PRIVACY POLICY

As of September 2026

1. General Information

The protection of personal data is a top priority for TKS GmbH and TKS Engineering GmbH.

We process personal data exclusively in accordance with applicable legal provisions, in particular the General Data Protection Regulation (GDPR), the Federal Data Protection Act, and the Telecommunications and Digital Services Data Protection Act.

This Privacy Policy explains what personal data we process, for what purposes it is processed, the legal basis for such processing, and the rights to which data subjects are entitled.

This Privacy Policy applies in particular to:

  • visits to our website,
  • contacting our companies,
  • contacting us by phone via our AI phone assistant,
  • the use of the features offered on the website,
  • job applications with TKS GmbH or TKS Engineering GmbH.

Personal data refers to any information relating to an identified or identifiable natural person.

 

2. Data Controllers

The entity responsible for processing personal data is generally the company to which an inquiry, job application, or other communication is directed, or with which a business relationship is initiated or conducted.

TKS GmbH

Am Fliegerberg 2
46325 Borken
Germany

Phone: +49 2861 8049 0
Fax: +49 2861 8049 010
Email: info@tks.net

Represented by the managing directors:

Uwe Christian Köhnen
Nabil Hanna

TKS Engineering GmbH

Am Fliegerberg 2
46325 Borken
Germany

Phone: +49 2861 8049 0
Fax: +49 2861 8049 010
Email: engineering@tks.net

Represented by the managing director:

Elisabet Sommerfeldt

To the extent that both companies jointly determine the purposes and means of processing, they are joint controllers within the meaning of Article 26 of the GDPR. In this case, data subjects may exercise their data protection rights with respect to both companies.

 

3. Data Protection Contact

If you have any questions regarding data protection and the processing of personal data, please contact the following office:

TKS GmbH
Data
Protection Coordination Am Fliegerberg 2
46325 Borken
Germany

Phone: +49 2861 8049 0
Email: info@tks.net

The Data Protection Coordination Office serves as the central point of contact for data protection inquiries. The designation as “Data Protection Coordination Office” does not imply that it is a formally appointed data protection officer within the meaning of Articles 37 et seq. of the GDPR.

 

4. General Information on Data Processing

4.1 Legal Bases

To the extent that we obtain consent for a processing operation, the processing is based on Article 6(1)(a) of the GDPR.

If processing is necessary for the performance of a contract or to take steps prior to entering into a contract, it is based on Article 6(1)(b) of the GDPR.

If we are subject to a legal obligation, the processing is based on Article 6(1)(c) of the GDPR.

Processing carried out to protect our legitimate interests or the legitimate interests of third parties is based on Article 6(1)(f) of the GDPR, provided that the interests, fundamental rights, and fundamental freedoms of the data subject do not take precedence.

To the extent that information is stored on or read from a device, § 25 TDDDG applies in addition.

4.2 Retention Period

We process and store personal data only for as long as is necessary for the respective purpose of processing.

In addition, personal data may be stored if there are statutory retention obligations or if the data is needed to assert, exercise, or defend legal claims.

If the purpose of processing no longer applies and there are no legal or other legitimate grounds for further storage, the data will be deleted or its processing restricted.

4.3 Recipients of Personal Data

Personal data is made available within the respective responsible company only to those individuals and departments that need it to perform their duties.

Data will only be transferred to external recipients if:

  • it is necessary for the performance of a contract or for the implementation of precontractual measures,
  • valid consent has been given,
  • there is a legal obligation to do so,
  • the transfer is permitted to safeguard legitimate interests.

External recipients may include, in particular, IT, hosting, maintenance, communications, and consulting service providers, as well as project and business partners.

To the extent that service providers process personal data on our behalf, we enter into data processing agreements with them in accordance with Article 28 of the GDPR.

4.4 Transfer to Third Countries

Personal data will only be transferred to countries outside the European Union or the European Economic Area if the legal requirements are met.

Such transfers may take place, in particular, on the basis of an adequacy decision by the European Commission, appropriate safeguards such as the European Commission’s Standard Contractual Clauses, or explicit consent.

To the extent that a transfer is based on standard contractual clauses, supplementary technical and organizational safeguards may be implemented.

4.5 Obligation to Provide Data

The provision of personal data is generally voluntary.

However, certain information may be required to process a request, take pre-contractual steps, conclude a contract, or fulfill legal obligations.

Without the required information, the respective process may not be processed at all or may not be processed in full.

4.6 SSL or TLS Encryption

This website uses an encrypted connection for security reasons and to protect confidential content.

An encrypted connection can usually be recognized by the fact that the browser’s address bar begins with “https” and a corresponding security icon is displayed.

 

5. Rights of Data Subjects

Data subjects have the following rights in particular, subject to the legal requirements:

  • Right of access pursuant to Art. 15 of the GDPR,
  • Right to rectification pursuant to Art. 16 of the GDPR,
  • Right to erasure pursuant to Art. 17 of the GDPR,
  • Right to restriction of processing pursuant to Art. 18 of the GDPR,
  • Right to data portability pursuant to Article 20 of the GDPR,
  • Right to withdraw consent pursuant to Article 7(3) of the GDPR,
  • Right to object pursuant to Article 21 of the GDPR,
  • Right to lodge a complaint with a data protection supervisory authority pursuant to Article 77 of the GDPR.

To exercise these rights, simply send an informal notice to one of the contact addresses listed in Section 2 or Section 3.

5.1 Right to Object

If personal data is processed on the basis of Article 6(1)(e) or (f) of the GDPR, the data subject has the right to object to the processing at any time for reasons arising from their particular situation.

Following an objection, the personal data in question will no longer be processed, unless we can demonstrate compelling legitimate grounds for the processing that override the interests, rights, and freedoms of the data subject. This also applies if the processing is necessary for the establishment, exercise, or defense of legal claims.

If personal data is processed for the purpose of direct marketing, the data subject may object to the processing at any time. Following such an objection, the data will no longer be used for direct marketing.

5.2 Withdrawal of Consent

Consent that has been given may be withdrawn at any time with future effect.

The lawfulness of the processing carried out on the basis of consent up until the time of revocation remains unaffected.

5.3 Right to File a Complaint

Data subjects may lodge a complaint with a data protection supervisory authority. This applies in particular to the supervisory authority of their usual place of residence, their workplace, or the location of the alleged data protection violation.

The supervisory authority responsible for our corporate headquarters is:

State Commissioner for Data Protection and Freedom of Information of North Rhine-Westphalia
Kavalleriestraße 2–4
40213 Düsseldorf

 

6. Data Processing on This Website

6.1 Hosting

Our website is hosted by an external service provider.

The hosting provider is:

ITM systems GmbH & Co. KG
Hauptstraße 43
48712 Gescher
Germany

In particular, server log data and content transmitted via the website may be processed on the hosting provider’s servers.

This processing is carried out to ensure the secure, stable, and efficient provision of our website. The legal basis is Article 6(1)(f) of the GDPR. Our legitimate interest lies in the reliable and secure provision of the website.

We have a contract with the hosting provider regarding data processing on our behalf in accordance with Article 28 of the GDPR.

6.2 Server Log Files

When you visit our website, the web server may automatically process technical information. This may include, in particular:

  • browser type and browser version,
  • operating system used,
  • page or file accessed,
  • referrer URL,
  • date and time of access,
  • IP address,
  • Amount of data transferred,
  • Internet service provider.

This data is processed to ensure technically error-free display, to guarantee stability and security, and to detect and defend against attacks.

The legal basis is Article 6(1)(f) of the GDPR. Our legitimate interest lies in the secure and functional provision of the website.

The log data is deleted as soon as it is no longer needed for the purposes stated and there are no legal or security-related reasons for further storage.

6.3 Cookies and Similar Technologies

Our website uses cookies and similar technologies. Cookies are small files or units of information that can be stored on or read from a device.

Technically necessary cookies and similar technologies are used to provide basic website functions. Storage or retrieval is based on Section 25(2) of the TDDDG. To the extent that personal data is processed in this context, the processing is based on Article 6(1)(f) of the GDPR.

All other cookies and technologies are used only if consent has been granted in advance. The legal bases are Section 25(1) of the TDDDG and Article 6(1)(a) of the GDPR.

Consent that has been given can be revoked or adjusted at any time via the cookie settings on our website.

Browsers can also be configured to reject or delete cookies. Disabling technically necessary cookies may limit the functionality of the website.

6.4 Consent Management with Usercentrics

We use the consent management platform provided by:

Usercentrics GmbH
Sendlinger Straße 7
80331 Munich
Germany

Usercentrics is used to obtain, store, and verifiably document consent for the use of certain cookies and technologies.

In particular, the following data may be processed:

  • consents granted or denied,
  • time of the consent decision,
  • IP address,
  • browser and device information,
  • information about the website used,
  • an identifier associated with the consent decision.

Usercentrics stores a piece of information in the browser to associate the consent decision and take it into account when the user visits other pages.

This processing is carried out to fulfill legal obligations regarding evidence and documentation. The legal basis is Article 6(1)(c) of the GDPR.

A contract for data processing has been entered into with Usercentrics in accordance with Article 28 of the GDPR.

The stored consent decision remains in effect until it is changed via the cookie settings, removed by deleting the corresponding browser data, or deleted for other legal or technical reasons.

6.5 Contacting Us

When you contact us via email, phone, fax, or the contact form, we process the personal data you provide to handle your inquiry and any follow-up questions.

This may include, in particular:

  • Name,
  • contact information,
  • Company and job title,
  • Content and date/time of the inquiry,
  • documents and attachments submitted.

If the inquiry is related to a contract or pre-contractual measures, processing is based on Article 6(1)(b) of the GDPR.

In other cases, processing is based on Article 6(1)(f) of the GDPR. Our legitimate interest lies in the proper and efficient handling of incoming inquiries.

The data will be deleted as soon as the inquiry has been fully processed and there are no legal retention obligations or other legitimate reasons for further storage.

 

7. AI Phone Assistant

For the automated acceptance and processing of telephone inquiries, we use an AI phone assistant provided by:

IONOS SE
Elgendorfer Straße 57
56410 Montabaur
Germany

.

The AI phone assistant answers calls, particularly when our switchboard is not staffed by a live agent. At the beginning of the call, you will be informed that the conversation is being conducted with an AI-powered system.

7.1 Processed Data

During the call, the following personal data in particular may be processed:

  • Call content,
  • temporary text-based transcription,
  • Name and company,
  • callback number,
  • email address,
  • reason for contact and voluntarily provided information,
  • Date, time, and duration of the call,
  • Information about call transfers or dropped calls.

After the call, we receive a text-based summary of the inquiry for further processing.

The AI phone assistant does not record the call as an audio file. The content of the conversation is processed briefly using technology during the call so that the assistant can understand and respond to what is said. No audio recording is stored after the call.

Please do not disclose to the AI phone assistant any special categories of personal data as defined in Article 9 of the GDPR. These include, in particular, health data, information regarding ethnic origin, religion, political opinions, or trade union membership.

7.2 Purposes and Legal Bases

The processing serves, in particular, to:

  • ensuring telephone availability,
  • receiving and processing inquiries,
  • answering general questions,
  • to ensure a structured handoff to the appropriate contact persons,
  • to schedule a callback.

To the extent that the conversation serves to initiate or execute a contract, processing is based on Article 6(1)(b) of the GDPR.

In other cases, processing is based on Article 6(1)(f) of the GDPR. Our legitimate interest lies in ensuring reliable telephone accessibility and the efficient handling of incoming inquiries.

7.3 Data Processing and Subcontractors

IONOS processes personal data on our behalf. A data processing agreement pursuant to Article 28 of the GDPR has been entered into for this purpose.

IONOS may engage additional subprocessors for technical implementation. To the extent that personal data is processed outside the European Union or the European Economic Area, such transfer takes place only in compliance with the legal requirements of Articles 44 et seq. of the GDPR.

7.4 Storage and Use for AI Training

Call content and transcripts are processed only during the time period immediately associated with the call. Once the call summary has been created and sent, this data is deleted.

The call summary and the associated metadata may be stored for the duration of active use of the service.

To the extent that a call summary is transferred to our communication, project, or business systems for the purpose of processing an inquiry, the further retention period is determined by the respective processing purpose and existing legal retention obligations.

The content of calls made with the AI phone assistant is not used to train AI models.

There is no exclusively automated decision-making within the meaning of Article 22 of the GDPR that produces legal effects on callers or similarly significantly affects them.

7.5 Alternative Contact Options

Use of the AI phone assistant is voluntary.

If you do not wish for your call to be handled by the AI system, you may end the call and instead contact us via email, in writing, or by phone during our staffed hours.

You may also request a personal callback during the conversation.

 

8. Web Analytics with Matomo

We use the open-source web analytics service Matomo.

Matomo is operated on our own servers or on servers under our control. The analytics data is not shared with external advertising or analytics providers for their own purposes.

Matomo can be used to process the following information in particular:

  • pages visited,
  • time and duration of the visit,
  • source of the visit,
  • browser and device type used,
  • approximate geographic location,
  • frequency of page views,
  • interactions with the website.

This data is processed for statistical analysis and to optimize our website.

Matomo is used only if consent has been granted in advance via the consent management system. The legal basis is Art. 6(1)(a) of the GDPR and § 25(1) of the TDDDG.

Consent may be revoked at any time with future effect via the cookie settings.

 

9. Social Networks and External Links

Our website contains links to our company profiles on social media and review platforms, in particular:

  • LinkedIn,
  • XING,
  • Facebook,
  • X,
  • kununu.

These references are simply links. Simply visiting our website does not result in any personal data being transmitted to the respective platform operators via these links.

Only when a link is selected is the corresponding external platform accessed. From that point on, the respective platform operator may process personal data in accordance with its own privacy policy.

We have no significant influence over the nature, scope, or purpose of the data processing carried out by the respective platform operators.

 

10. Job Applications

We process personal data from applicants to carry out the respective application process.

The company to which the application is submitted or to which the advertised position relates is generally the data controller.

The data processed may include, in particular:

  • Name and contact information,
  • cover letter and resume,
  • Certificates and proof of qualifications,
  • Information on professional history,
  • salary expectations,
  • earliest possible start date,
  • Notes from the interview,
  • other information provided voluntarily.

Processing is based on Section 26(1) of the German Federal Data Protection Act (BDSG) in conjunction with Article 6(1)(b) of the General Data Protection Regulation (GDPR).

If an employment relationship is established, the data necessary for the performance of the employment relationship will continue to be processed.

If an employment relationship is not established, the application documents will generally be deleted no later than six months after the conclusion of the application process, provided that no statutory retention obligations, ongoing legal disputes, or other legitimate reasons preclude deletion.

Data will only be retained for a longer period for future job openings if the appropriate consent has been granted. Such consent may be revoked at any time with future effect.

 

11. Business Communication

In the context of establishing, conducting, and managing business relationships, we process personal data from customers, prospective customers, clients, suppliers, subcontractors, planning participants, and other business partners.

In particular, the following data may be processed:

  • Name and professional contact information,
  • Company and position,
  • Contract and project data,
  • Communication content,
  • Billing and payment data,
  • Documentation and correspondence data.

Depending on the specific process, processing is carried out on the basis of Article 6(1)(b), (c), or (f) of the GDPR.

Our legitimate interest may, in particular, lie in conducting proper business and project communication, documenting business transactions, and asserting or defending legal claims.

 

12. No Automated Decision-Making

Exclusively automated decision-making, including profiling within the meaning of Article 22 of the GDPR, does not generally take place.

This applies in particular to job applications, contact requests, and the handling of inquiries by the AI phone assistant.

 

13. Data Security

We implement appropriate technical and organizational measures to protect personal data against loss, accidental alteration, unauthorized disclosure, and unauthorized access.

These security measures are reviewed and further developed in line with technological advancements and in consideration of existing risks.

 

14. Up-to-Date Status and Changes

This Privacy Policy will be updated if legal requirements, the technologies used, the website, or our internal processing procedures change.

The version currently published on this website applies.

As of: September 2026