Legal information

SYNAXON UK Ltd. is a limited company registered in England and Wales (Company No. 06626433).

Trading Address:

Xpdia Building
Cinnamon Park
Crab Lane
Warrington
WA2 0XP

Registered Address:

Sterling House
Mandarin Court
Centre Park
Warrington
WA1 1GG

Data Protection Declaration

We appreciate your visit to our website and your interest in SYNAXON UK Ltd. The protection of your personal information is important to us. This data protection declaration informs you about what personal data and other information we collect and store during your visit to our website, and for what purpose we use it, as well as your rights with regard to the use of your personal data. If you have any further questions regarding the handling of this data, please contact our Data Protection Officer.
Data Protection Declaration

Data protection declaration

We are pleased that you have chosen SYNAXON to support your procurement processes with EGIS or to improve your Managed Services with SYNAXON Managed Services (SMS). The safety of your personal data is important to us. With this privacy policy, we therefore set out which personal data and other information we collect and save during your EGIS or SMS use, for which purposes we use it, and about your rights with regard to the use of your personal data.

If you have any further questions regarding the handling of your personal data, you are welcome to contact our data protection officer (contact details below).

 

Data protection officer

If you have any questions about the processing of your personal data, please do not hesitate to contact our data protection officer, who is also available in the case of applications, requests for information, or complaints. You can contact our data protection officer as follows:

 via mail:

SYNAXON UK Ltd.

Data Protection Officer

Xpdia House
Cinnamon Park
Crab Lane

Warrington
WA2 0XP

 via e-mail: dataprotection@synaxon.co.uk 

 

Responsible for data processing

Person responsible within the meaning of the General Data Protection Regulation (EU GDPR) and the UK General Data Protection Regulation (as defined in section 3(10) (as supplemented by section 205(4)) of the Data Protection Act 2018) (UK GDPR), (together the GDPR) is Data Protection Officer – Synaxon UK Ltd., Xpdia House, Cinnamon Park, Crab Lane, Warrington WA2 0XP

Telephone: +44 300 304 7844

 

For what purposes do we process your data?

For the management of your procurement conditions:

One of SYNAXON’s main tasks is to improve market conditions such as payment terms / ancillary costs / return processes / pricing with IT suppliers and manufacturers on behalf of our affiliated IT service providers. We report this to our contract suppliers and manufacturers, negotiate supplier contracts, receive product sales and billing notifications from contract suppliers, and help our contract suppliers and manufacturers to identify their target groups for sustainable sales promotion and to develop their sales in the SYNAXON contractor group.

 

For eProcurement: 

With EGIS we provide you with an information and purchasing platform with which you can place orders directly with connected suppliers and manufacturers. As an IT service provider, EGIS supports you extensively. You can manage orders, including the registration of returns, writing and managing offers, placing project requests, simplifying your invoice processing by participating in our central settlement and accessing connected cloud platforms.

 

For SYNAXON Managed Services (SMS):

SYNAXON Managed services are a set of tools to enable you to provide more managed services to your customers. We host or provide access to centrally configured dashboards where you can easily access all information about your services, for which we collect user account and technical information. Your customers are only identified with names / designators of your own choosing.

 

For customer support: 

We want to offer you powerful customer support. To do this, we aggregate your data into a partner file. When you contact us, our employees have a comprehensive overview of your data, so they can advise you quickly, and in the best possible way.

 

For website analysis:

With the help of evaluations of your use of EGIS and other online offers of SYNAXON UK Ltd., we try to determine which websites and features are particularly interesting for our users. We also try to identify vulnerabilities in user guidance.

 

For misuse detection and troubleshooting:

In order to administer this page technically and to provide it stably, we are dependent on monitoring all incoming internet requests.

 

To provide information to public authorities within the legal framework:

To the extent that we are required by law or by an administrative or judicial decision to do so, we will disclose personal information to requesting governmental entities. In particular, this may be dissemination for law enforcement, security, or intellectual property rights enforcement purposes.

 

For eProcurement integration into third-party systems:

As an additional fee-based service, you can pass on your EGIS order and customer data to appropriate third-party systems (for example, ERP solutions and enterprise resource planning) via an interface for processing.

What data do we process?

For the purposes documented above, we record during your EGIS or SMS use:

 

  • the IP address of your computer
  • the website from which you visit us
  • the web browser you are using (type and version)
  • the operating system you are using
  • the screen resolution you use
  • date and time of your EGIS or SMS use
  • the pages / functions you visited during our online offer, incl. EGIS-pages or SMS functions
  • all form and data entries in EGIS (in particular delivery addresses, customer data, e-mail addresses, telephone numbers, inquiries, quotation data, project enquiries, order transactions, order documents and searches)
  • the designators you selected to identify your customers within SMS tools
  • calling URLs of SMS dashboards or connected SMS cloud platforms
  • called functions of EGIS interfaces
  • calling URLs of connected cloud platforms

 

If you call us, we record call time, calling number, called number and the call duration. In the case of contacting by email, we save the email history. We also create a customer profile of you. The profile contains your company name, the company address, if necessary different billing and delivery address, telephone and fax number, the name of the owner / manager, the e-mail address, and information on the homepage.

 

Purpose and legal basis

The processing of your personal data is necessary for the performance of a contract of which you are a party, or for the performance of any pre-contractual action that is required upon your request. The legal basis for this processing is Article 6 (1) (b) GDPR.

 

In the event you contact us (e.g., e-mail or contact form), the personal data will be used exclusively to process your request. The legal basis for this processing is your consent under Art. 6 (1) (a) GDPR.

 

In the other cases in which personal data is processed, the processing is carried out to protect our legitimate interests, namely, to analyse the use of the website, for misuse detection and fault elimination. The legal basis for this processing is Article 6 (1) (f) GDPR.

 

Duration of storage of personal data

The duration of the storage of personal data is determined by the respective legal retention period. After the deadline, the corresponding data is routinely deleted, if it is no longer required for contract fulfilment or contract initiation and / or we have no legitimate interest in the re-storage.

 

If data is to be deleted due to the exercise of intervention rights (for example in the case of the assertion of a cancellation claim or the revocation of a consent), the corresponding data will be deleted immediately.

 

Transfer of personal data to third parties

We only use your personal data for the purpose for which you have given us your data.

 

Insofar as external service providers are used by us as part of the provision of services, their access to the data is also solely for the purpose of providing services. Through technical and organisational measures, we ensure compliance with data protection regulations and also commit our external service providers to this.

 

In addition, we will not share your information with third parties without your express consent. A transfer of your personal data takes place only, if you have consented to the data transfer, or if we are entitled or obliged by law, or by a decision of the authorities or court. In particular, this may be dissemination for law enforcement, security, or intellectual property rights enforcement purposes.

 

Encryption

Your personal data is encrypted and transmitted over the internet to our servers. We use SSL encryption (Secure Socket Layer) for data transmission.

 

Use of cookies

On different pages we use so-called cookies. Cookies are used to make our offer more user-friendly and effective. Cookies are small text files that are stored on your device via your browser. Cookies contain no personal data and can therefore not be directly assigned to a user. Cookies only require minimal storage space and do not affect your device.

 

Most browsers are set to automatically accept cookies. Please note that certain cookies are already set as soon as you enter our online offer.

 

You can deactivate the storage of cookies by means of an appropriate browser setting or set your browser so that you are informed about the setting of cookies and decide individually on their acceptance. Furthermore, previous set cookies can be deleted at any time via the Internet browser or other software programs.

 

Each browser differs in the way it manages the cookie settings. This is described in the help menu of each browser. It will explain how to change your cookie settings.

 

Setting your browser to refuse cookies may affect the functionality of our online offering, so you may not be able to fully utilize all features or display some pages incorrectly. 

 

Security

We have taken extensive technical and operational safety precautions to protect your data from accidental or intentional manipulation, loss, destruction, and access by unauthorized persons. Our security measures are regularly reviewed and adapted to technological progress.

 

Rights of the data subject

The applicable data protection law grants you various rights regarding the processing of your personal data.

  

As data subject, you have: 

  • the right of access under Article 15 GDPR,
  • the right to rectification under Article 16 of the GDPR,
  • the right to erasure (‘right to be forgotten’) under Article 17 GDPR,
  • the right to restriction of processing under Article 18 GDPR,
  • notification obligation regarding rectification or erasure of personal data or restriction of processing under Article 19 GDPR,
  • the right to object under Article 21 GDPR (see below) as well as
  • the right to data portability according to Article 20 GDPR.

 

Right to object (Article 21 GDPR)

If we process your personal data as part of a balance of interests based on our overriding interest, you have the right at any time, for reasons that arise from your particular situation, to file an objection against this processing with effect for the future.

 

If you exercise your right of objection, we will cease processing the data concerned, unless we can demonstrate compelling legitimate reasons for the processing that outweigh your interests, rights and freedoms, or the processing serves the assertion, exercise, or defence of legal claims.

 

If personal data is processed by us in order to operate direct mail, you have the right to object at any time to the processing of personal data concerning you for the purpose of such advertising. If you exercise your right of objection, we will stop the processing of the relevant data for advertising purposes.

 

Right to withdraw consent

You have the right to withdraw your consent to the processing of personal data at any time with future effect.

 

In the case of withdrawal, we will delete the data concerned immediately, as far as further processing cannot be based on a legal basis for contentless processing. The revocation of consent does not affect the legality of the processing carried out on the basis of the consent until the revocation.

 

If you would like to assert the above rights, then your contact in all these cases is our data protection officer, whose contact details you will find above.

 

Links to websites of other providers

Our online offers may contain links to online offers from other providers, to which this privacy policy does not extend. If you follow these links, you will leave the online offer of Synaxon UK Ltd.

 

We have no control over these providers’ compliance with applicable privacy policies. We therefore recommend that you also inform yourself about the respective privacy statements of online offers from other providers.

 

Changes to this data protection declaration

As we develop our online offerings and implement new technologies to improve our service to you, changes to this privacy policy may be required. Therefore, we recommend that you read this privacy policy from time to time.

SYNAXON Managed Services - UK-based customers

General Terms and Conditions of SYNAXON UK Limited

for SYNAXON Managed Services

Preamble

With SYNAXON Managed Services, SYNAXON UK offers its partners (hereinafter individually and collectively referred to as “customer/s”), selected managed services.

1. Validity of the conditions

The following terms and conditions apply to all services included in SYNAXON Managed Services unless separate terms and conditions exist for a service in individual cases.

Deviations or a partial or total exclusion are only effective if this has been agreed in writing. By booking the service, the customer accepts the General Terms and Conditions.

2. Conclusion of contract

After the customer has booked the SYNAXON Managed Services or the Modern Workplace service, the booking will be confirmed immediately by e-mail. Activation usually takes place on the next working day. The contract is concluded once activation is complete.

3. Subject of the contract

The subject of the contract is the use of the SYNAXON Managed Services booked by the customer. The content and scope of the individual services and the functions of the products are described in detail in the respective service descriptions.

4. Login details

The customer is hereby expressly advised that all login data assigned by SYNAXON UK with the associated personal passwords allows access to protected systems. The user must not pass on this access data to unauthorised third parties.

5. Personalised accounts for “Monitoring & Management”

The customer is advised that exclusively personalised accounts are assigned for “Monitoring & Management”, through which the log files make it possible to draw conclusions about a natural person. For security reasons it is necessary to allocate personalised accounts so that appropriate measures can be taken in the event of misuse.

6. Commissioning of third parties

SYNAXON UK may also have rights and obligations from the contractual relationship that are subcontracted to suitable third parties, in particular by einsnulleins GmbH, a wholly-owned subsidiary of SYNAXON, without SYNAXON UK being released from its responsibility as a result.  

SYNAXON UK shall ensure that any sub-contractor is subject to equivalent data protection obligations to those between the customer and SYNAXON UK. The customer agrees to such a transfer under these conditions.

7. Prices and payment

Charges and periods covered can be found in the respective service descriptions or in the individual contract.

8. Liability exclusion for permanent availability

The current state of technology means that the provision of SYNAXON UK’s services via the Internet cannot be guaranteed to be error-free and available at all times. SYNAXON UK is therefore not liable for the availability of the platform or for data loss caused by technical failure, interrupted data transmission or other related problems.

9. Our responsibility for loss or damage suffered by you if you are a business

Nothing in these terms excludes or limits our liability for death or personal injury arising from our negligence, for fraud or fraudulent misrepresentation, or for any other matter in respect of which it would be unlawful to exclude or limit liability under applicable law.

Save as set out above, we shall not be liable whether in contract, tort (including negligence), breach of statutory duty, or otherwise howsoever arising, for any loss of profit, loss of business, loss of data, or for any indirect or consequential loss arising under or in connection with these terms or your use of the services.

Save as set out above, our total liability to you whether in contract, tort (including negligence), breach of statutory duty, or otherwise howsoever arising, shall be limited to 100% of the total sums paid by you for the services in the 12-month period immediately preceding the event giving rise to the liability.

10. Data protection

By using individual SYNAXON Managed Services, e.g., “Monitoring and Management”, the customer grants SYNAXON UK access to the IT systems of its end users. It cannot be ruled out that SYNAXON UK may also gain access to personal data of its customer’s end users in the process. The customer is responsible for ensuring it is entitled to engage a subcontractor (SYNAXON UK) in its provision of services to its end user, and shall comply with its own obligations under data protection law in respect of the provision of those services.

SYNAXON UK undertakes to comply with the relevant provisions of data protection law, in particular the provisions of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 (DPA 2018).

11. Data collection and use

SYNAXON UK collects various user and usage personal data when providing SYNAXON Managed Services, including usernames, login times, IP addresses of the devices, hardware and software used. Users in this regard include both the customer and its end users.

SYNAXON UK uses the data collected to support the operation, use and improvement of SYNAXON Managed Services. Furthermore, such data is also used for benchmarking. In addition, SYNAXON UK analyses the data in order to give the customer recommendations for action where necessary.

SYNAXON UK relies on the following legal bases for processing personal data:

  the processing is necessary to take steps to enter into, or for the performance of, a contract with the data subject (Article 6(1)(b) UK GDPR); or

the processing is necessary for the purposes of SYNAXON’s legitimate interests (Article 6 (1)(f) UK GDPR). If and insofar as the customer has given their consent to the processing of their personal data for certain specified purposes, the respective consent is SYNAXON UK‘s legal basis for processing the data for those purposes, pursuant to Article 6 (1)(a). .

SYNAXON UK will only share personal data with those parties with a business need to process that data, and, where possible, will pseudonymise, or anonymise, the personal data before sharing it with third parties.

12. Duration and termination of contract

1. For Managed Services used within “Modern Workplace”, the provisions of Section 12 of the General Terms and Conditions (Modern Workplace) shall apply.

2. The following applies to all other bookings:

2.1. The contract begins with the booking of the respective “SYNAXON Managed Services” and is valid for an indefinite period. Unless otherwise specified, the customer may terminate the contract at any time at the end of a calendar month. As a rule, it is sufficient to remove the respective device, user or service and the associated data.

2.2. SYNAXON UK may terminate the contract in writing to the customer with a notice period of three months to the end of the month. In this case, SYNAXON UK will uninstall the customer’s software agent at the end of the contract or, if this is not possible, block access to the respective servers.

2.3. Either party may terminate in the case of force majeure, however

only serious and sustained breaches of the contractual obligations of the parties can be considered as grounds for termination in this case. SYNAXON UK has the right to terminate the contract extraordinarily and without observing a period of notice if, despite a reminder, the partner is in arrears with the payment of the agreed remuneration on at least two consecutive dates.

The customer is advised that with contract termination all services end, and, for example, anti-virus protection is no longer available, and backups will no longer be carried out. If backup data has been stored in the cloud, it will be deleted immediately.

2.4. By terminating the SYNAXON UK partnership and this contract, all managed services ordered up until then will simultaneously end. The customer himself is responsible for terminating or reorganising the contracts with his/her end customers accordingly.

13. Customer protection clause

For the duration of this contract and until the expiration of one year following its termination, SYNAXON UK undertakes not to ‘poach’ any end customers from its partners whose IT was the subject of the Managed Services provided by SYNAXON UK within the scope of this contract.

14. Other provisions

Additions, amendments and subsidiary agreements must be made in writing to be effective.

SYNAXON UK reserves the right to change these terms of use at any time and without cause. The amended terms and conditions will be sent to customers by email no later than two weeks before they come into force. If the customer does not object to the validity of the new terms of use within two weeks after receipt of the email, the amended terms of use shall be deemed to have been accepted. SYNAXON UK shall make specific reference to the significance of this two-week period to the customers in the email containing the changed conditions.

This contract and the entire legal relationship between the parties shall be governed by English law to the exclusion of the UN Convention on Contracts for the International Sale of Goods.

Unless expressly agreed otherwise the sole place of performance of this contract shall be the registered office of SYNAXON UK. Both parties hereby submit to the exclusive jurisdiction of the courts of England.

SYNAXON Managed Services - English-speaking customers based outside of UK

General Terms and Conditions of SYNAXON AG 

for SYNAXON Managed Services 

 

Preamble 

 With SYNAXON Managed Services, SYNAXON offers its partners and the customers of SYNAXON Projekt und Handels GmbH (hereinafter individually and collectively referred to as “customer/s”), who as IT service providers offer or would like to offer managed services themselves, to undertake selected managed services for the customer. 

 

  1. Validity of the conditions 

 The following terms and conditions apply to all services included in SYNAXON Managed Services unless separate terms and conditions exist for a service in individual cases. Deviations or a partial or total exclusion are only effective if this has been agreed in writing. By booking the service, the customer accepts the General Terms and Conditions. 

 

  1. Conclusion of contract 

 After the customer has booked the SYNAXON Managed Services or the Modern Workplace service, the booking will be confirmed immediately by e-mail. Activation usually takes place on the next working day. The contract is concluded once activation is complete. 

 

  1. Subject of the contract 

 The subject of the contract is the use of the SYNAXON Managed Services booked by the customer. The content and scope of the individual services and the functions of the products are described in detail in the respective service descriptions. 

 

  1. Login details 

 The customer is hereby expressly advised that all login data assigned by SYNAXON with the associated personal passwords allows access to protected systems. The user must not pass on this access data to unauthorised third parties. 

 

  1. Personalised accounts for “Monitoring & Management” 

 The customer is advised that exclusively personalised accounts are assigned for “Monitoring & Management”, through which the log files make it possible to draw conclusions about a natural person. For security reasons it is necessary to allocate personalised accounts so that appropriate measures can be taken in the event of misuse. 

 

  1. Commissioning of third parties 

 SYNAXON may also have rights and obligations from the contractual relationship that are exercised by suitable third parties, in particular by einsnulleins GmbH, a wholly-owned subsidiary of SYNAXON, without SYNAXON being released from its responsibility as a result. SYNAXON ensures that the data protection level with these third parties corresponds at least to the level agreed between the customer and SYNAXON. The customer agrees to such a transfer under these conditions. 

 

  1. Prices and payment 

 Charges and periods covered can be found in the respective service descriptions or in the individual contract. 

 

  1. Liability exclusion for permanent availability 

 The current state of technology means that data communication via the Internet cannot be guaranteed to be error-free and available at all times. SYNAXON is therefore not liable for the availability of the platform or for data loss caused by technical failure, interrupted data transmission or other related problems. 

 

  1. Damages 

 SYNAXON is liable to the customer for damages that SYNAXON, its legal representatives, other employees or vicarious agents have caused intentionally or through gross negligence in the fulfilment of contractual obligations. In the case of minor negligence, SYNAXON shall only be liable if essential contractual obligations are violated (so-called cardinal obligations). Cardinal obligations are those contractual obligations which must be fulfilled and maintained for the proper performance of the contract and on which the customer may regularly rely. Insofar as liability exists, the obligation to pay compensation shall be limited to the foreseeable damage typical for the contract. Any further claims of the customer, irrespective of their legal basis, are excluded. The above exemptions from liability shall not apply in the event of injury to life, limb or health, or insofar as the Product Liability Act applies. If the contractual liability of SYNAXON is excluded or limited, this shall also apply to the personal liability of its employees, legal representatives and vicarious agents. 

 

  1. Data protection 

 1. By using individual SYNAXON Managed Services, e.g., “Monitoring and Management”, the customer grants SYNAXON access to the IT of its end customers IT. It cannot be ruled out that SYNAXON may also gain access to personal data in the process. The customer must ensure and is responsible for the fact that in relation to his/her end customer, he/she is entitled to engage a subcontractor (SYNAXON). 

 2. SYNAXON undertakes to comply with the relevant provisions of data protection law, in particular the provisions of the General Data Protection Regulation (GDPR) and the Federal Data Protection Act (BDSG). 

 

  1. Data collection and use 

When using or providing SYNAXON Managed Services, various user and usage data are collected, e.g., usernames, login times, IP addresses of the devices, hardware and software used. Users in this regard include both the customer and its end users. SYNAXON uses the data collected to support the operation, use and improvement of SYNAXON Managed Services. Furthermore, such data is used for benchmarking. In addition, SYNAXON analyses the data to be able to give the customer recommendations for action where necessary. The legal basis for processing data is GDPR section 6.1.b and section 6.1.f. If and insofar as the customer has given his consent to the processing of his personal data for certain purposes, the respective consent is the legal basis for processing the data pursuant to section 6.1.a GDPR. SYNAXON undertakes to present this data, insofar as its use goes beyond internal use, exclusively and in anonymous form. 

 

  1. Duration and termination of contract 

1. For Managed Services used within “Modern Workplace”, the provisions of Section 12 of the GTC Modern Workplace shall apply. 

 2.The following applies to all other bookings: 

 

2.1. The contract begins with the booking of the respective “SYNAXON Managed Services” and is valid for an indefinite period. Unless otherwise specified, the customer may terminate the contract at any time to the end of a calendar month. As a rule, it is sufficient to remove the respective device, user or service and the associated data. 

 

2.2. SYNAXON may terminate the contract in writing to the customer with a notice period of three months to the end of the month. In this case, SYNAXON will uninstall the customer’s software agent at the end of the contract or, if this is not possible, block access to the respective servers. 

 

2.3. The right to extraordinary termination in the case of force majeure remains unaffected. Only serious and sustained breaches of the contractual obligations of the parties can be considered as grounds for termination in this case. SYNAXON has the right to terminate the contract extraordinarily and without observing a period of notice if, despite a reminder, the partner is in arrears with the payment of the agreed remuneration on at least two consecutive dates. The customer is advised that with contract termination all services end, and, for example, anti-virus protection is no longer available, and backups will no longer be carried out. If backup data has been stored in the cloud, it will be deleted immediately. 

 

2.4. By terminating the SYNAXON partnership and this contract, all managed services ordered up until then will simultaneously end. The customer himself is responsible for terminating or reorganising the contracts with his/her end customers accordingly. 

 

  1. Customer protection clause 

 For the duration of this contract and until the expiration of one year following its termination, SYNAXON undertakes not to ‘poach’ any end customers from its partners whose IT was the subject of the Managed Services provided by SYNAXON within the scope of this contract. 

 

  1. Other provisions 

1. Additions, amendments and subsidiary agreements must be made in writing to be effective. 

2. SYNAXON reserves the right to change these terms of use at any time and without cause. The amended terms and conditions will be sent to customers by email no later than two weeks before they come into force. If the customer does not object to the validity of the new terms of use within two weeks after receipt of the email, the amended terms of use shall be deemed to have been accepted. SYNAXON shall make specific reference to the significance of this two-week period to the customers in the email containing the changed conditions. 

3. This contract and the entire legal relationship between the parties shall be governed by the laws of the Federal Republic of Germany to the exclusion of the UN Convention on Contracts for the International Sale of Goods. 

4. If the customer is a merchant, a legal entity under public law or a special fund under public law or if he/she is domiciled abroad, the place of performance and jurisdiction for all disputes arising from the contractual relationship shall be the domicile of SYNAXON AG.

We’d love to hear from you!

I am interested in the following products:

* Please note: this is a required field.
By sending your request, you agree to our privacy settings.

If you aren’t sure which product is the best for your business, don’t hesitate to get in touch.