Introduction

Flex Office Match takes the protection of your personal information seriously. We handle your data with care and in accordance with the latest data protection regulations.

Responsible authority, contact

Responsibility in accordance with Article 4 Para. 7 EU General Data Protection Regulation (GDPR) is assumed by Flex Office Match, info@flexofficematch.com

If you have questions about our handling of your personal information, please contact us directly via info@flexofficematch.com

Information on the collection of personal data

(1) When you contact us by e-mail or contact form, we store the data you send us (your e-mail address, name, company’s name, telephone number and search profile) to respond to your rental enquiry. We delete this data once storage of this is no longer necessary or limit processing if we have a legal obligation to retain the data.

(2) Your personal data is used to provide you with a personal consultation over the phone or via email, to arrange property viewings, follow up on the progress of your office search, assist with negotiations, and provide ongoing support throughout the duration of your office space lease.

(3) We always treat your personal data confidentially and will never sell it to third parties. The data you provide will be transferred to business center operators and landlords in and outside of the EU, depending on your requested office space location and interest. 

(4) If we use contracted third parties for individual functions of our offer or would like to use your data for ongoing support, we will inform you on the respective processes in detail below. Hereby we also name the defined criteria of the retention period.

Your rights

(1) You have the following rights regarding your personal data that we process:

We will gladly inform you whether personal data concerning you is being processed. If this is the case, you have the right to be informed about this personal data and the information specified in Art. 15 GDPR in detail. In addition, under the respective legal conditions, you have the right to rectification (Art. 16 GDPR), the right to restriction of processing (Art. 18 GDPR), the right to erasure (Art. 17 GDPR) and the right to data portability (Art. 20 GDPR).

(2) Pursuant to Art. 21 (1) 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, which is carried out on the basis of Art. 6 (1) sentence 1 lit. e GDPR (processing in the public interest) or on the basis of Art. 6 (1) sentence 1 lit. f GDPR (processing for the purposes of legitimate interests). In the event of your objection, we will no longer process your personal data, unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing serves the purpose of asserting, exercising or defending legal claims.

(3) You also have the right to lodge a complaint with a supervisory authority about the processing of your personal data by us.

Collection of personal data when visiting our website

(1) If you are only using our website for informational purposes, i.e. you are not registering or sending us any other information, we collect only the personal data which your browser sends to our server. If you would like to view our website, we collect the following data which we technically require to display our website and ensure stability and security (legal basis: Article 6 Para. 1 sentence 1 lit. f GDPR):

• IP address

• Date and time of visit

• Time zone difference to Greenwich Mean Time (GMT)

• Content of request (page visited)

• Access status/http status code

• Data volume transferred

• Website from which the request comes

• Browser

• Operating system and its interface

• Language and browser software version

(2) In addition to the aforementioned data, cookies are also stored on your computer when you visit our website. Cookies are small text files which are stored on your hard drive and allocated to your browser (by us) through which certain information is transferred. Cookies cannot carry out any programmes or transfer viruses onto your computer. Their purpose is to make the website more user friendly and effective.

Use of cookies

a) This website uses the following types of cookies, the scope and functioning of which are explained below:

Transient cookies (see b)
Persistent cookies (see c)

b) Transient cookies are automatically deleted when you close your browser. This includes, in particular, session cookies. These save a so-called session ID which can allocate various requests from your browser to the joint session. This helps your computer to be identified should you visit our website again. The session cookies are deleted when you log out or close your browser.

c) Persistent cookies are automatically deleted after a certain time period which differs depending on the cookie. You can delete the cookies at any time by means of the security settings of your browser.

d) You can configure your browser setting depending on your preferences and e.g. reject third party cookies or all cookies. We would, however, like to point out that this may lead to you being unable to use all functions of this website.

Use of Google Analytics

(1) This website uses Google Analytics, a website analysis service operated by Google Inc. (“Google”). Google Analytics uses so-called cookies, text files which are stored on your computer and enable an analysis of your use of the website. The information created by the cookie on your use of this website is usually transferred to a Google server in the USA where it is stored. If IP anonymisation has been activated on this website, within member states of the European Union or other contracting states of the Agreement on the European Economic Area, Google will shorten your IP address first before transmitting it. Only in exceptional cases will the full IP address be transmitted to a Google server in the USA where it will be shortened. On behalf of the operator of this website, Google will use this information to analyse your use of the website, compile reports on website activities and perform further services for the website operator on website and internet use.

(2) The IP address transmitted by your browser within the framework of Google Analytics will not be associated with other data of Google.

(3) You can prevent cookies being stored with a corresponding setting on your browser software. We would, however, like to point out that this may prevent the full use of all functions of this website. 

(4) This website uses Google Analytics with the addition “_anonymizeIp”. Through this, IP addresses are shortened and processed further – this does not allow any data to be traced back to individual persons. If reference to a particular person is possible through the collected data, this is immediately excluded and the personal data deleted immediately.

(5) We use Google Analytics to analyze and regularly improve the use of our website. The statistics obtained allow us to improve our offer and make it more interesting for you as a user. The legal basis for the use of Google Analytics is Art. 6 para. 1 lit. a) DS-GVO.

(6) Third party information: Google Dublin, Google Ireland Ltd., Gordon House, Barrow Street, Dublin 4, Ireland, Fax: +353 (1) 436 1001. User terms and conditions: https://marketingplatform.google.com/about/analytics/terms/us/, data protection summary: https://marketingplatform.google.com/about/, as well as data privacy statement: https://policies.google.com/privacy?hl=en&gl=en.

(7) This website uses Google Analytics for a cross-device analysis of visitor flow which occurs via a user ID. You can deactivate the cross-device analysis of your use in your Google customer account under “My data” / “Personal data”.

Google Ads and Google Analytics Remarketing

(1) We use the service Google Ads. Google Ads is an online advertising program of Google LLC, 1600 Amphitheatre Parkway Mountain View, CA 94043, USA. The responsible entity for users in the EU/EEA and Switzerland is Google Ireland Limited, Google Building Gordon House, 4 Barrow St, Dublin, D04 E5W5, Ireland.

(2) This means that we place Google Ads and also use Google Remarketing and Conversion Tracking as part of this. The ads are displayed after search queries on websites of the Google advertising network. In addition, we use Ads remarketing lists for search ads. This allows us to customize search ad campaigns for users who have visited our website before. Through the services, we have the possibility to combine our ads with certain search terms or to display ads for previous visitors in which, for example, services are advertised that the visitors have viewed on our website. We can thus display interest-based advertising to users of our website on other websites within the Google advertising network (as a “Google ad” within Google Search or on other websites).

(3) For interest-based offers, an analysis of online user behavior is necessary. Google uses cookies to perform this analysis. When clicking on an advertisement or visiting our website, a cookie is set on the user’s computer by Google. These cookies have a validity period of 90 days. The information collected by means of the respective cookie is used to target the visitor in a subsequent search query. Further information on the cookie technology used can also be found in Google’s notes on website statistics and in the privacy policy. With the help of this technology, Google and we as a customer receive information about the fact that a user has clicked on an advertisement and has been redirected to our web pages.

The information obtained in this way is used exclusively for statistical evaluation for ad optimization. We do not receive any information with which visitors can be personally identified. Your IP address is transmitted to Google, but since we use Google Analytics IP masking on this website, your IP address is anonymized. The statistics provided to us by Google include the total number of users who clicked on one of our ads and, if applicable, whether they were redirected to a page of our website that is tagged with a conversion tag. Based on these statistics, we can track which search terms were clicked on our ad particularly often and which ads lead to the user contacting us via the contact form.

(4) You can find more detailed information on data protection within the scope of Google Ads at: https://policies.google.com/technologies/ads?hl=de.

(5) The collection and storage of data only takes place after explicit consent according to Art. 6 para. 1 p. 1 lit. a) GDPR. This can be revoked at any time with effect for the future.

7 Google Ads and Google Analytics Conversion Tracking

(1) This website uses Google Ads. Ads is an online advertising program (Google Ireland Limited (“Google”), Gordon House, Barrow Street, Dublin 4, Ireland).

(2) As part of Google Ads, we use conversion tracking. When you click on an ad placed by Google, a conversion tracking cookie is set. Cookies are small text files that the Internet browser places on the user’s computer. These cookies expire after 30 days and are not used to personally identify users. If the user visits certain pages of this website and the cookie has not expired, Google and we may recognize that the user clicked on the ad and was directed to that page.

(3) Each Google Ads customer receives a different cookie. Cookies cannot be tracked through ads customer websites. The information collected from the conversion cookie is used to generate conversion statistics for ads customers who have opted for conversion tracking. Customers will know the total number of users who clicked on their ad and were directed to a page with a conversion tracking tag. However, they will not receive any information that personally identifies them. If you do not wish to participate in tracking, you can opt out of this use by easily turning off the Google Conversion Tracking cookie in your Internet browser under User Preferences. You will then not be included in the conversion tracking statistics.

(4) The storage of “conversion cookies” and the use of this tracking tool are based on Art. 6 para. 1 lit. f DSGVO. The website operator has a legitimate interest in analysing user behaviour in order to optimise both its website and its advertising.

(5) More information on Google Ads and Google Conversion Tracking can be found in Google’s privacy policy: https://policies.google.com/privacy?hl=ne.

(6) You can set your browser so that you are informed when cookies are set and only allow cookies in individual cases, accept cookies for specific cases or generally exclude them and activate the automatic deletion of cookies when closing the browser. If cookies are deactivated, the functionality of this website may be restricted.

Data transmission

Unless otherwise specified, we generally do not transmit your data to third parties, unless we are legally obliged to do so, or the data transfer is necessary for the performance of the contract or you have expressly consented to the transfer of your data.

External service providers and partner companies such as online payment providers or the shipping company commissioned with delivery will only receive your data to the extent necessary for the processing of your order. In these cases, however, the scope of the transmitted data is limited to the necessary minimum. To the extent that our service providers come into contact with your personal data, we ensure within the scope of order processing in accordance with Art. 28 DS-GVO that they comply with the provisions of data protection laws in the same way. Please also note the respective data protection information of the providers. The respective service provider is responsible for the content of external services, whereby we check the services for compliance with legal requirements to the extent reasonable.

We attach great importance to processing your data within the EU / EEA. However, it may happen that we use service providers who process data outside the EU / EEA. In these cases, we ensure that an adequate level of data protection that is comparable to the standards within the EU is established at the recipient before the transmission of your personal data.

Data security

We have taken extensive technical and operational security measures to protect your data against accidental or intentional manipulation, loss, destruction, or unauthorized access by third parties. Our security procedures are regularly reviewed and adapted to technological progress.

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Updated by Flex Office Match in March 2023.