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Privacy policy

As of 2 November 2026

This English version is a translation for your convenience; the German version is binding.

This page explains which personal data we process when you visit rw-smart.de or write to us through a form, why we do so, how long we keep the data and what rights you have. The applications NOVEX (novex.rw-smart.de) and CLM have their own privacy notices, which you will find there.

1. Controller

RW Smart Solution GmbH, Ordensmeisterstr. 12, 12099 Berlin, Germany, represented by its managing director Mohamad Mounir Ramadan.

Phone +49 30 755 415 730, email info@rw-smart.de.

2. Hosting and delivery of the website

The website and the content management system its content comes from run on a server of Hetzner Online GmbH, Industriestr. 25, 91710 Gunzenhausen, Germany, in its Nuremberg data centre. The website's images and films are stored in Hetzner's object storage, also in Nuremberg. When you open a page, the server processes your IP address to deliver the page, its images and its films to you.

We do not keep an access log of visits to the website. If an error occurs while a page is delivered, the web server writes an entry with the IP address, the time and the requested address to an error log. We delete these entries after 14 days at the latest.

The legal basis is Art. 6(1)(f) GDPR. Our legitimate interest is to provide the website securely and without errors. We have a data processing agreement with Hetzner under Art. 28 GDPR.

3. Cookies and browser storage

This website sets no cookies for visitors and stores nothing in your browser. We use no analytics, tracking or marketing services and load no content from third parties. Fonts and images come from our own servers.

Only when a member of our team edits content in the content management system and opens a preview link does the website set two technically necessary preview cookies (__prerender_bypass and cms_editor). They last until the end of the session and are deleted when the preview is closed.

4. Demo requests

When you request a demo or a conversation through the form at rw-smart.de/demo, we process your name, your company, your email address, the product you choose, your message and, if you provide it, your phone number. We use these details to answer your request and arrange a date with you.

Your request is stored in our content management system and forwarded by email to info@rw-smart.de. You receive a short acknowledgement by email that repeats none of your input.

The legal basis is Art. 6(1)(b) GDPR (steps taken at your request before entering into a contract). We delete the stored submission automatically 90 days after it arrives. If the request leads to a contract, the statutory retention periods apply to the related correspondence (section 9).

5. CLM orders

The form at rw-smart.de/clm is a binding order for CLM. For it we process the chosen plan, the number of sites and the desired start, your company with its address and, if you provide it, its VAT ID, the contact person, their email address and, if provided, phone number, and your notes.

The order is stored in our content management system and forwarded by email to info@rw-smart.de. We check it and confirm the order by email.

The legal basis is Art. 6(1)(b) GDPR (entering into and performing the contract). We delete the stored submission automatically 90 days after it arrives. We keep the order, the order confirmation and the contract documents for the statutory periods (section 9).

6. Job applications

When you apply through rw-smart.de/karriere, we process your name, your email address, the position, your message, any links you provide and, if you provide it, your phone number, plus up to three documents as PDF files of at most 5 MB each. We do not ask for a form of address, gender, date of birth or photo.

Your documents are kept in non-public storage at Hetzner and can only be retrieved by the people in our company who handle applications, through a link that is valid for two minutes. The notification to our team names only the position and contains no details about you. You receive an acknowledgement by email.

The legal basis is Art. 6(1)(b) GDPR (steps towards an employment relationship). We delete your application and documents automatically six months after they arrive. If you agree to join our talent pool, we delete them 24 months after they arrive; the legal basis for that is your consent under Art. 6(1)(a) GDPR, which you can withdraw at any time by email to info@rw-smart.de. If we hire you, we transfer the necessary documents to your personnel file.

7. Protecting the forms against misuse

Every form contains a field that people cannot see. If it is filled in, we discard the submission without storing anything. We also limit how often forms can be sent from one IP address. For this, the server keeps the IP address in memory for at most ten minutes; it is not stored.

The legal basis is Art. 6(1)(f) GDPR. Our legitimate interest is protection against spam and misuse.

8. Email

When you email us or send a form, the emails pass through our mailbox at STRATO GmbH, Otto-Ostrowski-Straße 7, 10249 Berlin, Germany. We process your email address and the content of your message to reply to you. The legal basis is Art. 6(1)(b) GDPR where a contract or a request about one is concerned, otherwise Art. 6(1)(f) GDPR (our interest in answering enquiries). We have a data processing agreement with STRATO under Art. 28 GDPR.

9. Recipients, third countries and retention

Within our company, only the people who need your data for the task at hand receive it. We use Hetzner as a processor for hosting and storage. Our emails run through STRATO. No data is transferred to countries outside the European Union. There is no automated decision-making or profiling under Art. 22 GDPR.

We keep documents that belong to a contract, such as orders, order confirmations, invoices and business correspondence, for six or ten years under section 257 of the German Commercial Code (HGB) and section 147 of the German Fiscal Code (AO).

10. Your rights

You have the right to

  • access to your stored data (Art. 15 GDPR),
  • rectification of inaccurate data (Art. 16 GDPR),
  • erasure (Art. 17 GDPR),
  • restriction of processing (Art. 18 GDPR),
  • data portability (Art. 20 GDPR),
  • object, on grounds relating to your particular situation, to processing based on Art. 6(1)(f) GDPR (Art. 21 GDPR),
  • withdraw consent with effect for the future (Art. 7(3) GDPR).

An email to info@rw-smart.de is enough.

You may also lodge a complaint with a supervisory authority (Art. 77 GDPR). The authority responsible for us is the Berlin Commissioner for Data Protection and Freedom of Information (Berliner Beauftragte für Datenschutz und Informationsfreiheit), Alt-Moabit 59-61, 10555 Berlin, Germany.

11. Encryption

All pages and forms of rw-smart.de are transmitted over an encrypted connection (TLS).