Privacy Policy

1. Terms and Introduction

As the data controller within the meaning of the GDPR (hereinafter “the Platform”, “the Company”, “we”), we take appropriate measures to ensure the security and protection of your personal data when you use the platform. We act as data controller when we determine the purposes and means of processing your personal data, i.e. currently when using our PROREFER and PROEVENT services.

When providing other services, we act as a data processor, as in these cases we process data on behalf of another company. The provisions governing the data processing that we carry out as data processor when providing our products and services are set out in the Data Processing Agreement (DPA) (proreferit.com/gb/dpa). We currently act as data processor when providing our PROMAIL services.

This Privacy Policy explains how we collect, use, store and share your personal data when you visit our websites or interact with any of our services.

2. The Data Controller

The controller responsible for the processing of personal data under the General Data Protection Regulation (GDPR) is:

3. Contact Details of the Data Protection Officer (DPO)

The Data Protection Officer (DPO) appointed by the Platform is:

4. Processing of Personal Data

We process the personal data of website users only where this is necessary for the proper operation of the website. Personal data is collected and processed only after the user has given consent. An exception to prior consent applies where it is impossible to obtain such consent before processing becomes necessary, as well as where data processing is required by law or by an administrative authority.

We process the following categories of data:

• Identity data: Name, username, title
• Contact/order data: Contract data such as billing address, postal address, email address and telephone numbers
• Financial data: Payment data, bank account details
• Transaction data: Information about payments made and received and about products and services ordered from us
• Technical data: IP address, browser type and version, operating system, device information
• Profile data: Username and password, purchases or orders made, interests, preferences, opinions and survey responses
• Usage data: Information about how you use our website, products and services
• Marketing and communications data: Your preferences for receiving marketing communications and your communication preferences

We process your data in various ways, including:

• Direct interactions: You provide us with your data when you create an account, request products or services, complete forms, visit our website, contact us or send us feedback.
• Automated technologies or interactions: We collect data about your devices, browsing behaviour and usage patterns using cookies and similar technologies.

5. Use of Your Data

When using the platform, we also distinguish between

A) Non-registered users (customers and users of the platform)

Non-registered users mainly use our platform to contact providers, register for events organised by them or search for specific providers. For this reason, your personal data is stored only for as long as necessary to fulfil these purposes.

Your contact details (email, address, telephone number) will under no circumstances be disclosed to third parties. The only person who receives this information is the PROVIDER when you use a contact form on our platform. The PROVIDER may only use your data to respond directly to your enquiry. The PROVIDER is strictly prohibited from sending you advertising or unsolicited communications.

If you have commissioned services from the SERVICE PROVIDER, the provisions of the corresponding agreements shall apply from that point onwards. If you receive unsolicited communications, newsletters or advertising from the SERVICE PROVIDER beforehand, please notify us by email at: This email address is being protected from spambots. You need JavaScript enabled to view it..

To optimise the functioning of our website, we process usage behaviour data, IP addresses and cookies. This information enables us to improve the functionality of the platform, tailor content to your interests and provide you with a personalised experience.

To improve our products and services, we collect and analyse feedback, usage data and market research results. This data helps us optimise our solutions, develop new features and increase customer satisfaction.

We also use data such as technical logs, error messages and usage data to identify and resolve issues with our products and services and thereby ensure their proper functioning.

For marketing purposes, we also use your personal data to provide you with personalised offers and information about our products and services, based on our legitimate interest in strengthening our relationship with customers and continuously improving our solutions.

The legal basis for processing your data for marketing purposes is our legitimate interest and, in certain cases, the consent you have provided. You have the right to object to the processing of your personal data for marketing purposes at any time. You may withdraw your consent to receive recommendations or marketing emails through your customer account (Control Centre) or exercise your right to object by email to This email address is being protected from spambots. You need JavaScript enabled to view it..

B) Registered users (service providers and employees)

For registered users, who always act as business owners or self-employed professionals, the above provisions apply as well as the following:

6. Deletion of Data and Retention Period

Your personal data will be deleted or its use restricted as soon as there is no longer a need to store it. However, it may be retained for longer where this is required under applicable EU or national law.

The data will also be automatically deleted once a statutory retention period has expired, provided that there are no contractual or legal obligations requiring its continued retention.

In general, we retain your personal data only for as long as necessary for the purposes described in this policy or for as long as we are legally required to do so under specific retention periods.

• Processing based on consent or legitimate interest: Data will be stored until you request withdrawal or object to the processing and/or until the legitimate interest ceases to exist.
• Contract data: This is retained for the duration of the contractual relationship and thereafter for as long as statutory retention obligations apply, for example 10 years under tax and commercial law provisions.
• Invoice data: This is retained until the end of the contractual relationship and thereafter for the purpose of complying with legal obligations, generally for up to 10 years.

7. Data, Cookies, Log Files and Third Parties

When you visit our website or use our services, your device automatically transmits log data to our servers. This occurs, for example, when placing an order, logging in or uploading or downloading information.

Log data collected:

• IP address of the device
• Browser type and system configuration
• Previously visited website
• Date and time of access

We store IP addresses only for as long as necessary to provide our services; in other cases they are deleted or anonymised. IP addresses are stored for up to 7 days in order to detect and prevent attacks. This data is currently processed on the servers of IONOS Cloud S.L.U. and Strato AG.

Use of cookies and pixels: Cookies are small identifiers stored on your device to facilitate the use of our services and improve the user experience. We use:

• Session cookies: These are deleted when the browser is closed.
• Persistent cookies: These remain until they have fulfilled their purpose and are then automatically deleted.

Cookies enable, for example, the smooth completion of the ordering process and the collection of statistical data about visits to our website.

Cookie settings: You can disable or manually delete cookies at any time via your browser settings. Please note that some functions of our website may not be available if you disable cookies.

8. Your Rights

Under the General Data Protection Regulation (GDPR), you have the following rights:

9. Legal Basis for Data Processing

We process and use your personal data in order to:

• perform the contract and provide our services;
• improve and adapt our services and websites to your needs;
• provide you with updates and improvements;
• send you service-related notifications;
• process billing and payments.

The processing activities are based on the following legal bases under the GDPR:

1. Performance of a contract (Art. 6(1)(b) GDPR): Processing is necessary to perform a contract with you or to take steps prior to entering into a contract.
2. Consent (Art. 6(1)(a) GDPR): Where you provide us with your express consent, we may process your data for specific agreed purposes.
3. Legitimate interests (Art. 6(1)(f) GDPR): We may process your data in pursuit of legitimate interests, provided that your fundamental rights and freedoms do not override those interests. Our legitimate interests include:
   • Business activities and direct marketing
   • Fraud prevention and service security
   • Use and training of algorithms to optimise products and services
   • Improvement of technical infrastructure and optimisation of products, services and the APP
   • Disclosure of data to affiliated companies or companies within the same corporate group
4. Legal obligation (Art. 6(1)(c) GDPR): We process data where necessary to comply with legal obligations, such as tax, accounting or other applicable regulatory requirements. The necessary data may be disclosed to companies commissioned to assist in complying with these legal obligations, which may act either as data controllers or data processors.

10. Disclosure and Transfer of Your Data to Third Parties

In order to comply with legal obligations, we may disclose data to public authorities, judicial authorities or other official bodies, both to comply with applicable regulations and to protect our rights.

As set out in the Terms of Use (proreferit.com/gb/terms), your data will be transmitted to the SERVICE PROVIDER and, in anonymised form and in accordance with the conditions described, to the PARTNER. Both act as data controllers in these cases and must have appropriate measures in place to ensure the protection of this data.

We may transfer your personal data to countries outside the European Union (EU) and the European Economic Area (EEA). In such cases, we ensure that appropriate safeguards for your data are in place in accordance with applicable legislation.

11. Updates and Contract Language

We reserve the right to update this Privacy Policy from time to time, primarily in order to adapt it to changes in the law. The current version will be published at http://www.proreferit.com/gb/data and will enter into force upon publication.

In the event of any discrepancies between the German and Spanish texts, the Spanish version shall prevail due to the place where the services are provided.

12. Legal Information and Terms of Use of the Website

Our Terms of Use (proreferit.com/gb/terms) contain all legal information as well as the legal notice for this website.