Data protection information for the TK-AppointmentService

General – Information on the collection of personal data

  1. In the following, we will inform you in accordance with Art. 12 ff. DS-GVO about the handling of your personal data when using the TK-AppointmentService (TK-TerminService). This data protection declaration explains in particular which data we collect and what we use it for. It also informs you about how and for what purpose this is done.
  2. We treat personal data confidentially and in accordance with the statutory data protection regulations and on the basis of this data protection declaration. The legal bases can be found in particular in the General Data Protection Regulation (GDPR) (Datenschutz-Grundverordnung, DS-GVO) and in the German Federal Data Protection Act (BDSG) (Bundesdatenschutzgesetz, BDSG).
  3. When you use the TK-AppointmentService (TK-TerminService), various personal data are processed depending on the type and extent of use. Personal data are information relating to an identified or identifiable natural person; a natural person is regarded as identifiable if they can be identified directly or indirectly (e.g. by assigning an insurance number). This includes, for example, information such as name, address, telephone number, date of birth or user behaviour.
  4. We will not pass on your personal data to third parties or other recipients and will not pass it on to a third country or an international organisation.

Name and address of the responsible person for the data

The responsible person is the natural or legal person who, alone or together with others, decides on the purposes and means of processing personal data (e.g. names, email addresses, etc.). The responsible person within the meaning of Art. 4 No. 7 DS-GVO and the applicable national data protection laws (in particular BDSG) as well as other data protection regulations is (see also our imprint):

vitaservices GmbH & Co.KG
Reichenhainer Str. 29 A
09126 Chemnitz
Germany
Tel.: +49 (0) 621 121 849-0
E-mail: info@vitagroup.ag

Contact details of the data protection officer

We have appointed a data protection officer for our company.

You can contact him at:

“Der Datenschutzbeauftragte”
vitagroup AG
Gottlieb-Daimler-Straße 8
68165 Mannheim
Germany
E-mail: datenschutz@vitagroup.ag

Your rights

  1. You have the following rights with respect to us regarding the personal data concerning you:
    • Right of access
    • Right to rectification or erasure
    • Right to restriction of processing
    • Right to object to processing
    • Right to data portability
  2. You also have the right to complain to a data protection supervisory authority about our processing of your personal data.

Collection of personal data when using the appointment service

  1. For the purpose of the technical provision of the TK-AppointmentService (TK-TerminService), it is necessary for us to process certain information. This information is stored in our telephone system and database when you call, email or write to us. If requested, we will contact you in writing by email or letter. The data required to be stored for this purpose are:
    • Traffic data (telephone number, mobile phone number for sending SMS)
    • master data (insurance number, date of birth, first name, surname, address, email address)
    • health data (referral, specialist field for appointment allocation)
  2. The storage of the above data is necessary to provide the specialist appointment, the structural data or for the consultation. This data is not merged with other data sources, nor is the data evaluated for marketing purposes.
  3. The data collected in the course of using our TK-AppointmentService (TK-TerminService) will only be stored for the period for which this data is required to achieve the above purposes. Your personal data mentioned above, in order to provide the TK-TerminService, will be stored on the server for a maximum of 12 months for IT security purposes. The data is stored in accordance with data protection regulations Art. 13 DS-GVO (GDPR). The cloud systems used fulfil the C 5 criteria catalogue formulated by the German Federal Office for Information Security.
  4. If you use our telecommunications appointment service to find out about our range of services or to use them, the legal basis for the temporary storage and processing of the access data is Art. 6 (1) sentence 1 b) DS-GVO (GDPR), which permits the processing of data for the performance of a contract or for the implementation of pre-contractual measures. In addition, Art. 6 (1) (1) (f) of the DS-GVO (GDPR) serves as the legal basis for the temporary storage of technical access data.

Further processing purposes

  1. We also process your personal data in order to fulfil other legal obligations that may apply to us in connection with our business activities. These especially include retention periods under commercial or tax law. We process your personal data in accordance with Art. 6 (1) sentence 1 lit. c DS-GVO (GDPR) for the fulfilment of a legal obligation to which we are subject.
  2. We also process your personal data in order to assert our rights and enforce our legal claims. We also process your personal data in order to defend ourselves against legal claims. Finally, we process your personal data to the extent necessary to prevent or prosecute criminal offences. In this context, we process your personal data to protect our legitimate interests in accordance with Article 6(1)(1)(f) of the DS-GVO (GDPR), insofar as we are asserting legal claims or defending ourselves in legal disputes or preventing or investigating criminal offences.

Duration of data storage

We initially process and store your personal data for the period for which the respective purpose of use requires such storage (see above for the individual processing purposes). This may also include the periods of time during which a contract is being negotiated (pre-contractual legal relationship) and during which a contract is being performed. On this basis, personal data is regularly deleted in the course of fulfilling our contractual and/or legal obligations, unless its further processing for a limited period is necessary for the following purposes:

  • Fulfilment of legal retention obligations, which arise, for example, from the German Commercial Code (Sections 238, 257 (4) HGB) and the German Fiscal Code (Section 147 (3), (4) AO). The periods specified therein for the retention and documentation of invoices, contracts and contractual annexes: 10 years.
  • Preservation of evidence in accordance with the statute of limitations. According to §§ 194 ff. of the German Civil Code (BGB), these limitation periods can be up to 30 years, whereby the regular limitation period is three years.
  • Personal data of case managers: 6 months

Objection to the processing of your data

Insofar as we base the processing of your personal data on the weighing of interests, you can object to the processing. This is the case if the processing is not necessary, in particular, to fulfil a contract with you, which we describe in the description of the functions. When exercising such an objection, we ask you to explain the reasons why we should not process your personal data as we have done. If your objection is justified, we will review the situation and either stop or adjust the data processing, or explain to you our compelling legitimate grounds for continuing the processing.

Amendments to this data protection declaration

It may be necessary to amend this data protection declaration due to the further development of our website and the services offered on it or due to changes in legal or official requirements. You can access the current data protection declaration at any time on the website under Data protection information (german: Datenschutzerklärung).