Ninox Database – Privacy policy

Protecting your personal data (hereinafter: “Data”) is particularly important to us. Therefore, we hereby wish to inform you in detail which of your data are collected when you visit our websites and use our software Ninox Database (hereinafter: “Service”), and how we subsequently process or use them.

In accordance with the Federal German Data Protection Act (Bundesdatenschutzgesetz, BDSG) and as a service provider within the terms of the German Telemedia Act (Telemediengesetz, TMG), Ninox Software GmbH, Bielckenweg 15, 13125 Berlin (hereinafter: “we” or “Ninox”) is the “controller”, or responsible body. Please refer to our imprint for further details. Questions or comments pertaining to this privacy policy or to data protection in general can be addressed to:

By using our Services, and by approving the validity of this privacy policy during the registration procedure, you declare that you agree with your data being collected, used and processed as described below.

1. Collection, use and processing of your Data

1.1 Which data are collected, and how they are collected and used, depends on whether you are visit our Services to gather information or whether you wish to engage in any of the Services offered.

1.2 Use of our Services for purely informational purposes generally does not require you to provide any personal data. In such cases, we collect and use only such data as are transmitted to us by your internet browser, the application or the terminal device, for instance:

  • Date and time at which our Service was used;
  • Duration of stay;
  • Browser type;
  • Browser settings;
  • Operating system;
  • Localisation data;
  • Terminal device attributes;
  • Last page visited;
  • Amount of data transferred and the access status (file transferred, file not found etc.) as well as
  • Your IP-address

The data that we collect from such informational visits are gathered and used exclusively in anonymous form. This enables you to even use the web pages that interest you, serves statistical purposes and in turn helps us to improve our Services. Your IP-address is only saved for the duration of your visit; the data are not subjected to personalized evaluation.

1.3 In order to process and complete your registration within our Service, we collect and process your first and last name, address, telephone number and e-mail address, the chosen product and your payment details (f. ex. credit card data like card holder, card number, expiry date and card verification number), if you surrender these data to us or one of our partner companies. In order to process your payment, your payment details are forwarded to the respective payment service provider

For the purpose stated above, your data may need to be passed on to companies that provide us with services to help us run our business, in particular technical service providers. We have of course chosen these companies very carefully and diligently.

1.4 When you create a user account, we collect and process your e-mail address and your name. We use these data to handle use of our Service, to improve our Service and to contact you, f. ex. when there are delays or problems with our Service.

1.5. We only gain knowledge of the data that you enter into our databases upon your explicit prior approval. In line with the state of technology, they are transmitted in encrypted form and stored redundantly on a regular basis so as to be able to reconstruct them should they be lost.

1.6 Should you have given your consent to receive our promotions (newsletter, mobile messages, etc.), we shall inform you of our offers via e-mail, mobile messages, via mail or via telephone, using your respective data. Should you have agreed to being approached in a promotional manner by third parties, we surrender the necessary data to these third parties in order to enable them to inform you of their offers. You can retract your approval of being approached in a promotional manner at any time.

1.7 Depending on the type of terminal device and the settings, our web application accesses certain functions of your terminal device. Depending on the terminal device being used, the settings can be changed either entirely or partially, and can be revoked ex post.

1.8 We reserve the right to use your data in order to contact you should our Service undergo or have undergone important changes or developments.

1.9 Should Ninox enter into a joint venture, be bought or sold, or merged with another company, we are allowed to disclose and transfer your data to our new business partner or (co-)owner.

2. Integration of services and content of third parties

2.1 In some cases, third party content might be integrated into our web service, for example YouTube videos, maps from Google Maps, RSS feeds or graphical material from other websites. It is a prerequisite that the providers of these contents (hereinafter: third party providers) receive your IP-address. Without it, the third party providers would not be able to send their content to your browser. The IP-address is therefore needed in order to view this content. We endeavor to only use such content the respective providers of which only use your IP-address for the delivery of content. However, we cannot rule out that third party providers save your IP-address, for instance for statistical purposes. We shall inform you to this end should it come to our attention.

2.2 Cookies are small files that allow information that is specific and that relates to your access device (PC, smartphone f. ex.) to be stored on said access device. On the one hand, cookies serve to improve the user-friendliness of websites (f. ex. saving login data) and thus benefit the user. On the other hand, cookies are needed in order to record statistical data pertaining to website usage, and to analyse those data with a view to improving our Service. Some of the cookies we use are deleted once you have ended your browser session, i. e. when you shut your browser (so-called session cookies). Other cookies remain on your device and allow us to recognize your browser the next time you visit (so-called persistent cookies). You can influence the use of cookies. Most browsers provide the option to limit or completely prevent the storage of cookies. However, we point out that, without cookies, both the use of our web service and its degree of user convenience may be restricted.

3. Google Analytics

3.1 We use Google Analytics, a web analytics service provided by Google Inc. (“Google”). Google Analytics uses cookies. The information generated by the cookie regarding your use of our web service is usually transmitted to and stored on a Google server in the USA.

3.2 Should IP-anonymization be activated in our web service, Google shortens your IP-address within member states of the European Union and other parties to the Agreement on the European Economic Area. In exceptional cases, the full IP-address is transmitted to a Google server in the USA and shortened there. IP-anonymization is activated on our web service. Upon our request, Google shall use this information to analyze the use of our web service, to compile activity reports and to provide us with other services related to the use of our web service and the internet.

3.3 The IP-address that your browser passes on to Google Analytics is not combined with any other Google data. You can prevent the storage of cookies by changing the appropriate settings in your browser software (see No. 2.2). Moreover, you can prevent Google from capturing and subsequently processing the web service usage data (including your IP-address) generated by the cookie by downloading and installing the browser plug-in available under the following link:

4. Google AdWords

4.1 We use Google AdWords as well as Google Conversion Tracking. This is an analytics service provided by Google Inc. (1600 Amphitheatre Parkway, Mountain View, CA 94043, USA, “Google”). If you are brought to our web service by a Google-ad, Google Adwords places a cookie on your device (“conversion cookie”). This cookie expires after 30 days. It does not serve as a means of personal identification. If the cookie has not expired when you visit certain pages of our web service, both we and Google can recognize that someone has clicked on the ad and has thus been referred to our site. Every AdWords-customer is outfitted with a different cookie. Cookies can, therefore, not be tracked or traced via the websites of AdWords-customers. The information gathered by the conversion cookie is used to compile conversion statistics for AdWords customers who use conversion tracking.

4.2 We are informed of the total number of users who clicked on our ad and who were subsequently referred to a website of ours equipped with a conversion tracking tag. However, we do not receive information that could be used to personally identify you. If you do not wish to participate in the tracking procedure, you can refuse that the respective cookie be installed – for instance via the browser setting that generally prevents cookies being automatically installed. Another way to deactivate conversion tracking is to set up your browser so that it automatically blocks cookies from the domain “”.

5. Final provisions

5.1 On request, you are entitled to disclosure of the data on you that we have stored. Furthermore, you have the right to have inaccurate data rectified and to have data blocked or deleted, so long as the law does not prescribe a statutory duty for the data to be retained.

5.2 We would like to point out that any consent you have given pertaining to data protection can be revoked at any time, effective immediately. The same applies when you have given consent to be approached in a promotional manner. To do so, please contact us informally via e-mail at: Such revocation can result in our Service no longer being available at all, or only with restrictions.

5.3 We employ technical and organizational security measures to protect the data we have gathered, especially against accidental or deliberate manipulation, loss, destruction or attack by unauthorized persons. Our security measures are subject to continuous improvement in line with technological advances and development.

5.4 Given the constant technical advances in our Services, we shall update our privacy policy from time to time. Where the changes to our privacy policy do not affect the use of the data we already have, the updated privacy policy shall take effect as of the date of its publication on our website. Changes to our privacy policy that affect our use of data that have already been collected and stored are only permissible if they are reasonable and can be reasonably expected of you. In such cases, you will be informed in due time via e-mail, on our websites, in our Services or via other means. You have the right to object to the new privacy policy within (4) weeks of being notified of its coming-into-force. Should you object to the new policy, we reserve the right to terminate the contractual relationship and to delete your user account. You are assumed to agree with the new policy should you not state otherwise within the given time frame. When notifying you of the new privacy policy, we shall inform you of your right to object and of the relevance of the objection deadline.

Ninox Software GmbH
represented by managing director Frank Böhmer
Bielckenweg 15, 13125 Berlin, Germany

Register: Charlottenburg District Court (Berlin)
Record Nr.: HRB 154662 B
VAT ID Nr.: DE292836871

Phone: +49 30 58869954
Fax: +49 30 7001431160