Privacy Policy

1. Who we are

Recom Relocation GmbH (“Recom Relocation,” "we," "us," or "our"), as the data controller for your personal data, recognises the importance of transparent and responsible use of your personal information and is committed to protecting your privacy. This Privacy Policy (“Policy”) includes information such as explaining what types of personal data are collected and used, how that data is used and disclosed, and your rights regarding your data when you visit our website recom-relocation.at or use our products and services (“Services”). By using our Services, you agree to the collection and use of information in accordance with this Policy.

(What is a data controller?
A data controller decides how and why your information is used and is responsible for ensuring compliance with data protection law.)

We may update our Policy from time to time. We will notify you of any changes by posting the new Policy on our website. You are advised to review this Policy periodically for any changes. This Policy is available in English, German, and French. In case of discrepancies, the English version takes precedence.

2. What information we collect

The data we collect depends on the Services you use and how you use them. This includes:

• Registration Data: Name, email address, contact number, company, address, username, and password.
• Contact Data: Information contained in your request, enquiry or comment, or required to respond to queries about our Services.
• Event and Marketing Communications data: Name and email address for newsletters, marketing and event sign-ups (subject to receiving your express consent where required by applicable law).
• Service Usage Data: Login details, usage frequency, content interactions, and email engagement.
• Relocation and Immigration Services Data: Date and place of birth, contact details, passport information, photo identification, nationality, financial information, bank and payment details, employment details, and family information.
• Website and Social Media Interaction Data: Clicks, views, engagement (likes, shares, comments), page duration, your region or country (not exactly where you are unless we ask your permission), advertising identification, device and internet connection details, such as device type, IP address, and browser details, and public profile information from social media platforms. If you follow a link to this website, we know the last site you visited. You may have reached this website by following a link from an email.
• Any other personal information which you may provide to us.

3. How we collect your data

Most of the personal data we process is either provided directly by you or received from your employer with the purposes of responding to your request or commissioning of a Service for you.

We also collect some personal data through:

• Our partners: these may be website hosts, social media sites or advertising partners
• Cyber-security filtering technology: this keeps our website safe from fraud and crime
• Cookies and similar technology: these are set up on your device by us and our trusted partners. We use cookies and similar technologies from third parties for various purposes, including analytics, marketing and improving website functionality. These technologies allow us to recognise you, remember your preferences, track activity on our website, store certain information and tailor the content we provide to you. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. Please note, if you choose to opt out, you may not be able to use the full functionality of this website. Here are links to the cookie management instructions for common browsers:
  • Internet Explorer
  • Firefox
  • Chrome
  • Safari
  • Opera

(What are cookies?
Cookies are small pieces of data that websites store on your browser when you visit them. Cookies allow a website to recognise your visit and collect information about how you use that website.)

We often do not know exactly who you are from this data but sometimes we may connect this data with other information we hold about you.

• Social media platforms: We use social networks like Facebook, Instagram and LinkedIn. When you visit our social media pages or website, your data might be collected and stored for marketing analysis and advertising purposes. Cookies on your device usually facilitate this by storing your visitor behaviour and interests. For detailed information on how these providers handle data, your rights, and privacy settings, please refer to the providers' data protection notices linked below.
  • Facebook: Privacy Policy
  • Instagram: Privacy Policy
  • LinkedIn: Privacy Policy
    
    
• Google Analytics: We use Google Analytics to collect and analyse website usage data to improve functionality, user experience, content and advertising measures. Google Analytics uses cookies to gather data on user behaviour and interactions with our website. This data is anonymised and not used to identify individuals. You can opt out of Google Analytics tracking at any time by installing the Google Analytics opt-out browser add-on.
  
  
• HubSpot: We use HubSpot for marketing and operational purposes. HubSpot helps us manage our communications and interactions with current and potential customers. Although HubSpot has a data centre in the European Union, HubSpot cannot guarantee that data will not be transferred to the US. However, HubSpot has taken appropriate safeguards to ensure your personal data remains protected wherever it is transferred. Further information is available in HubSpot’s Privacy Policy.

We will indicate where any personal information we have requested is mandatory or optional. We will also explain the consequences should you decide not to provide information which we have indicated is mandatory. In some circumstances, this may mean we are unable to provide you with certain Services. For example, if you do not provide us with your name and address, we are unable to register you with the relevant registration office.

4. How we use this personal information

We use your information to:

• Deliver our Services: This includes immigration and relocation services for obtaining residence and work permits, finding accommodation, and other related services.
• Offer customer support: To respond to your inquiries and support requests.
• Communicate transactional or service messages: For example, changes to our Services or updates for ongoing assignments.
• Provide marketing communications: For our legitimate interest, we may need your consent to communicate via certain channels. You can opt out at any time by contacting us.
• Improve our business and services: To understand service usage, view trends, develop targeted offers, and enhance our Services.
• Operate and monitor our website: To ensure the website functions correctly and efficiently.
• Detect and address technical issues: To ensure the security and functionality of our Services.
• Personalise your website experience: To reflect your preferences, such as language settings.
• Comply with legal requirements: To fulfil obligations like employment law and social security.
• Process based on legitimate interest: For example, retaining data for follow-up activities.
• Fulfil other purposes with your consent: You can withdraw consent at any time.

Google Ads and Google Tag Manager

We use Google Ads to show tailored advertisements to users who have previously visited our website or shown interest in our services. This involves using cookies to deliver ads based on previous activity, though this data remains anonymous to us, and we cannot identify you personally through it. You can manage ad preferences directly in your Google account settings or opt out of Google’s ad personalisation.

5. Sharing Your Information

We will not sell your personal information to any third party. We may share your data with:

• Affiliates: Legal entities controlled by or under common control with us, as reasonable to provide our services.
• Third Parties: including business partners, suppliers and sub-contractors for the performance of any contract we enter into with them, and analytics and search engine providers that assist us in the improvement of our website and business.
• Social Media Platforms: For connecting and sharing information.
• Service Providers: Bound by confidentiality agreements for IT, legal, marketing, and other services.
• Public Bodies and Authorities: For service provision, like MA35 for registration purposes.
• Compliance with Laws: To protect our company, customers, or others.
• Your Consent: We may share your information with third parties with your consent.

These third parties are contractually bound to Recom Relocation to use your personal data only for agreed purposes. They are not allowed to share your data with other third parties without permission unless required by law.

We do not anticipate transferring your data to countries outside the EU or to states without an adequacy decision by the Commission, except as noted with our use of HubSpot, which complies with the EU-U.S. Data Privacy Framework. We implement appropriate technical and organisational measures to protect your data from unauthorised access, use, or disclosure. However, no method of transmission over the Internet or electronic storage is 100% secure.

6. Data storage

We store personal information in both paper and computerised files and in electronic databases. To protect this data, we have implemented technical and organisational measures to prevent accidental loss, unauthorised access, alteration, or disclosure.

7. Data retention

We retain your personal data for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, or reporting requirements. These retention obligations may still exist even if you are no longer our customer. An overview of statutory retention obligations applicable in Austria can be found here.

8. Scope of Data Protection Principles

The data protection principles outlined in this Policy apply only to the Recom Relocation website and other Recom Relocation websites. They do not extend to third-party websites that may be linked from our pages. While we strive to ensure that the linked websites meet high standards, we cannot guarantee their data protection practices or accept liability for their content.

9. Your Rights

We think carefully about how we use your information. We always aim to use it in a way that is fair to you. You might prefer us not to use it for some purposes. Under the General Data Protection Regulation (GDPR), you have a legal right to:

• Request access to your personal information, make corrections or sometimes ask us to delete your personal information.
• Object to or request restriction to our processing of your personal information in some circumstances.
• Receive your data in a machine-readable format and request the transfer of this data to another controller.
• Withdraw consent for data processing at any time.
• Complain to the Austrian Data Protection Authority Vienna.

To exercise these rights, please contact us at office@recom-relocation.at.

Please note that we cannot always delete records of all historical data due to financial reporting requirements and for legal and compliance reasons.

10. Contact Us

If you have questions about this Policy, contact us at:

Recom Relocation GmbH
Alserstrasse 28/17a
1090 Vienna, Austria

Email: office@recom-relocation.at
Telephone: +43 (0) 1 409 2462

This Policy ensures that we handle your personal data responsibly and in compliance with GDPR requirements. Thank you for trusting us with your personal information.