1. Information About the Collection of Personal Data
In addition to our online offering, we provide you with the onOffice App, which you can download to your mobile device. Below, we provide information about the collection of personal data when using the onOffice App. Personal data is all data related to you personally, e.g., name, address, email addresses, user behavior.
In compliance with Art. 4(7) of the EU General Data Protection Regulation (GDPR), the responsible party is onOffice Srl, Via Stradella 76, 10147 Torino, Italia. For further information, please refer to our imprint. You can contact our data protection officer Matthias Menne at privacy@onOffice.com and under the details provided in the imprint.
2. Your Rights
You have the following rights regarding your personal data:
- Right to information (Art. 15 GDPR),
- Right to rectification or erasure (Art. 16/17 GDPR),
- Right to restriction of processing (Art. 18 GDPR),
- Right to object to processing (Art. 21 GDPR),
- Right to data portability (Art. 20 GDPR).
As previously mentioned, we may process personal data to protect our legitimate interests. If you disagree with this processing, you may object to it with effect for the future.
You can exercise this right at any time if the processing is for direct marketing purposes. For other processing reasons, you only have the right to object if your objection is based on your specific situation. Once you exercise your right to object, we will stop processing your personal data unless we can demonstrate compelling legitimate grounds that override your interests, rights, and freedoms, or if the processing is necessary for legal claims.
If the processing is for direct marketing, we will not use your personal data for this purpose.
You also have the right to lodge a complaint with a supervisory authority concerning our processing of your personal data. If you believe that we process your data without an adequate legal basis, you may submit a complaint to the Italian data protection authority, the Garante per la protezione dei dati personali.
Garante per la Protezione dei Dati Personali
Piazza Venezia, 11 – 00187 Roma, Italy
Phone: +39 06 69677 1 | Fax: +39 06 69677 785 | Email: protocollo@gpdp.it
Website: https://www.garanteprivacy.it
3. Collection of Personal Data When Using the onOffice App
3.1 Processing of Personal Data on Behalf of
The onOffice App processes your personal data according to the terms of the offer and the data processing agreement. The legal basis for this processing is our legitimate interest in providing you with an interface to the data we process on your behalf in accordance with Art. 6(1)(f) GDPR.
3.2 Information Transferred When Installing the onOffice App
When downloading the onOffice App, the necessary information (e.g., username, email address, customer number of your account, time of download, and device identification number) is transferred to the App Store. We cannot influence this data collection and are not responsible for it. We only process your data to download the mobile App onto your device.
3.3 Firebase Crashlytics
We use Firebase Crashlytics, a service provided by Google Ireland Ltd., Dublin, Ireland, to identify and track errors in the onOffice App.
In the event of a critical error, anonymized information (including the timestamp, the specific module or area where the error occurred, the client’s name, and potentially the email provider and port used) will be transmitted to Google and to us.
For more information on Google’s data processing via Firebase Crashlytics, visit https://firebase.google.com/support/privacy.
The legal basis is our legitimate interest under Art. 6(1)(f) GDPR to ensure an error-free, anonymized app.
3.4 Google Analytics
The onOffice App uses Google Analytics to generate statistics on app usage (e.g., launch frequency, uninstall data, screen access, and average usage time).
Usage information is collected anonymously and aggregated, with the IP address shortened and anonymized during the first processing step. You can disable anonymous usage data collection in the onOffice App settings.
For more details, visit https://support.google.com/analytics/answer/6004245.
The legal basis is our legitimate interest under Art. 6(1)(f) GDPR to get an overview of app usage through anonymous statistics.
3.5 Firebase Performance Monitoring
The onOffice App uses Firebase Performance Monitoring to obtain statistics on the app’s performance, such as app startup times, rendering times for individual views, slow-rendering views, and similar performance metrics. Firebase Performance Monitoring is a service provided by Google Inc., Mountain View, California, USA.
The performance data is collected anonymously and aggregated. It cannot be used to identify an individual. Google truncates the IP address during the initial processing step, thereby anonymizing it.
Further information on how Google processes your data when using Firebase Performance Monitoring and how long your data is stored can be found at:
https://firebase.google.com/support/privacy
The legal basis for this processing is our legitimate interest pursuant to Article 6(1)(f) GDPR in obtaining an overview of our app’s performance, particularly in light of the fact that the statistics are collected anonymously.
3.6 Push Notifications
We use Firebase Cloud Messaging (FCM) or Apple Push Notifications (APNS) to notify you of new messages via onOffice Chat.
You can disable notifications via the app settings of your device (e.g., in Android, under “Notifications” and for iOS, under “Settings” for the onOffice app).
The legal basis is our legitimate interest under Art. 6(1)(f) GDPR to provide push notifications to our customers.
4. Required Permissions
The following permissions must be granted for the full functionality of the onOffice App:
- Location: For property registration and check-in appointments,
- Camera: To store pictures in property/contact, send by mail, or for questionnaires during appointments,
- Access to photos/files: To store or send pictures, access questionnaires,
- Contacts: To transfer contacts from appointments to your phone book.
5. Cookies
When using the onOffice App, cookies are stored on your mobile device. These cookies enable certain functionalities, such as session management and language settings. Transient cookies, which are deleted after logging out or closing the App, are essential for the app’s operation and user experience.