Last Updated: 5 January 2024
We, charles GmbH (charles), would be delighted to talk to you about our product and services. Protecting your Personal Information is paramount, which is why we comply with applicable data protection laws including the General Data Protection Regulation (GDPR) and the content of this Privacy Notice in all our sales and marketing activities.
In this Privacy Notice, we describe how we collect your personal information and, subject to your consent, store and further process it to provide you with valuable information on our products and services. It goes without saying that we will never sell or even pass on your personal information or company data to any third parties apart from our contracted service providers for storage, exchange or communication of information listed below.
Kindly note that we do only conduct sales and marketing on a “B2B basis” and thus are reaching out to you in your professional capacity as representative of a publicly registered company. If you do not wish us to contact you further, please let us know, and we will not process or store any of your personal information and cease any sales or marketing activities immediately. You can easily unsubscribe from all our sales and marketing communication by clicking on the unsubscribe link in any sales or marketing e-mail you received from us or by contacting us as stated below in Section 1 of this Privacy Notice.
The data controller for your personal information is:
10115 Berlin, Germany
Managing Director(s): Andreas Tussing, Artjem Weissbeck
You can reach our Data Protection Team directly for any questions or inquiries or exercise any of your rights as a data subject by contacting email@example.com or by using our digital reporting channel https://charles.reporting-channel.com.
Initially, the categories of Personal Information processed by us depend on whether sales or marketing activities are inbound (“you reach out to us”) or outbound (“we contact you”).
For outbound sales activities, we will initially only process your name, title, the business you represent and some information about it like its size, industry and founding date, your position and the specific professional contact detail used to contact your company or you directly (eg., website or business e-mail address). We will, however, not create any customer or prospect profile and thus not store or further process any of your Personal Information unless required to record a potential “opt-out” or unless you clearly signal us to continue our conversation or to send you further communications or book a meeting with us. Once you consent to continue, we may ask for additional Personal Information or collect such data in the course of our conversation, such as your full professional contact details, job function and more detailed company profile.
In the course of further sales operations such as preparing an offer and concluding a contract, we may process and store further Personal Information about your company as provided by you in our meetings and conversations.
For our marketing activities, if you did provide us with your express consent, we may process Personal Information as required to provide you with our updates on latest news and events such as by email or WhatsApp. To further optimize the user experience and to tailor the information provided to you, we may occasionally also process information on your specified preferences, if any, and in some instances, follow your interaction with our newsletter. In this context, we will use a market-standard customer relations management (CRM) system like Hubspot (see below) as means of processing.
We collect your Personal Information for sales and marketing activities through the following means:
We process your Personal Information for the following sales or marketing purposes:
We process your Personal Information (i) for inbound sales activities based on your intent to potentially conclude a service contract with us for your business or company (Article 6 (1) (b) GDPR) and/or your express consent (Article 6 (1) (a) GDPR) or (ii) for outbound sales activities based on a legitimate interest assessment considering your company and business needs and relying only on your professional contact details (Article 6 (1) (f) GDPR) and, where applicable, your consent for further processing and storing your Personal Information (Article 6 (1) (a) GDPR). For our marketing activities, we process your Personal Information based on your express consent and specified interests (Article 6 (1) (a) GDPR). For offerings and sales negotiations, we process your Personal Information to prepare and conclude a contract (Article 6 (1) (b) GDPR).
We will never pass on or sell your Personal Information or company data to any third parties although we may share your Personal Information with our contracted service providers, acting as our data processors, for data storage, data exchange or communications, only for the purposes outlined in this Privacy Notice.
We process your Personal Information using the following means and service providers:
We may collect Personal Information for our outbound sales activities only as outlined in the Privacy Notice above with the following service providers:
Personal Information collected during outbound or inbound sales activities may be stored and managed, provided consent has been given or it is necessary to comply with legal obligations under applicable data protection law, relying on:
Personal Information may be exchanged with you and within charles using market standard office and videoconferencing software, including:
Where service providers based abroad are mentioned above in Section 7 of this Privacy Notice, we may transfer the data we process to recipients who may be located outside the European Economic Area (EEA). If these countries do not have a level of data protection comparable to European data protection laws, we will take appropriate measures to ensure that your Personal Information is adequately protected in these countries. In particular, we use service providers for data storage or CRM purposes like Hubspot, communication providers like Microsoft or Zoom or for lead generation like LinkedIn which are registered under the new EU-US Data Privacy Framework and for whom a comparable level of data protection can hence be assumed according to the EU Commission. In other cases, we will see to it that the standard contractual clauses published by the European Commission apply. You can contact our data protection officer for further information and, in particular, request access to the standard contracts concluded.
We retain your Personal Information only for as long as there is a legitimate legal justification to do so and will keep these legal bases under regular review. In particular, in our outbound sales operations, we will not store your Personal Information unless to the extent required to comply with GDPR and to fulfill your data subject’s rights by tracking your potential “opt-out” in order not to send you any further communication. If you provide us with your consent, we will keep your Personal Information as long as necessary to conclude the sales process or to provide you with further communication on our product and services. If you revoke your consent, which you may at any time, we will delete all Personal Information promptly unless name, professional e-mail address and your decision to “opt-out” in order not to provide you with any further communication.
Under the GDPR, you have the following rights which you may exercise towards our data protection contact as provided in Section 1 of this Privacy Notice:
We take appropriate measures to ensure the security of your Personal Information in our sales and marketing activities which is why we have certified our Information Security Management System under the ISO 27001:2013 Industry Standard.
We may update this privacy notice to reflect changes in our sales or marketing practices. Please check this page periodically for updates.