LEGAL INFORMATION
Privacy policy
How personal data is processed on www.hdvisionsystems.com and when you contact us.
1. Controller
HD Vision Systems GmbH
Palo-Alto-Platz 11
69124 Heidelberg
Germany
Represented by Managing Director Dr. Christoph S. Garbe.
Email: info@hdvisionsystems.com
Phone: +49 6221 6721900
You can use these contact details for privacy enquiries.
We have not appointed a data protection officer, as we are not legally required to do so.
2. Website and hosting
When you request a page, your IP address and technical request data are transmitted to the server. This can include the time, requested file, referrer, browser, operating system and response status. This processing delivers the website, supports its security and helps diagnose errors. The legal basis is Article 6(1)(f) GDPR; our legitimate interest is a reliable and secure website.
Font files, the partner map, media preview images and the site search are served with this website’s files. The partner map does not load an external mapping service. Search queries are processed in your browser and are not sent to us or to third parties.
The website is provided via bunny.net, which stores the website files and delivers them through a content delivery network. The provider is BUNNYWAY, informacijske storitve d.o.o., Dunajska cesta 165, 1000 Ljubljana, Slovenia, acting as our processor under a contract pursuant to Article 28 GDPR. To keep pages fast, a server near you answers the request; for requests from outside Europe this can be a location outside the EU.
Bunny shortens IP addresses before storing them in access logs (the last octet is removed) and stores the logs in the EU. We use these shortened logs for access statistics and error analysis and delete them after 90 days at the latest.
3. Contact, demos and quotation requests
Enquiries sent with our forms (contact, demo and quotation requests, solution finder, package configuration) pass through our form server (forms.hdvisionsystems.com, on our own servers in Heidelberg) to our sales mailbox and are recorded as a lead in our self-hosted ERP system (ERPNext); if you write to us again, we add to the existing entry. Besides what you enter, the form transmits which page of the website the enquiry was sent from, campaign parameters from the link you opened (utm_source, utm_medium, utm_campaign, utm_term, utm_content) and, where available, the domain of the website that referred you. This shows us how enquiries find their way to us; no cookies are set for this. You receive a confirmation by email.
Attachments (up to three files, 10 MB in total) are sent with the email to our sales mailbox and are not stored on the form server. For larger files we set up, at your request, an upload folder in our self-hosted cloud (Nextcloud, cloud.hdvisionsystems.com) and email you the link; it is valid for 14 days and only allows uploading. We treat uploaded files like attachments to your enquiry.
We process the details you send, such as your name, business contact details, company, optional phone number, message, selected configuration and attachments, to answer your enquiry and prepare demos, feasibility assessments or quotations. Article 6(1)(b) GDPR applies to pre-contractual or contractual enquiries. For general enquiries and communication with a company’s contact persons, we rely on Article 6(1)(f) GDPR and our interest in handling business enquiries.
Recipients are the staff handling your enquiry and the email and IT service providers used for that purpose. Providing information is voluntary; without sufficient contact and application details we may be unable to handle your enquiry. We retain it for as long as necessary to handle the enquiry, meet statutory retention requirements, or establish or defend legal claims.
Emails to us are received, stored and backed up on our own servers in Heidelberg. To send our emails, we use Amazon Simple Email Service from Amazon Web Services EMEA SARL, 38 Avenue John F. Kennedy, L-1855 Luxembourg, in its Frankfurt am Main data centre region. Where data is processed in the United States, this relies on the adequacy decision for the EU-U.S. Data Privacy Framework (Article 45 GDPR), under which Amazon is certified. If an enquiry leads to a quotation or order, we also handle it in this ERP system.
Every two years we check whether stored enquiries are still needed and delete those that are not. Enquiries that lead to a quotation or contract are kept as business records for six or ten years (Section 257 HGB, Section 147 AO).
4. Applications by email
If you send an application to career@hdvisionsystems.com, we process your contact details, CV and other documents you provide to conduct the recruitment process and decide on an employment relationship. The legal basis is Section 26(1) of the German Federal Data Protection Act (BDSG). Access is limited to those involved in recruitment and the email and IT service providers used for it.
Providing your information is voluntary. Without the information needed to consider your application, we may be unable to conduct the recruitment process.
We delete application documents six months after the recruitment process ends, unless you have consented to longer retention. If you are hired, they become part of your personnel file. We do not use external recruitment service providers and do not keep a talent pool.
5. Videos and external media
External videos and animations initially show a locally served preview image or placeholder. The external player loads only when you activate it after the notice. The provider then receives your IP address and technical browser data and may process information about the page visited and your interactions. If you are signed in to the provider’s service, it may associate the visit with your account.
- YouTube / Google — Google Ireland Limited. Videos, embedded via youtube-nocookie.com. Provider privacy notice.
- LinkedIn — LinkedIn Ireland Unlimited Company. Embedded posts and application videos. Provider privacy notice.
- GIPHY — Giphy, Inc. Animations in selected blog articles. Provider privacy notice.
We load the embedded content on the basis of your consent under Article 6(1)(a) GDPR. Section 25(1) TDDDG also applies where non-essential information is stored on or read from your device. Using youtube-nocookie.com does not mean that no personal data is transmitted after playback starts.
Use “Close external content” to remove the player and stop further connections from that player. Your choice is not stored permanently. Closing it does not delete data already transmitted to the provider. You can leave external content unloaded and continue using the rest of the website.
Before activation, the page makes no connection to these providers. The providers may also process data in the United States. Where a provider is certified under the EU-U.S. Data Privacy Framework, the transfer relies on the adequacy decision (Article 45 GDPR); otherwise it relies on the European Commission’s standard contractual clauses (Article 46(2)(c) GDPR). The providers’ privacy notices explain further purposes and retention periods.
Locally hosted videos do not require a connection to these platforms. Ordinary links to partners or social networks open the external website only when selected; that site’s privacy notice then applies.
8. Brochures and datasheets
You can download brochures and datasheets after entering your email address. We then email you a link that is valid for seven days. To do this, we process your email address, the requested document and the language on our form server (forms.hdvisionsystems.com, on our own servers in Heidelberg); emails are sent via Amazon Simple Email Service (see section 3). The legal basis is Article 6(1)(b) GDPR, providing the document you requested. We do not keep a list of requests: your email address is used only to send this one email, and the link contains nothing about you, only the document, language and expiry date.
A download request does not subscribe you to the newsletter; that requires separate consent.
For all forms (enquiries, newsletter and downloads): to prevent abuse, the form server briefly counts requests per IP address and per email address in memory, only as a checksum (hash), and discards the counters after 24 hours at the latest. Like any web server, it logs the IP address, time and requested address, but not what you enter; we delete these logs after 14 days. The legal basis is our legitimate interest in operating the forms securely (Article 6(1)(f) GDPR).
9. Event tickets via pretix
On the IAIF 2027 page, you can activate the embedded pretix ticket shop or open the shop directly. The embedded shop’s files load only after activation; your IP address and technical connection data are then transmitted to pretix. This integration does not pass analytics or advertising IDs and disables the widget’s optional tracking providers.
When you start a booking, the ticket shop processes the information needed for your order, such as contact details, ticket selection and, where applicable, billing and payment information. Essential cookies may associate your cart and booking with you. Processing necessary for booking supports entering into and performing the contract (Article 6(1)(b) GDPR); statutory retention requirements may also apply (Article 6(1)(c) GDPR). Booking a ticket does not automatically subscribe you to our newsletter.
Provider information: pretix — Privacy.
The ticket shop is provided by pretix GmbH, Berthold-Mogel-Straße 1, 69126 Heidelberg, Germany, acting as our processor. Payments are handled by the payment provider you choose at checkout, whose information is shown there. We keep order and invoice data for up to ten years in line with statutory retention periods (Section 147 AO, Section 257 HGB). Attendee details needed only to run the event are deleted six months after the event.
10. Your rights
Subject to the statutory conditions, you have rights of access, rectification, erasure, restriction of processing and data portability (Articles 15–20 GDPR). You can withdraw consent at any time for the future. Withdrawal does not affect the lawfulness of processing before it was withdrawn.
Right to object: Where processing relies on Article 6(1)(f) GDPR, you may object on grounds relating to your particular situation. You may object to processing for direct marketing at any time (Article 21 GDPR).
To exercise your rights, contact info@hdvisionsystems.com.
You may also complain to a data protection supervisory authority, particularly where you live, work or believe an infringement occurred. The authority for our location is the State Commissioner for Data Protection and Freedom of Information Baden-Württemberg.
11. Changes to this notice
We update this notice when website features, service providers or processing activities change. The version date is shown above.