Privacy

Privacy notice for Intergraf DateGrid 1. Controller Intergraf a.i.s.b.l. Avenue Louise 130A BE-1050 Brussels Belgium Telephone: +32 2 230 86 46 Email: office@intergraf.eu Website: https://www.intergraf.eu/ Intergraf determines the purposes of Intergraf DateGrid and is the controller for the processing described in this notice. 2. Developer and technical operator KR Krisensicher Risikoberatung GmbH Hauptstraße 3/4 15907 Lübben Germany Email: post@krisensicher-werden.de KR Krisensicher Risikoberatung GmbH developed DateGrid and technically operates it on behalf of Intergraf. Where KR processes personal data for operation, support, security or maintenance, it does so on instructions from Intergraf. Hosting and email delivery are provided through STRATO GmbH infrastructure in Germany. 3. Purposes and personal data DateGrid provides passwordless organizer accounts, scheduling polls, participant voting, notifications and calendar exports. Depending on how the service is used, it processes: - verified organizer and administrator email addresses, remembered display names, roles, account status and sign-in timestamps; - allowed registration domains and security audit information; - poll titles, descriptions, locations, online links, timezones, proposed options, expiry and final decisions; - participant names, optional participant email addresses and availability votes; - optional invitation email addresses stored for the relevant poll; - hashed one-time-code, session and administrator-token material; and - connection data processed transiently for delivery, rate limiting and service security. The organizer email comes from the verified account. Participant email addresses are optional. They are used for the requested vote confirmation and for the private organizer calendar export. Invitation recipients are addressed only as blind-copy SMTP envelope recipients and are not disclosed to one another. After an accepted vote, the organizer receives the participant name, any voluntarily supplied participant email address and the currently best-ranked option. Public voting links are not indexed but can be opened by anyone who knows the link. Public pages do not display participant email addresses. An anonymized poll also hides individual responses in public results. 4. Legal bases Processing required to provide a requested poll, participation workflow or organizer account is based on Article 6(1)(b) GDPR where a contractual or pre-contractual relationship applies. Intergraf also relies on its legitimate interests under Article 6(1)(f) GDPR in organizing meetings, administering access, protecting the service from misuse, maintaining availability and documenting security-relevant operations. Optional data supplied for an email confirmation or invitation is processed on the basis communicated at collection and, where applicable, consent under Article 6(1)(a) GDPR. Consent can be withdrawn for the future without affecting earlier lawful processing. Legal obligations are handled under Article 6(1)(c) GDPR. 5. Recipients and service providers Authorized Intergraf personnel and the organizer of the relevant poll may receive data needed for scheduling and administration. KR has access only where required for technical operation, support, security or maintenance. STRATO GmbH hosts the server and transports sign-in, invitation and notification emails; email providers selected by recipients necessarily receive the recipient address and message content. Calendar applications receive attendee data only when an organizer downloads and imports or shares the private ICS file. Data is otherwise disclosed only where required by law or expressly requested by the data subject. The service is hosted in Germany within the European Economic Area. DateGrid itself does not use analytics, advertising networks, social-media plugins or third-party tracking. Only technically necessary session and login-challenge cookies are used. Delivery to an email provider or participant outside the European Economic Area may involve processing in the country chosen through that email service. 6. Retention Login challenges are valid for ten minutes and sessions for twelve hours. Expired authentication records are removed during subsequent cleanup runs. Accounts, polls, invitation addresses, participant data and votes are retained only for as long as required for the scheduling purpose, service administration, legal obligations or the establishment, exercise or defence of legal claims. Intergraf handles justified deletion and correction requests through the contact above. Regular encrypted recovery points are rotated as seven daily, five weekly and twelve monthly copies. Additional access-restricted deployment safety copies may remain while needed for a documented rollback or recovery purpose. Data deleted from the live service may therefore remain in a protected backup until the applicable recovery or rollback purpose ends and is restored only for incident recovery. 7. Rights Subject to the conditions of the GDPR, data subjects may request access, rectification, erasure, restriction, portability and may object to processing based on legitimate interests. Consent may be withdrawn at any time for the future. Requests should be sent to office@intergraf.eu. Data subjects may also lodge a complaint with the Belgian Data Protection Authority or another competent supervisory authority. DateGrid does not make decisions producing legal or similarly significant effects through automated processing and does not perform profiling. 8. Security and contact DateGrid uses one-time codes instead of passwords, hashed authentication material, restricted administrator capabilities, encrypted transport, access controls, bounded rate limits and backups. Private administrator links must not be shared publicly. Privacy questions and requests concerning Intergraf DateGrid should be addressed to office@intergraf.eu. Last updated: 28 August 2026