HYFE
 

Privacy Policy for the HYFE Portal

I. Name and Contact Details of the Data Controller

(1) Controller: Swanfield GmbH (further contact details can be found in the imprint).

II. Collection and Storage of Personal Data and the Nature and Purpose of Their Use

1. When Visiting the Portal

(1) When you access our portal, your browser automatically sends information to the server of our website. This information is temporarily stored in a log file. The following data is collected without your intervention and stored until automatic deletion:

  • Name of the retrieved file
  • Date and time of retrieval
  • Transferred data volume
  • Notification of successful retrieval (access status/HTTP status code)
  • Description of the type, language, and version of the used web browser
  • Operating system used
  • Previously visited page from which the portal was requested (referrer URL)
  • Internet service provider
  • Your IP address
  • Time zone difference to Coordinated Universal Time (UTC)

(2) The data is processed for the following purposes:

  • Ensuring a smooth connection to the website,
  • Ensuring convenient use of our website,
  • Evaluation of system security and stability, and
  • Other administrative purposes.

(3) The legal basis for data processing is Art. 6(1)(f) GDPR. Our legitimate interest follows from the purposes listed above. Under no circumstances do we use the collected data to draw conclusions about your identity.

2. When Registering on the Portal

(1) After registering, you can publish content on our platform. For details regarding the content and functionality of our platform, please refer to our Terms of Use.

(2) For registration, we collect a username and your email address. Additional data can be provided voluntarily.

(3) The data provided for registration is processed exclusively to provide our services and, if necessary, to contact you in connection with the contract.

(4) The legal basis for this data processing is Art. 6(1)(b) GDPR.

III. Disclosure of Data

(1) Your personal data will only be disclosed to third parties for the following purposes:

  • If you have given explicit consent pursuant to Art. 6(1)(a) GDPR,
  • If disclosure is required under Art. 6(1)(f) GDPR and there is no reason to assume that you have an overriding interest in the non-disclosure of your data,
  • If there is a legal obligation for disclosure under Art. 6(1)(c) GDPR, and
  • If legally permissible and necessary for contract processing under Art. 6(1)(b) GDPR.

IV. Cookies

(1) We use cookies in some areas of our portal. These elements enable your computer to be recognized as a technical entity during your visit, facilitating repeated use.

(2) You can adjust your browser settings to be informed about cookie storage, allow or deny them, or delete existing cookies. Please refer to your browser's help function for guidance on changing these settings.

(3) Note that some portal functions may not work properly if you disable cookies. Cookies do not allow servers to read private data from your computer or data stored by another server. They do not harm your device or contain viruses.

(4) We rely on Art. 6(1)(f) GDPR for using cookies to improve the functionality of our portal.

V. Use of Google Analytics

(1) This website uses Google Analytics 4, a service provided by Google Ireland Limited, Gordon House, 4 Barrow St, Dublin, D04 E5W5, Ireland ("Google").

(2) Google Analytics 4 uses cookies to analyze website usage. The collected data (including the truncated IP address of your device) is usually transmitted to a Google server and stored there. IP addresses are automatically anonymized within the EU or EEA before being processed.

(3) Google Analytics 4 allows statistical analysis, including demographic features (age, gender, interests), through interest-based advertising and third-party data. These statistics cannot be linked to specific individuals.

(4) The use of Google Analytics 4 requires your explicit consent under Art. 6(1)(a) GDPR. Without your consent, Google Analytics 4 will not be used. You can revoke your consent at any time via the cookie consent tool on the website.

(5) Data collected via Google Analytics 4 is stored for three (3) months before being deleted.

(6) We have a data processing agreement with Google to ensure compliance with European data protection standards. Google relies on EU Standard Contractual Clauses for any potential data transfers outside the EU/EEA.

(7) For more details, visit: Privacy Policy and Google Analytics.

VI. Data Retention Period

(1) Stored data is deleted when you withdraw consent or when it is no longer needed, unless there are legitimate interests or legal retention obligations.

(2) For example, commercial and tax law requires storage for six years (§ 257(1) German Commercial Code) or ten years (§ 147(1) German Fiscal Code).

VII. Data Subject Rights

(1) You have the following rights:

  • Right to Access – You can request confirmation of whether your personal data is being processed.
  • Right to Rectification, Erasure, or Restriction of Processing – You can request correction, deletion, or restriction of processing.
  • Right to Data Portability – You can request your data in a structured, machine-readable format.
  • Right to Withdraw Consent – You can revoke consent at any time without affecting prior processing.
  • Right to Object – If data processing is based on Art. 6(1)(e) or (f) GDPR, you can object to it.
  • Right to Lodge a Complaint – You can file a complaint with the relevant data protection authority.

(2) Requests will be processed within one month, though this may be extended under specific circumstances.

(3) If your request is manifestly unfounded or excessive, we reserve the right to charge a fee or refuse it.

(4) To exercise your rights, contact us via the email address listed under section I.

VIII. Age Restriction

(1) The platform is not intended for users under 16 years of age.

(2) If we discover that a minor has provided personal data, we will investigate and, if necessary, delete the account.

(3) By using our platform, you confirm that you are at least 16 years old.

IX. Responsibility for Third-Party Links

(1) Our platform may contain links to third-party websites. We are not responsible for their privacy policies or data handling.

(2) Please review the relevant privacy statements before using third-party services.

X. Updates to this Privacy Policy

(1) We may update this policy due to legal changes, service modifications, or data processing adjustments.

(2) Changes affecting user consent or contractual provisions will only take effect with user approval.

(3) Users can review the current version of this policy at any time.

Effective Date: January 1, 2025