Terms of Service

This Privacy Notice for Teamfluence Systems GmbH (“we,” “us,” “our”) describes how and why we access, collect, store, use, and/or share (“process”) your personal information when you use our services (“Services”), including when you:

• Visit our website at http://www.teamfluence.com or any website of ours that links to this Privacy Notice.

• Engage with us in other related ways, including any sales, marketing, or events.

Questions or concerns? Reading this Privacy Notice will help you understand your privacy rights and choices. If you do not agree with our policies and practices, do not use our Services. Contact: legal@teamfluence.com.

SUMMARY OF KEY POINTS

• What personal information do we process? Depends on how you interact with us and the Services, the choices you make, and the features you use. See “1. What information do we collect?”

• Sensitive personal information? We may process sensitive data where necessary with your consent or as permitted by law. See “Sensitive Information”.

• Third-party collection? We do not collect information from third parties except as described (e.g., social logins, analytics/ads tech).

• How do we process your information? To provide, improve, and administer Services, communicate with you, ensure security and fraud prevention, and comply with law. See “2. How do we process your information?”

• When and with whom do we share? In specific situations and with specific third parties. See “4. When and with whom do we share your personal information?”

• How do we keep it safe? Organizational and technical measures; no method is 100% secure. See “9. How do we keep your information safe?”

• Your rights. Depending on where you live, you may have rights to access, rectify, delete, restrict, object, or port your data. See “11. What are your privacy rights?”

• How to exercise rights. Email legal@teamfluence.com. We will act per applicable laws.

  
  

TABLE OF CONTENTS

1. What information do we collect?

2. How do we process your information?

3. What legal bases do we rely on to process your personal information?

4. When and with whom do we share your personal information?

5. Do we use cookies and other tracking technologies?

6. Do we offer artificial-intelligence-based products?

7. How do we handle your social logins?

8. How long do we keep your information?

9. How do we keep your information safe?

10. Do we collect information from minors?

11. What are your privacy rights?

12. Controls for Do-Not-Track features

13. Do other regions have specific privacy rights?

14. Do we make updates to this notice?

15. How can you contact us about this notice?

16. How can you review, update, or delete the data we collect from you?

    
    

1. WHAT INFORMATION DO WE COLLECT?

Personal information you disclose to us

In short: We collect personal information that you provide to us.

We collect personal information you voluntarily provide when you register on the Services, express interest in our products/services, participate in activities on the Services, or otherwise contact us.

Personal Information Provided by You (depending on your interactions and choices) may include:

• names

• phone numbers

• email addresses

• mailing addresses

• job titles

• usernames

• passwords

• contact preferences

• contact or authentication data

• billing addresses

• debit/credit card numbers

• CRM data

• social network account data

Sensitive Information. Where necessary, with your consent or as permitted by law, we may process categories of sensitive information, such as:

• information revealing trade union membership

• professional career data

Social Media Login Data. If you register using a social media account, we will collect profile information from that provider as described in Section 7.

All personal information you provide must be true, complete, and accurate, and you must notify us of any changes.

Information automatically collected

In short: Some information—such as IP address and/or browser and device characteristics—is collected automatically.

We automatically collect device/usage information when you visit, use, or navigate the Services (e.g., IP address, browser/device characteristics, OS, language preferences, referring URLs, device name, country, location, timestamps, pages/files viewed, search actions, system activity, error reports, hardware settings). We use this primarily for security, operation, analytics, and reporting.

We also collect information through cookies and similar technologies.

The information we collect includes:

• Log and Usage Data. Service-related, diagnostic, usage, and performance info (e.g., IP, device info, browser type, settings, usage timestamps, pages/files viewed, searches, device events, errors/crash dumps).

• Device Data. Info about your computer/phone/tablet (e.g., IP/proxy, device/app IDs, location, browser type, hardware model, ISP/mobile carrier, OS, configuration).

• Location Data. Precise or imprecise location (e.g., via IP/GPS). You can disable location collection; some features may not work.

• Social Media Usage Data. Data derived from use of social media (e.g., followers, contacts, profile visitors, posts, post engagement).

Google API

Our use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements:
https://developers.google.com/terms/api-services-user-data-policy
https://developers.google.com/terms/api-services-user-data-policy#limited-use

2. HOW DO WE PROCESS YOUR INFORMATION?

In short: To provide, improve, and administer our Services, communicate with you, ensure security/fraud prevention, and comply with law. We may also process your information for other purposes with your prior explicit consent.

Examples (depending on your interactions):

• Account creation/authentication & account management.

• Deliver and facilitate services you request.

• Respond to inquiries / support and troubleshoot issues.

• Send administrative information (product/service details, terms/policy updates).

• Fulfill and manage orders, payments, returns, and exchanges.

• Enable user-to-user communications where features allow.

• Protect vital interests (e.g., prevent harm).

3. WHAT LEGAL BASES DO WE RELY ON TO PROCESS YOUR PERSONAL INFORMATION?

In short: We process information when we have a valid legal basis—e.g., consent, legal obligations, contract performance, legitimate interests, or vital interests.

If you are in the EU/UK (GDPR/UK GDPR):
We may rely on:

• Consent. You can withdraw consent at any time (see “Withdrawing your consent”).

• Performance of a Contract. To provide Services or pre-contract measures at your request.

• Legal Obligations. To comply with laws, cooperate with authorities, exercise/defend legal rights, or provide evidence.

• Vital Interests. To protect your or a third party’s vital interests.

If you are in Canada:
We may rely on express or implied consent. You can withdraw consent at any time. In limited cases, we may process without consent where permitted by law (e.g., individual’s vital interests, investigations/fraud prevention, certain business transactions, witness statements for insurance, identification of injured/ill/deceased persons and next of kin, suspected financial abuse, investigations into legal breaches, court orders, employment-context data used for original purposes, journalistic/artistic/literary purposes, publicly available information, or approved research/statistics with safeguards).

4. WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?

In short: We share information in specific situations and with specific third parties.

Situations include:

• Business Transfers. In connection with or during negotiations of any merger, sale of assets, financing, or acquisition.

• Other Users. Content you share in public areas may be publicly available. If you register via social networks, your contacts may see your name, profile photo, and activity; other users may view your activity, interact with you, and see your profile.

5. DO WE USE COOKIES AND OTHER TRACKING TECHNOLOGIES?

In short: Yes. We may use cookies, web beacons, pixels, and similar technologies to collect/store information.

We use some tracking technologies for security, crash prevention, bug fixing, preferences, and basic site functions. Third parties/service providers may use analytics/advertising technologies to manage/serve ads, tailor ads to your interests, or send, e.g., abandoned cart reminders (subject to your preferences).

See our Cookie Notice for details and opt-out choices.

6. DO WE OFFER ARTIFICIAL-INTELLIGENCE-BASED PRODUCTS?

In short: Yes, we offer AI/ML-powered features or tools (“AI Products”).

Use of AI Technologies.
We provide AI Products through third-party AI Service Providers (including OpenAI, Anthropic, Mistral AI). Your inputs/outputs and relevant personal information may be shared with and processed by these providers to enable AI functionality, under the legal bases described in Section 3. You must not use AI Products in ways that violate any AI provider’s terms.

Our AI Products may include: AI research, AI insights, AI translation, AI automation, and AI search.

Processing with AI.
All personal information processed via AI Products is handled per this Privacy Notice and our agreements with third parties, with security safeguards throughout.

7. HOW DO WE HANDLE YOUR SOCIAL LOGINS?

In short: If you register or log in using a social media account, we may receive certain profile information (e.g., name, email, friends list, profile picture, and any info you make public). We use such information only for purposes described in this Privacy Notice or otherwise made clear to you. Review your social provider’s privacy notice for their practices and settings.

8. HOW LONG DO WE KEEP YOUR INFORMATION?

In short: We keep it as long as necessary to fulfill the purposes in this notice unless law requires longer.

We retain personal information only for as long as necessary for stated purposes or as required/permitted by law (e.g., tax/accounting). No purpose requires retaining your personal information longer than twelve (12) months past termination of your account. When no ongoing legitimate business need exists, we delete or anonymize your data. If deletion is not possible (e.g., backups), we securely store and isolate it until deletion is feasible.

9. HOW DO WE KEEP YOUR INFORMATION SAFE?

In short: We use organizational and technical measures to protect personal information. However, no electronic transmission or storage is 100% secure. Accessing/using the Services is at your own risk. Use secure environments where possible.

10. DO WE COLLECT INFORMATION FROM MINORS?

In short: No. We do not knowingly collect data from or market to children under 18 (or the equivalent age by local law), nor do we knowingly sell such personal information. By using the Services, you confirm you are at least 18 (or the local equivalent) or are a parent/guardian consenting to a minor’s use. If we learn we collected data from a child, we will deactivate the account and delete the data. If you become aware of such collection, contact legal@teamfluence.com.

11. WHAT ARE YOUR PRIVACY RIGHTS?

In short: Depending on your region (e.g., EEA, UK, Switzerland, Canada), you may have rights to:

• access and obtain a copy of your personal information;

• rectify or erase it;

• restrict processing;

• data portability (where applicable);

• not be subject to automated decision-making with legal/similarly significant effects. If such decisions occur solely by automated means, we will inform you, explain key factors, and offer a way to request human review;

• object to processing in certain circumstances.

We will consider and act on requests per applicable law.

Withdrawing your consent. If we rely on consent, you may withdraw it at any time by contacting us (see Section 15). This does not affect processing before withdrawal or processing based on other lawful grounds.

Account Information.
To review/change your account information or terminate your account, contact us. Upon your termination request, we will deactivate or delete your account and data from active databases. We may retain limited information to prevent fraud, troubleshoot, assist investigations, enforce legal terms, or comply with legal requirements.

Cookies.
Most browsers accept cookies by default. You can remove/reject cookies; some features may not work.

Questions about your rights: legal@teamfluence.com

12. CONTROLS FOR DO-NOT-TRACK FEATURES

Browsers and some mobile systems/apps include a Do-Not-Track (“DNT”) setting. No uniform standard for recognizing/implementing DNT is finalized, so we do not currently respond to DNT signals. If a standard is adopted that we must follow, we will update this Notice.

13. DO OTHER REGIONS HAVE SPECIFIC PRIVACY RIGHTS?

In short: You may have additional rights based on your country.

Australia & New Zealand.
We collect/process personal information under the Australia Privacy Act 1988 and New Zealand Privacy Act 2020. This Notice satisfies notice requirements (what we collect, sources, purposes, recipients). If you do not provide necessary information, our ability to provide services may be affected (e.g., offering products/services, responding to requests, managing your account, confirming identity/protecting your account). You may request access/correction at any time (see Section 16).
Complaints:

• AU: Office of the Australian Information Commissioner — https://www.oaic.gov.au/privacy/privacy-complaints/lodge-a-privacy-complaint-with-us

• NZ: Office of the New Zealand Privacy Commissioner — https://www.privacy.org.nz/your-rights/making-a-complaint/

  
  

14. DO WE MAKE UPDATES TO THIS NOTICE?

In short: Yes. We will update this Notice to stay compliant with relevant laws. The updated version will show a revised date at the top. If we make material changes, we may notify you via prominent posting or direct notice. Review this Notice regularly.

15. HOW CAN YOU CONTACT US ABOUT THIS NOTICE?

Email: legal@teamfluence.com
Or write to:

Teamfluence Systems GmbH
Schloßstrasse 19
Grünwald, Bayern 82031
Germany

16. HOW CAN YOU REVIEW, UPDATE, OR DELETE THE DATA WE COLLECT FROM YOU?

Based on your country’s laws, you may have the right to request access to the personal information we collect, details about processing, correction of inaccuracies, deletion, and/or to withdraw consent. These rights may be limited by law in some cases. To submit a request, email: legal@teamfluence.com.