Privacy – Rechnung

1. Controller

2. Function overview

• local management of customers, items, quotations, invoices, credit notes and reminders
• creation of PDF, XRechnung and ZUGFeRD documents
• optional SCHWENKE ID for licence, subscription and device management
• optional DATEV or accountant export
• optional digital letter mailing through the central mailing function
• signed updates and protected software downloads

3. Local business and invoice data

Customer, supplier, item, service, tax, payment and document data is generally processed locally in the Windows application. This also includes quotations, invoices, e-invoices, credit notes, reminders, attachments and templates.

Creating or editing this data does not by itself transmit it to SCHWENKE SYSTEMS. Data is transferred only when an expressly selected online function requires it.

4. SCHWENKE ID, licence and devices

When SCHWENKE ID is used, the central service processes in particular the internal user ID, name, email address, session and security data, plan and entitlement status, and the device and installation identifiers required for licensing and device management.

Licence checks may be performed online and within the intended offline period by means of signed entitlements. Connected devices, entitlements and subscriptions can be viewed and managed in the customer area.

5. Documents, e-invoicing and exports

PDF, XRechnung, ZUGFeRD, DATEV and accountant files are generated from locally stored information. The user determines the storage location, disclosure and recipient. No file is automatically sent to invoice recipients, DATEV or an accountant without a corresponding action.

6. Digital letter mailing

When digital letter mailing is ordered, the document, recipient, sender, order and status data required for production, mailing and billing is transferred through the central mailing function to the technical mailing providers involved. Processing is carried out to perform the expressly placed mailing order.

7. Subscriptions and payments

For paid subscriptions, SCHWENKE SYSTEMS processes in particular the product, plan, term, contract and payment status, transaction references and required billing data. Payments are processed by the selected payment provider; SCHWENKE SYSTEMS does not receive complete payment instrument data.

8. Downloads, updates and technical security

When protected downloads, licence checks and updates are accessed, the IP address, time, software and version, technical request data, result status and security-related log data may be processed. This serves secure delivery, error analysis and prevention of misuse.

9. Backup and restore

Local backups and exports are stored in locations selected by the user. If cloud, network or other third-party services are selected, their privacy terms also apply. This does not automatically give SCHWENKE SYSTEMS access to backup contents.

10. Legal bases, recipients and retention

Depending on the function, processing is based on Article 6(1)(b), Article 6(1)(c), Article 6(1)(f) or, where required, Article 6(1)(a) GDPR. Recipients may include hosting, payment, mailing, support and security providers.

Data is retained only for as long as required for the contract, security, support, statutory retention duties or the respective function. Local business records are managed by the user and may be subject to statutory retention duties.

11. Rights, erasure and withdrawal

Subject to statutory requirements, rights of access, rectification, erasure, restriction, portability and objection apply, as does the right to lodge a complaint with a supervisory authority. Consent can be withdrawn for the future. SCHWENKE ID data and product connections can be managed through the intended account functions.

12. Changes

This policy is updated when software functions, services used or legal requirements change. The current version is available at www.schwenke.eu/en/privacy/rechnung/.