General Privacy Policy

Prochorus GmbH (hereinafter “Prochorus,” “we,” or “us”) is pleased that you have visited our website, are using our Prochorus Analytics application, and have shown interest in our company and our services. The protection of your personal data is very important to us. Your data will be processed exclusively in accordance with applicable data protection laws, in particular the General Data Protection Regulation (hereinafter “GDPR”). Below, we provide information about what data is collected when you visit our website and use Prochorus Analytics, how we process or use it, and what technical and organizational security measures we have implemented. As the data controller, we implement numerous measures to protect the personal data processed via this website to the best of our ability. Nevertheless, internet-based data transmissions may have security vulnerabilities, so complete protection cannot be guaranteed. Any data subject may therefore also provide us with personal data by other means, such as by telephone.

The entity responsible for processing your personal data is the one that determines the purposes and means of such processing. In this case, the controller is:

If you have any questions or suggestions regarding data protection, please do not hesitate to contact us.

You can reach our Data Protection Officer, Tobias Frick, using the contact information listed above.

Any affected individual may contact our Data Protection Officer directly at any time with questions or suggestions regarding data protection.

In order to offer and provide our services to you, we must collect, process, and store various types of personal data from our customers, as well as share this data with service providers for archiving purposes. Below, you will find information about what data we need, for what purposes, and under what conditions we share it.

Personal data is information that allows us to directly or indirectly identify you, such as your first and last name, address, phone number, location data, or email address.

For your own protection, please provide us only with the information we need to deliver our services. This also makes it easier for us to process your requests.

Below, we would like to explain what data we collect from you and for what purpose, in order to provide you with a transparent overview.

The scope and nature of the collection and use of your data vary significantly depending on whether you are simply visiting our website for informational purposes or registering with Prochorus Analytics and using the application to manage your data.

1. Personal Data We Collect When You Visit Our Website

   When you visit our website to obtain information, we collect the following personal data:

   • Device information (device ID, operating system and its version, or other device identifiers)
   • Connection data (time, date, and duration of website use; source; corresponding IP address; and other log data such as the number of users, session statistics, and approximate location)

   This information is collected to display the website you are visiting. In doing so, we make every effort to adhere to the principle of data minimization and to limit ourselves to what is absolutely necessary.

2. Personal data that we collect when you visit our website and when you register for and use Prochorus Analytics

   When you visit the website, register with “Prochorus Analytics,” and then log in and use the application, we collect the following personal data:

   • Device information (device ID, operating system and its version, or other device identifiers)
   • Connection data (time, date, and duration of website use and login; origin; corresponding IP address; and other log data)
   • Login credentials (username, email address, password)
   • Contact Information (Email Address, Phone Number)
   • Information that you document, store, archive, analyze, or otherwise use in “Prochorus Analytics” within the scope of the usage rights you have acquired
   • Other information you have voluntarily provided to us
3. Personal data that we collect when you use our website and through Prochorus Analytics

   Depending on the extent to which you use Prochorus Analytics, more data may be collected than is required for registration alone. As part of managing hygiene data at your healthcare facility, you enter data both actively and passively. Active data entry includes, for example, recording location data, scanning QR codes, or importing PDF documents. Passive data includes values collected by sensors or automatically, such as the time. Required fields are marked as such. Without this information, we cannot process your data. All other information not marked as required is voluntary. If you voluntarily provide us with this information, you help us improve our service for you. However, you will not face any disadvantages if you do not provide this information. The scope of data processing therefore ultimately depends largely on how much and what kind of information you provide to us. In general, however, the following applies:

   • Device information (device ID, operating system and its version, or other device identifiers)
   • Connection data (time, date, and duration of website use and login; origin; corresponding IP address; and other log data)
   • Login credentials (username, email address, password)
   • Contact Information (Email Address, Phone Number)
   • Information that you document, store, archive, analyze, or otherwise use in “Prochorus Analytics” within the scope of the usage rights you have acquired
   • Other information you have voluntarily provided to us

As previously explained, we process data only to the extent that it is necessary and appropriate.

1. Device Information and Connection Data

   We process device and connection data based on our legitimate interest in being able to track who visits our website, in order to, among other things, detect malware and prevent risks. This also allows us to track who has accessed our Privacy Policy. We are legally obligated to protect your data appropriately (Art. 6(1)(c) GDPR, compliance with a legal obligation); furthermore, protecting our company is in our legitimate interest (Art. 6(1)(f) GDPR).

2. Access and Communication Data

   When you contact us to request information or to provide us with information, we store the contact information you provide. Our goal is to make communication with our customers faster and more satisfying.

In the following, we would like to inform you about to whom and under what conditions we disclose your data.

We do not share your data with unauthorized third parties. However, we use partners to archive and process data in order to provide specific services. These partners need the data we provide in order to perform their tasks.

Data will only be transferred abroad (to EU/EEA countries or third countries) if it is necessary, if the customer has given consent, or if it is otherwise permitted by law. In such cases, we take measures to ensure the protection of your data, for example through contractual provisions. We transfer data only to recipients who guarantee the protection of customer data in accordance with the provisions of the GDPR regarding transfers to third countries (Articles 44 through 49 of the GDPR).

We may require your consent to process your data in accordance with Article 6(1)(a) of the GDPR. We guarantee that we will process and use the data exclusively for the purpose specified at the time of collection.

You may provide your consent separately in connection with each instance of data collection. You may revoke your consent at any time with future effect.

1. Definition and Types of Cookies

   Cookies are small text files that the web browser stores on your computer (either in the browser folder itself or in the program data). As soon as you visit a website for the first time, a new cookie is created, which from then on collects the information that can be tracked by the website operator. Cookies are therefore data packets exchanged between computer programs. We use cookies to make our website more user-friendly and to enable the use of certain features. Technically necessary cookies are required so that you can navigate a website and use its features. Without these cookies, certain functions cannot be guaranteed—for example, actions performed during a visit (such as text entries) cannot be retained even as you navigate between individual pages of the website. This includes the “PA_SSO_ACCESS_TOKEN.” This is absolutely essential for authentication and the functionality of the “Prochorus Analytics” application. Functional cookies enable a website to store information you have already entered (such as your username or location) and to offer you improved, personalized features. These cookies collect anonymized information and cannot track your activity on other websites. Analytics cookies collect information about how a website is used—for example, which pages a visitor accesses most frequently and whether they receive error messages from a page. These cookies store information that is processed in a pseudonymized form. Analytics cookies help us understand how the website is used, enabling us to continuously optimize our services.

2. Cookie Settings

   You can decide for yourself whether cookies may be set and accessed by changing the settings in your browser. For example, you can completely disable cookies in your browser, restrict them to specific websites, or configure your browser to automatically notify you whenever a cookie is about to be set and ask for your confirmation. Each browser manages cookie settings differently. This is described in the help menu of each browser, which explains how to change your cookie settings. You can find these for each browser at the following links:

   Internet Explorer: https://support.microsoft.com/de-de/help/17442/windows-internet-explorer-delete-manage-cookies

   Opera: https://help.opera.com/de/latest/web-preferences/#cookies

   Safari: https://support.apple.com/de-de/guide/safari/sfri11471/12.0/mac/10.14

   Chrome: https://support.google.com/chrome/answer/95647?hl=de&hlrm=en

   Firefox: https://support.mozilla.org/de/kb/cookies-erlauben-und-ablehnen

   The legal basis for the use of necessary cookies is our legitimate interest in the proper provision of our online services within the meaning of Article 6(1)(f) of the GDPR and—to the extent that contracts are concluded or fulfilled through our online services — the performance of a contract pursuant to Article 6(1)(b) of the GDPR. We do not offer registration through a third-party provider. In accordance with Article 13 of the GDPR, we obtain your consent prior to the use of cookies pursuant to Article 6(1)(a) of the GDPR.

3. Third-party cookies we use

   We use third-party cookies and similar technologies from Google for analytics and advertising purposes only if you have given your consent via our cookie banner (Art. 6(1)(a) GDPR, § 25(1) TTDSG).

   • Google Analytics: We use this service to analyze user behavior on our website (e.g., page views, interactions, session duration, technical information, and approximate location data derived from the IP address). This helps us evaluate and optimize our pages and services.
   • Google Ads: We use this service to measure campaign performance and conversion events and to improve the effectiveness of our advertising activities.

   Provider: Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland. Data may be processed on servers in third countries (including the United States). We use these services only with your consent.

   The information collected by Google may be used by Google to generate reports for us on website usage and campaign performance and to provide related services. For more information on how Google processes data in connection with partner services, please visit: https://www.google.com/intl/de/policies/privacy/partners

   You can also limit tracking by Google Analytics using Google's browser add-on: https://tools.google.com/dlpage/gaoptout?hl=de

   You may withdraw your consent at any time, effective for the future, by changing your cookie settings. Withdrawal does not affect the lawfulness of processing carried out on the basis of your consent prior to withdrawal.

In addition, we implement technical and organizational security measures to protect personal data that is generated or collected, particularly against accidental or intentional manipulation, loss, destruction, or attacks by unauthorized persons. Our security measures are continuously improved in line with technological developments.

We provide an online form that you can use to submit personal data to us. This form is protected against unauthorized access by third parties through the use of TLS encryption. The data you enter or send to us as a file may be stored by us and processed as agreed. To the extent that the use and processing of this data requires the consent of the user or a third party, such consent may be revoked at any time without providing a reason. In this case, however, our ability to fulfill the contract may be affected.

We store personal data only until the purpose for which it was collected no longer applies. This does not apply if the user has voluntarily consented to longer-term processing, or if statutory retention periods or the potential assertion of legal claims within ongoing statutes of limitations prevent deletion. In the event of conflicting retention or statute of limitations periods, it may be necessary to restrict the processing of the data in accordance with Article 18 of the GDPR.

Under applicable laws, you have various rights regarding your personal data. If you wish to exercise these rights, please send your request—clearly identifying yourself—by email or mail to the address of the data controller listed above. Below is an overview of your rights.

1. Right to Confirmation and Access to Information

   You have the right to receive confirmation from us at any time as to whether or not personal data concerning you is being processed. If this is the case, you have the right to receive, free of charge, information from us regarding the data we have stored about you, as well as a copy of that data. In addition, you have the right to the following information:

   1. the purposes of the processing;
   2. the categories of personal data that are processed;
   3. the recipients or categories of recipients to whom the personal data has been or will be disclosed, in particular recipients in third countries or international organizations;
   4. if possible, the intended period for which the personal data will be stored, or, if this is not possible, the criteria used to determine that period;
   5. the existence of a right to have personal data concerning you rectified or erased, or to have the processing restricted by the controller, or a right to object to such processing;
   6. the existence of a right to file a complaint with a supervisory authority;
   7. if the personal data was not collected from you, all available information about the source of the data;
   8. the existence of automated decision-making, including profiling, as provided for in Article 22(1) and (4) of the GDPR, and, at least in such cases, meaningful information about the logic involved, as well as the significance and the anticipated consequences of such processing for you.

   If personal data is transferred to a third country or to an international organization, you have the right to be informed about the appropriate safeguards in place regarding the transfer, as provided for in Article 46 of the GDPR.

2. Right to Correction

   You have the right to request that we correct any inaccurate personal data concerning you without delay. Taking into account the purposes of the processing, you also have the right to request that incomplete personal data be completed—including by means of a supplementary statement.

3. Right to Erasure (“Right to Be Forgotten”)

   You have the right to request that we immediately erase personal data concerning you, and we are required to erase personal data immediately if any of the following grounds apply:

   1. the personal data is no longer necessary for the purposes for which it was collected or otherwise processed.
   2. You withdraw your consent on which the processing is based pursuant to Article 6(1)(a) of the GDPR or Article 9(2)(a) of the GDPR, and if there is no other legal basis for the processing.
   3. You object to the processing pursuant to Article 21(1) of the GDPR, and there are no overriding legitimate grounds for the processing, or you object to the processing pursuant to Article 21(2) of the GDPR.
   4. The personal data was processed unlawfully.
   5. The erasure of personal data is necessary to comply with a legal obligation under Union law or the law of the Member States to which we are subject.
   6. The personal data was collected in connection with the provision of information society services pursuant to Article 8(1) of the General Data Protection Regulation.

   7. The right to erasure does not apply if the processing is necessary for one of the following reasons:

      1. for the exercise of the right to freedom of expression and information
      2. to comply with a legal obligation that requires processing under Union law or the law of the Member States to which the controller is subject, or to perform a task carried out in the public interest or in the exercise of official authority vested in the controller
      3. for reasons of public interest in the area of public health pursuant to Article 9(2)(h) and (i) and Article 9(3) of the GDPR;
      4. for archiving purposes in the public interest, scientific or historical research purposes, or statistical purposes pursuant to Article 89(1) of the GDPR, to the extent that the right referred to in subparagraph (a) is likely to render impossible or seriously impair the achievement of the objectives of such processing; or
      5. to assert, exercise, or defend legal claims. If we have made the personal data public and are required to erase it pursuant to Article 17 of the GDPR, we will take reasonable measures, taking into account the available technology and the costs of implementation, including technical measures, to inform the data controllers that you have requested the deletion of all links to this personal data, as well as any copies or replicas of such data.

   If personal data is transferred to a third country or to an international organization, you have the right to be informed about the appropriate safeguards in place regarding the transfer, as provided for in Article 46 of the GDPR.

4. Right to Restriction of Processing

   You have the right to request that we restrict the processing of your personal data if any of the following circumstances apply:

   1. You have disputed the accuracy of the personal data for a period of time that allows us to verify the accuracy of the personal data.
   2. The processing is unlawful, and you object to the erasure of the personal data and instead request that its use be restricted.
   3. The personal data is no longer necessary for the purposes of processing, but is required to establish, exercise, or defend legal claims, or
   4. You have objected to the processing in accordance with Article 21(1) of the GDPR, pending a review to determine whether our company’s legitimate interests override yours.

   If the processing of personal data concerning you has been restricted, such data—other than for storage purposes—may be processed only with your consent or for the purpose of asserting, exercise, or defense of legal claims; to protect the rights of another natural or legal person; or for reasons of a substantial public interest of the Union or a Member State.

5. Right to Data Portability

   You have the right to receive the personal data concerning you that you have provided to us in a structured, commonly used, and machine-readable format, and to transmit that data to another controller without hindrance from us, provided that:

   1. the processing is based on consent pursuant to Article 6(1)(a) of the GDPR or Article 9(2)(a) of the GDPR, or on a contract pursuant to Article 6(1)(b) of the GDPR, and
   2. Processing is carried out using automated procedures.

   When exercising your right to data portability, you have the right to request that we transfer your personal data directly to another data controller, provided that this is technically feasible.

   The right to data portability does not apply to processing that is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.

6. Right to Object

   You have the right to object at any time, on grounds relating to your particular situation, to the processing of personal data concerning you that is carried out pursuant to Article 6(1)(e) or (f) of the GDPR; this also applies to profiling based on these provisions. We will no longer process the personal data unless we can demonstrate compelling legitimate grounds for the processing that override your interests, rights, and freedoms, or the processing is necessary for the establishment, exercise, or defense of legal claims.

   If we process personal data for direct marketing purposes, you have the right to object at any time to the processing of your personal data for such marketing purposes; this also applies to profiling to the extent that it is related to such direct marketing.

7. Right to Withdraw Consent Under Data Protection Law

   Many processing activities are permitted only with your explicit consent. You may withdraw your consent at any time. The lawfulness of the processing carried out prior to the withdrawal remains unaffected.

8. Right to File a Complaint with a Supervisory Authority

   You have the right to lodge a complaint with a supervisory authority, in particular in the Member State of your habitual residence, your place of work, or the location of the alleged violation, if you believe that the processing of your personal data is unlawful.

9. Right to Information

   If you have exercised your right to rectification, erasure, or restriction of processing with the controller, the controller must notify all recipients to whom your personal data has been disclosed of the correction or erasure of the data or the restriction of processing, unless this is impossible or would involve a disproportionate effort. You have the right to be informed by the controller about these recipients.

This Privacy Policy is effective as of March 17, 2026. As our website and applications continue to evolve, or due to changes in legal or regulatory requirements, it may become necessary to amend this Privacy Policy. You can view and print the most current version at any time at www.prochorus.de.