MEYDOC-X Logo

 

 

Information on data protection and terms of use of MEYDOC® X

Privacy policy for MEYDOC® X

 

Dear MEYDOC® X users,

the protection of your personal data and your privacy are important to us. In accordance with the EU General Data Protection Regulation (GDPR), we are obliged to inform you about the processing of your data within the MEYDOC® X software and your rights in this context and to provide you with the relevant information. MEYTEC GmbH Informationssysteme (hereinafter "MEYTEC", "us" or "we") sees itself as the provider of the web-based service MEYDOC® X, the associated mobile application (web app). When using MEYDOC® X, personal data is processed.

With the help of the following information, we would like to inform you which personal data is processed when you use MEYDOC® X. The following information also tells you what rights you have with regard to data protection. °You can access and read this privacy policy at any time under the menu item "Privacy policy for MEYDOC® X" on the product website.

MEYTEC is a company based in Germany.

MEYTEC GmbH Informationssysteme,
Akazienstraße 13,
15356 Werneuchen

Contact details of the data protection officer:

MEYTEC GmbH Informationssysteme
Data Protection Officer (personal/confidential) c/o
Akazienstr. 13, D-16356 Werneuchen
Phone: +49 (0)33398 / 78-200
Fax: +49 (0)33398 / 78-299
info@meytec.com

Together with the main user, we are joint controllers within the meaning of Art. 4 of the GDPR.

By accessing and/or using our Services, you consent to us collecting and processing information about you in the manner described in this Privacy Policy. If you have any concerns about providing us with information or using it in accordance with this Privacy Policy, you should not use our Services.

Our services and websites fulfil the regulatory requirements to protect your privacy. MEYDOC® X is based on GDPR-compliant technology that is regularly audited by independent auditors.

Our privacy policy is a legally binding version (pursuant to Art. 12 et seq., GDPR) that summarises how and for what purpose we process your information, the legal basis for the processing, where and for how long we store this data, what technical and organisational measures MEYTEC has taken to protect your data and what rights you have in relation to the processing.

In the privacy policy, terms are written in capital letters, the meaning of which is described in the following section.

Definitions

  • PERSONAL DATA: Personal data is data about a person that can be used to identify that person.
  • USAGE DATA: Usage data is automatically collected data that is generated either by the use of the service or by the infrastructure of the service itself (e.g. the duration of a video meeting).
  • COOKIES: Cookies are small pieces of data that are stored on a user's device.
  • DATA CONTROLLER: The data controller is a natural or legal person who (either alone or jointly or in common with other persons) determines the purposes for which and the manner in which any personal data are, or are to be, processed. In relation to the purpose of this our application, we are the controller of your data.
  • DATA PROCESSOR (or Service Provider): Data Processor (or Service Provider) means any natural or legal person who processes the data on behalf of a Data Controller. We may use the services of various service providers to process your data more effectively.
  • DATA SUBJECT: The data subject is any living individual who is the subject of the processing of personal data.
  • USER: The user is the person who uses our service. The user corresponds to the data subject who is the subject of the personal data.

Types of data collected

We collect different types of data for various purposes in order to provide you with our service and to further improve it.

When using our service or creating an account, we may ask you to provide us with certain PERSONAL DATA that can be used to contact you or identify you as a contractual partner (customer). PERSONAL DATA includes:

  • Phone number,
  • E-mail address,
  • Name and
  • Metadata such as the IP address COOKIES and USE DATA (including MEYDOC® X guests (invited via link).

The provision of your PERSONAL DATA (in particular the use of real names) in the MEYDOC® X is voluntary.

  • Each time our service is used, a so-called usage log (USE DATA) is created, which contains, among other things, information on the calling and receiving party as well as the start and end time. Our usage log is collected and stored, among other things, for billing purposes and to provide our services to our users, but also for internal processes, including troubleshooting and protection against errors, fraud or other illegal activities. Usage logs may be analysed for subsequent investigation, for example to take action and prevent errors or misuse in the future.
  • We also collect information about how our service is accessed (e.g. browser type) and how it is used (USE DATA). This USE DATA may include information such as the Internet Protocol (IP) address of your computer, for example to establish a connection for video conferencing. It also includes the browser type and version to determine whether the browser is supported by our services and the pages of our service that you visit.
  • We use COOKIES and similar tracking technologies to track the activity on our Service and store certain information. COOKIES are files with small amounts of data that may include an anonymous unique identifier. COOKIES are sent to your browser from a website and stored on your device. Beacons, tags and scripts are also used as tracking technologies to collect and track information and to improve and analyse our service. You can set your browser to refuse all COOKIES or to indicate when a COOKIE is being sent. However, if you do not accept COOKIES, you may not be able to use some parts of our Service. Examples include session cookies (for the operation of our Service) and preference cookies (to remember your preferences and various settings).

If you use our mobile application, we can ask you:

  • grant us access to your address book (mobile phone) so that you can access your contacts when using our service.
  • We do not store any contact information on our servers.
  • give us permission to use the camera image and microphone on your devices to make video calls.
  • We use these exclusively to set up and make video calls within our service.
  • Allow us access to your phone's call logs to enable you to call recent incoming or outgoing numbers or redial missed calls.

We only use this information to initiate and re-establish connections as part of our service.

Use of the collected data

We use the collected data for the following purposes:

  • to provide and maintain our service,
  • to inform you about changes to our service,
  • to enable you to participate in interactive functions of our service,
  • for the provision of customer support,
  • to collect analyses or information to improve our service,
  • to monitor the use of our service and
  • to recognise, prevent and rectify technical problems.

Legal basis

The legal basis for the processing and storage of all the above-mentioned data is your consent (pursuant to Art. 6 (1) a), which you give us by using our service (separate query before first use), and a contract (pursuant to Art. 6 (1) b, GDPR).

By downloading and/or using our services, you confirm that you are of legal age. Our Service is not directed to anyone under the age of 18. We do not knowingly collect personally identifiable information from anyone under the age of 18. If you are a parent or guardian and you are aware that your child has provided us with Personal Data, please contact us immediately at info@meytec.com. If we become aware that we have collected PERSONALLY IDENTIFIABLE INFORMATION from children without verification of parental consent, we will promptly take steps to remove that information from our servers.

Storage of data

We will only store your PERSONAL DATA for as long as is necessary for the aforementioned purposes. Data of registered users and customers will be stored as long as a customer relationship exists and up to 3 months after termination of the customer relationship. Invoices and data from transactions associated with the use of MEYDOC® X, on the other hand, are generally stored for 10 years (in accordance with § 257 HGB (German Code of Commercial Law), § 147 AO and/or § 14b UStG (German VAT Act)).

Guest data will be deleted after a maximum of 3 months. Guests are all MEYDOC® X users who have joined the virtual communication room via a link provided to them by a registered user and customer.

  • We will retain and use your PERSONAL DATA to the extent necessary to comply with our legal obligations (e.g., to comply with applicable laws, resolve disputes, and enforce our legal agreements and policies).
  • We retain Usage Data for internal analysis purposes. Usage Data is generally retained for a shorter period of time, except when this data is used to strengthen the security or to improve the functionality of our Service, or we are legally obligated to retain this data for longer periods of time.
  • COOKIES are tiny files placed on your computer/device to improve your experience, set up video calls, remember preferences and permissions (e.g. camera settings), store account and login information, and learn about visits to our website. The session cookies are automatically deleted after each session, while the account cookies (registered users only) do not delete themselves and remain on your device.

All data is stored within Germany.

Forwarding of data

We exclude a generalised/regular transfer of data. The only exceptions are

  • If we are involved in a merger, acquisition, asset sale or corporate reorganisation, your personal data may be transferred with your consent. However, before we transfer your data, we will inform you in good time in order to obtain your consent. The new controller is also obliged to inform you of the impending change within one month of the transfer at the latest.
  • In certain circumstances, we may be required to disclose your PERSONAL DATA if required to do so by EU or German law or in response to valid requests by public authorities (e.g. a court or government agency).

Data security

The security of your data is important to us, but no method of transmission over the Internet or method of electronic storage is 100% secure! While we strive to use commercially reasonable organisational and technical means to protect your PERSONAL DATA, we cannot guarantee its absolute security. PERSONAL DATA and USE DATA are stored and processed on secure servers within Germany. Content data such as audio/video data, attachments and private session keys are encrypted and cannot be viewed by the MEYDOC® X support team.

The developers or the authorised MEYDOC® X service team only have access to technical data such as account and room lists, connection metadata and server logs and configurations. As MEYDOC® X uses full end-to-end encryption (E2EE), the developers and technicians never have access to your unencrypted conversations or related content. In addition, we log all service and support activities.

Service provider

We may engage third party companies and individuals to assist us in providing our Service (SERVICE PROVIDERS). SERVICE PROVIDERS may provide the Service on our behalf, perform other Service-related services, or assist us in analysing how our Service is used.

These SERVICE PROVIDERS will only have access to your PERSONAL DATA if they are performing tasks on our behalf and are obliged not to use or disclose this data for any other purpose:

Service provider Service Stored
processed data		 Legal basis
Hetzner Hosting Germany GDPR Art. 6 (1) b
Sendinblue
(from 2023 Brevo)		 SMS/ Email for 2FA* France GDPR Art. 6 (1) b

*2FA – Two-factor authentication; security method that protects access to an account or system using two independent factors.

Your rights under the General Data Protection Regulation

MEYTEC gives you the opportunity (within the meaning of Chapter 3, GDPR) to have your PERSONAL DATA corrected, supplemented, restricted or deleted. If you would like to know what PERSONAL DATA we have stored about you, or if you would like it to be removed from our systems, please contact us at:
info@meytec.com

You have the following rights:

  • Right to transparent information (Art. 12 GDPR),
  • Right to information (Art. 15 GDPR),
  • Right to rectification (Art. 16 GDPR)*,
  • Right to erasure "Right to be forgotten" (Art. 17 GDPR)*,
  • Right to restriction of processing (Art. 18 GDPR)*,
  • Right to data portability (Art. 20 GDPR)* and
  • the right to object (Art. 21 GDPR)

Please note that if you contact us to exercise your rights as a data subject, we must ask you to disclose your identity or contract information to us before we respond to enquiries accordingly.

You also have the right to complain to the State Commissioner for Data Protection in Brandenburg, Germany at:
https://www.lda.brandenburg.de/lda/de/
to complain.

*We will fulfil your rights in accordance with the GDPR requirements, but this requires prior verification due to the technical security measures (decentralisation, end-to-end encryption of the matrix protocol used) and must comply with other legal requirements.

Changes to this privacy policy

We may and will update our Privacy Policy from time to time. We will let you know via a prominent notice on our Service, prior to the change becoming effective and update the "effective date" at the top of this Privacy Policy as well as the version number accordingly. We recommend that you check this Privacy Policy periodically for changes. Changes to this Privacy Policy will become effective when they are posted on this page.

Get in touch with us

If you have any questions about this privacy policy, please contact MEYTEC at: info@meytec.com.

Version 1.0
Status: 10.05.2026