in Mountain View, CA, United States. The controller uses the application “_gat._anonymizeIp” to shorten and anonymize the IP address of the data subject’s internet connection. The purpose of the Google Analytics component is to analyze website traffic, and Google uses the collected data to assess the use of the website, provide online reports, and other services for the data controller. Google Analytics places a cookie on the data subject’s device to analyze the use of the website. Each time a page of the website is accessed, data is transmitted to Google Analytics, including personal information such as the data subject’s IP address. This data is stored by Google in the United States, and may be shared with third parties. The data subject can prevent the setting of cookies by adjusting their web browser or deleting cookies already in use by Google Analytics.
Legal basis for the processing of personal data
Article 6(1) lit. a GDPR serves as the legal basis for processing operations where we obtain consent for a specific processing purpose. If personal data processing is necessary for the performance of a contract, such as processing operations that are necessary to supply goods or provide any other service, the processing is based on Article 6(1) lit. b GDPR. This also applies to such processing operations that are necessary for carrying out pre-contractual measures, such as inquiries about our products or services. If our company is legally obligated to process personal data, such as for fulfilling tax obligations, the processing is based on Art. 6(1) lit. c GDPR.
In rare cases, the processing of personal data may be necessary to protect the vital interests of the data subject or another natural person. For instance, if a visitor is injured in our company, and it is necessary to pass on his or her name, age, health insurance data or other vital information to a doctor, hospital, or other third party. In such cases, the processing is based on Article 6(1) lit. d GDPR.
Finally, processing operations may be based on Article 6(1) lit. f GDPR. This legal basis is used for processing operations that are not covered by any of the legal grounds mentioned above. Such processing is necessary for the legitimate interests pursued by our company or a third party, except where such interests are overridden by the fundamental rights and freedoms of the data subject, which require protection of personal data. Such processing operations are particularly permissible because the European legislator has explicitly mentioned them. The legislator considered that a legitimate interest could be assumed if the data subject is a client of the controller (Recital 47 Sentence 2 GDPR).
Legitimate interests pursued by the controller or a third party
The controller or a third party pursues legitimate interests in processing personal data, as set forth in Article 6(1)(f) of the GDPR, for the purpose of conducting its business in favor of the well-being of its employees and shareholders.
The personal data will be stored for a period determined by the respective statutory retention period. Once this period has elapsed, the data will be routinely deleted unless it is still necessary for contract fulfillment or initiation.
The provision of personal data may be required by law (e.g. tax regulations) or contractual provisions (e.g. information about the contractual partner). In some cases, the data subject must provide personal data for the conclusion of a contract. Failure to provide such data may result in the inability to conclude the contract. Before providing personal data, the data subject should contact an employee to clarify the legal or contractual obligations and the consequences of not providing the data.
We do not use any automated decision-making or profiling.