Privacy policy
1. Controller
Christoph Weingärtner Unternehmensberatung, owner Christoph Weingärtner, Stifterstraße 18, 73230 Kirchheim unter Teck, Germany. Phone +49 176 55540210, e-mail chris@documentmanagement.systems. We have not appointed a data protection officer because we are not obliged to.
2. In short
- This website sets no cookies and loads no analytics, advertising or tracking services. Fonts, graphics and code come from our own server.
- The readiness check runs in your browser. Your entries leave your device only if you send a request for help (section 6). A link to your plan contains your entries in the address itself; we do not store it.
- E-mail change alerts (being set up) will be sent only after you confirm your e-mail address (double opt-in), and every alert contains a one-click unsubscribe link (section 5).
3. Hosting and server log files
This website is hosted by Hostinger International Ltd., 61 Lordou Vironos Street, 6023 Larnaca, Cyprus. When you visit, the server automatically records information sent by your browser: IP address, date and time, the page or file requested and the amount of data, the referring page, browser and operating system. The legal basis is Art. 6(1)(f) GDPR; our legitimate interest is a secure and stable website. The hosting provider deletes log files automatically after a short period unless they are needed to investigate a security incident. A data processing agreement under Art. 28 GDPR is in place. The website uses TLS encryption.
4. Storage in your browser
To remember the countries you selected on the deadline line and in the readiness check, and the criteria you chose in the DMS finder, the website stores them in your browser's local storage (keys dms-en-countries and dms-en-finder). Nothing else is stored there and nothing of it is transmitted to us. This is strictly necessary for the function you use (Section 25(2) no. 2 TDDDG). You can delete it at any time in your browser settings.
5. Change alerts by e-mail
If you subscribe, we process your e-mail address, the countries you selected, the page you subscribed on and the time of subscription and confirmation, in order to send you an e-mail when a date or rule changes for these countries (Art. 6(1)(a) GDPR, your consent). We first send a confirmation link; unconfirmed requests are deleted after seven days. Every alert contains a link to unsubscribe with one click; after unsubscribing we delete your record immediately. Alerts are sent only when something changes, usually a few times a month at most.
E-mails are sent via the mail server of our hosting provider (section 3). Our own mailbox is hosted by Google Workspace (Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland) under a data processing agreement; a transfer to Google LLC in the USA cannot be ruled out and is based on the European Commission's adequacy decision for the EU-US Data Privacy Framework, under which Google LLC is certified.
6. Request for help from the readiness check
Only if you send the form “Get help with your setup” do we process your e-mail address and, if given, name, company, role, your message and these details from the plan: countries, invoice flows, current setup, ERP and invoice volume together with the page you came from. We store the request on our server outside the publicly accessible area and are notified by e-mail. With your consent (Art. 6(1)(a) GDPR) we pass the request to up to three providers that cover your countries once such providers are listed; they may then contact you about this request and process your data under their own responsibility. You can withdraw your consent at any time by e-mail with effect for the future; we will inform recipients. Requests are deleted twelve months after receipt at the latest.
To prevent abuse we count how often a form is sent from the same connection within an hour. For this we store only a hash calculated from the IP address, which is deleted after two days at the latest (Art. 6(1)(f) GDPR).
6a. Downloads (templates and checklists)
If you request a template or checklist in a guide, we process your e-mail address, optionally your company, the template requested and the page you came from, to provide the download (Art. 6(1)(a) GDPR, your consent). The download starts directly in your browser; we do not send it by e-mail. We store the request on our server outside the publicly accessible area and delete it twelve months after receipt at the latest. You can withdraw your consent at any time by e-mail with effect for the future.
6b. Requests for DMS offers
If you send a request for offers (home page or a vendor page), we process your company, e-mail address and, if given, name, phone, country, number of employees and users, timeline, your notes, the criteria you chose in the finder and the resulting shortlist, together with the page you came from. With your consent (Art. 6(1)(a) GDPR) we pass the request to up to three vendors or partners that match your criteria once such partners are listed; they may contact you about this request and process your data under their own responsibility. The requirements brief shown after sending is created in your browser. Requests are deleted twelve months after receipt at the latest; you can withdraw your consent at any time by e-mail.
7. Calendar files
Calendar files (.ics) are static files or are created in your browser. If you subscribe to a calendar URL in your calendar application, that application retrieves the file from our server; this is logged like any page view (section 3).
8. Contact by e-mail or phone
If you contact us, we process your details to handle your enquiry (Art. 6(1)(b) or (f) GDPR) and delete them once it has been dealt with and no statutory retention obligations apply.
9. Links to external websites
Links to laws, authorities and providers are plain links, not embedded content. Data is transferred to the operator only when you click a link.
10. Your rights
Within the statutory limits you have the right of access (Art. 15 GDPR), rectification (Art. 16), erasure (Art. 17), restriction (Art. 18), data portability (Art. 20) and to withdraw consent with effect for the future (Art. 7(3)). Right to object (Art. 21 GDPR): where we process data on the basis of Art. 6(1)(f) GDPR, you may object at any time on grounds relating to your particular situation. An informal message to chris@documentmanagement.systems is sufficient.
11. Right to lodge a complaint
You may lodge a complaint with a data protection supervisory authority. Our competent authority is the State Commissioner for Data Protection and Freedom of Information Baden-Württemberg (Landesbeauftragter für den Datenschutz und die Informationsfreiheit Baden-Württemberg), Lautenschlagerstraße 20, 70173 Stuttgart, Germany.
12. Automated decisions
The readiness check matches your entries to the published country data using fixed rules. The result is information without legal effect for you; there is no automated decision within the meaning of Art. 22 GDPR.
13. Changes
We update this policy when the website or the services used change. The version published here applies.