Data Privacy Information

Halocline Software

Information pursuant to Art. 13 GDPR – Last updated: February 2026

Halocline develops and operates personal data processing software to support digital planning processes and provide software support. This includes operating the software, providing support for licence holders, and all associated sub-processors.

All processors listed below have been contractually obligated to act solely on our instructions and only for the purposes described, in accordance with the mandatory Data Processing Agreement (DPA) pursuant to Art. 28 GDPR.

1. Categories of Personal Data

1.1 Technical Data (Login & Authentication)

Technical data collected by the software to maintain operations and ensure the functioning of the licence holder's accounts.

Data Category	Legal Basis	Processor
E-Mail address and username; Name; Browser login	Art. 6 (1)(b) GDPR (contractual obligation)	Microsoft Ireland Operations, Ltd. (Azure)
IP address	Art. 6 (1)(f) GDPR (legitimate interest – security)
Hardware ID; Combo; Fingerprint
Screenshots
Version of the operating system
Timestamp for licence activation
Username
Intended use and installed Halocline version

Note on retention: Authentication and licence data is stored for the duration of the contractual relationship and anonymised thereafter. Complete authentication logs are deleted in accordance with Art. 5 (1)(e) GDPR (storage limitation) after 90 days (Art. 6 (1)(b) GDPR) and no later than 18 months (Art. 6 (1)(f) GDPR). Authentication data falls under Microsoft Entra ID and is handled in accordance with the applicable data protection regulations.

1.2 Usage Data (Analytics)

Data Category	Legal Basis	Processor
Pseudonymised user ID	Art. 6 (1)(f) GDPR (legitimate interest: error analysis, quality assurance); legitimate interest is assessed and documented	Elastic International BV
Geolocation based on data		Microsoft Ireland Operations, Ltd. (Azure)
Interaction with the software
Version history; Installation history; Update history; Bug reports; Anonymisation; Recording; System functions
Telemetry information on distribution and session (e.g. use durations, VR devices)

Note on retention: Usage data is stored with a pseudonymised user reference for 18 months and then automatically anonymised (processing). Anonymised data has no personal reference and is no longer subject to the Analytics (Elastic) section thereafter. This data is used exclusively by Halocline and is not shared with third parties.

1.3 DataSync Metadata (Optional Feature)

Halocline Cloud offers the optional DataSync functionality for synchronising planning data between clients. When this feature is activated, DataSync synchronisation metadata is stored in a separate database at Hetzner Online GmbH.

Data Category	Legal Basis	Processor
Synchronisation metadata between client devices	Art. 6 (1)(b) GDPR (contractual obligation); Art. 6 (1)(f) GDPR (legitimate interest: system stability)	Hetzner Online GmbH

Note: The DataSync feature exclusively synchronises planning metadata between devices. No personal content data (e.g. names, personnel files) is stored in this database.

1.4 Support Communication

When users contact our support team, the data they provide is processed in our ticketing system. In the case of a support ticket, no other contact data of the licence holder is transmitted beyond what the user explicitly provides (e.g. error reports, feedback, system information).

Data Category	Legal Basis	Processor
Name, e-mail address, content of the support communication and, where applicable, attachments (e.g. screenshots, log files)	Art. 6 (1)(b) GDPR (performance of contract); Art. 6 (1)(c) GDPR (legal obligation); Art. 6 (1)(f) GDPR (legitimate interest: case documentation)	Zendesk Inc.

Note on retention: Support tickets are deleted 3 years after the case is closed (for traceability purposes).

2. Processors Used

The following table provides a comprehensive overview of all processors who handle personal data in the context of product operations.

Processor	Location / Data Storage	Purpose	Transfer Basis
Microsoft Ireland Operations, Ltd. (Azure)	EU (Frankfurt, Germany)	Cloud infrastructure, Blob Storage, SQL database, authentication (Microsoft Entra ID)	No third-country transfer; DPA / Microsoft Online Services Terms Microsoft Privacy Statement
Elastic International BV	Netherlands (HQ); data processing in Germany (EU) via Microsoft Azure	Usage analytics and application monitoring	No third-country transfer; DPA incl. EU Standard Contractual Clauses (Module 2) Elastic Privacy Statement
Hetzner Online GmbH Optional Feature: DataSync	EU (Nuremberg, Germany)	Infrastructure hosting for MongoDB database (DataSync metadata)	No third-country transfer; DPA concluded Hetzner Privacy Policy
Zendesk Inc.	EU (Ireland, Pod 29)	Support ticketing system; processing of support communications including contact data	No third-country transfer; DPA concluded Zendesk Privacy Policy

Note: Unity Technologies SF — Independent Controller

The Halocline software is built on the 3D engine developed by Unity Technologies SF (USA). In the course of operating the engine, Unity independently collects pseudonymised data for software stability and error analysis purposes (e.g. crash reports). Halocline has no influence over this data collection and is not the data controller for this processing. Unity acts as an independent controller within the meaning of Art. 4 No. 7 GDPR.

No direct identifiers (name, e-mail address) are transmitted to Unity.
Controller-to-Controller Standard Contractual Clauses (Module 1) have been concluded for transfers to the USA.

Further information: Unity Privacy Policy

3. Data Retention and Deletion

Data Category	Retention Period	Justification
Authentication and contract data (contact details, licence data, login)	Duration of the contractual relationship, then deleted	Art. 6 (1)(b) GDPR (performance of contract)
Invoices and payment records	8 years	§ 257 HGB (statutory retention obligation)
Contracts and annual statements	10 years	§ 257 HGB (statutory retention obligation)
Usage analytics data (with user reference)	18 months, then automatic anonymisation	Art. 6 (1)(f) GDPR; covers the complete licence lifecycle
Anonymised usage data (after 18 months)	Indefinite	No longer subject to personal data regulations (GDPR no longer applicable)
DataSync metadata Optional Feature	Duration of the contractual relationship, then deleted	Art. 6 (1)(b) GDPR (performance of contract)
Support communication (Zendesk)	3 years after the support case is closed	Art. 6 (1)(f) GDPR; retained for traceability purposes

4. Rights of Data Subjects

All natural persons whose personal data is processed in the course of using the software have the following rights:

Right of access (Art. 15 GDPR)
Right to rectification of inaccurate data (Art. 16 GDPR)
Right to erasure (Art. 17 GDPR)
Right to restriction of processing (Art. 18 GDPR)
Right to data portability (Art. 20 GDPR)
Right to object to processing based on legitimate interests (Art. 21 GDPR)
Right to lodge a complaint with a supervisory authority (Art. 77 GDPR)

To exercise your rights, please contact us atprivacy@halocline.io

5. Changes to this Privacy Information

Halocline may update this privacy information from time to time. Significant changes will be communicated via e-mail and/or in-app notification.

6. Contact and Responsibility

Company	Halocline GmbH & Co. KG, Netter Platz 3, 49090 Osnabrück, Germany privacy@halocline.io
Data Protection Officer	datenschutz nord GmbH Konsul-Smidt-Str. 88, 27217 Bremen, Germany office@datenschutz-nord.de

`Previous Versions`

2022.1.1 – 2023.3: Privavy Information_EN_7_2022
2023.4 – 2024.3: Privavy Information_EN_1_2024

Data Privacy Information

Halocline Software

Information pursuant to Art. 13 GDPR – Last updated: February 2026

1. Categories of Personal Data

1.1 Technical Data (Login & Authentication)

1.2 Usage Data (Analytics)

1.3 DataSync Metadata (Optional Feature)

1.4 Support Communication

2. Processors Used

3. Data Retention and Deletion

4. Rights of Data Subjects

5. Changes to this Privacy Information

6. Contact and Responsibility

`Previous Versions`

Company

Solutions

Software

Resources

Data Privacy Information

Halocline Software

Information pursuant to Art. 13 GDPR – Last updated: February 2026

1. Categories of Personal Data

1.1 Technical Data (Login & Authentication)

1.2 Usage Data (Analytics)

1.3 DataSync Metadata (Optional Feature)

1.4 Support Communication

2. Processors Used

3. Data Retention and Deletion

4. Rights of Data Subjects

5. Changes to this Privacy Information

6. Contact and Responsibility

Previous Versions

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`Previous Versions`