Data protection information on the whistleblower system of Friedrich Vollmer Feinmessgerätebau GmbH

Data protection information on the whistleblower system of Friedrich Vollmer Feinmessgerätebau GmbH

We would like to inform you below about the processing, collection and use of personal data within the framework of the whistleblower system if you submit a report by e-mail, telephone call, letter or personal appearance at Friedrich Vollmer Feinmessgerätebau GmbH.

Purpose of the processing

The purpose of the whistleblower system is to receive and process reports of (suspected) violations of the law or internal regulations against Friedrich Vollmer Feinmessgerätebau GmbH in a secure and confidential manner.

Person responsible

The controller within the meaning of data protection law is

Friedrich Vollmer Feinmessgerätebau GmbH
Verbandsstraße 60 b
D-58093 Hagen

You will find further information about our company, details of the authorized representatives and other contact options in your employment contract or in the imprint of our website.

What data is processed?

Use of the whistleblower system is voluntary. We collect the following personal data and information when you submit a report:

  • Your name, if you disclose your identity,
  • your contact details, if you provide them to us,
  • the facts you have reported,
  • the fact that you have made a report via the whistleblower system,
  • whether you are employed by Friedrich Vollmer Feinmessgerätebau GmbH,
  • if applicable, the names of persons and other personal data of the persons named in the report.

Scope of processing

The data submitted to the whistleblower system is encrypted, password-protected and, if necessary, anonymized, so that access is restricted to a very narrow circle of expressly authorized employees of Friedrich Vollmer Feinmessgerätebau GmbH and its external representatives.

The employees check the reported facts and, if necessary, carry out further caserelated clarification of the facts; the data is always treated confidentially. However, confidentiality cannot be guaranteed if false information is knowingly posted with the aim of discrediting a person (denunciation).

Automated decision-making within the meaning of Art. 22 GDPR is not used.

Purpose of processing and legal basis

Personal data of the whistleblower is generally processed on the basis of Art. 6 para. 1 lit. c GDPR in conjunction with § 12 HinSchG. In other cases, personal data is processed on the basis of Art. 6 para. 1 lit. f GDPR for the legitimate interests of Friedrich Vollmer Feinmessgerätebau GmbH, which outweigh the interests of the person concerned. Legitimate interests are the safeguarding of compliance at Friedrich Vollmer Feinmessgerätebau GmbH; this includes the detection, prevention and clarification of operational irregularities, company-damaging behavior, white-collar crime, etc. as well as the protection of employees, business partners, customers, etc. and the associated prevention of damage and liability risks for Friedrich Vollmer Feinmessgerätebau GmbH.

If a report received concerns an employee of Friedrich Vollmer Feinmessgerätebau GmbH, the processing also serves to prevent criminal offenses or other legal violations in connection with the employment relationship (Section 26 (1) BDSG).

The processing of your identification data is based on your consent (Art. 6 para. 1 lit. a GDPR), which is given by the fact that the notification can also be submitted anonymously. As a rule, consent can only be withdrawn within one month of receipt of the notification, as Friedrich Vollmer Feinmessgerätebau GmbH is obliged in certain cases under Art. 14 para. 3 lit. a GDPR to inform the accused person of the allegations made against them and the investigations carried out within one month.

The withdrawal period may be shortened, for example, if the nature of the report requires the direct involvement of an authority or a court, because as soon as a disclosure has been made to the authority or the court, the identification data is in the case files of both Friedrich Vollmer Feinmessgerätebau GmbH and the authority of the court.

Recipients / forwarding of data

Personal data that is processed in connection with the use of the whistleblowing system is not passed on to third parties unless it is intended to be passed on.

The data is only transmitted to authorized persons and only insofar as this is necessary for the purposes described. The recipients of the data are internal bodies that must be involved in the investigative measures, external bodies such as the external whistleblower protection officer in the event of complaints or criminal prosecution authorities, lawyers and state bodies and authorities in the context of the investigative measures.

In certain cases, Friedrich Vollmer Feinmessgerätebau GmbH is obliged under data protection law to inform the accused person of the allegations made against them. This is required by law if it is objectively established that the provision of information to the accused person can no longer affect the concrete clarification of the information. As far as legally possible, your identity as the reporting party will not be disclosed and it will also be ensured that no conclusions can be drawn about your identity.

Data processing outside the European Union

For data transfers to third countries where there is no adequate level of data protection, we ensure that the recipient either has an adequate level of data protection (e.g. adequacy decision of the EU Commission or agreement of socalled EU standard contractual clauses of the European Union with the recipient) or that our users have given their express consent before the data is transferred.

Data protection officer

We have appointed a data protection officer.
You can reach him as follows:

bits + bytes it-solutions GmbH & Co. KG
-Data Protection Officer-
Krombacher Str. 24
57223 Kreuztal

Your rights as a data subject

You have the right of information about the personal data concerning you. You can contact us at any time for information.

In the case of a request for information that is not made in writing, we ask for your understanding that we may require proof from you that you are the person you claim to be.

Furthermore, you have a right of rectification or erasure or of restriction of processing, insofar as you are legally entitled to do so. Finally, you have the right to object to processing within the scope of the statutory provisions.

You also have the right to data portability within the framework of the data protection regulations.

Deletion of data

Personal data is stored for as long as required for clarification and final assessment, a legitimate interest of the company or a legal requirement exists. This data is then deleted in accordance with legal requirements. The duration of storage depends in particular on the severity of the suspicion and the reported possible breach of duty.

Furthermore, we delete personal data if there is no need for further storage. A requirement may exist in particular if the data is still needed to fulfill contractual services. In the case of statutory retention obligations, deletion will only be considered after the respective retention obligation has expired.

Right to lodge a complaint with a supervisory authority

You have the right to complain to a data protection supervisory authority about the processing of personal data by us.

Amendment of this data protection notice

We will revise this data protection information in the event of changes to data processing or other occasions that make this necessary. You will always find the current version on this website.

Status 14.12.2023