Privacy Notice for the Use of the Movaria Portal
As of: August 2026 · Version 2026-08
This is a translation of the German original provided for convenience. In case of discrepancies, the German version prevails.
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By this notice, we, Movaria GmbH ("we" / "us" / "our"), inform you how we, as controller within the meaning of data protection law, process personal data relating to you in connection with your use of our Movaria Portal as a user (with standard permissions or in the system role of "Manager").
As a user of our Movaria Portal, you access our website at https://portal.movaria.de/ or https://fleet.movaria.de/ and need a personal user account, which is assigned to you by your employer. In the course of your registration and use of the Portal, we process personal data relating to you.
Protecting your data is important to us, and we process such data strictly in accordance with applicable data protection laws, in particular the EU General Data Protection Regulation ("GDPR") and the German Federal Data Protection Act ("BDSG").
Where the term "data" is used in this Privacy Notice, it refers exclusively to personal data within the meaning of Art. 4 No. 1 GDPR.
Who is the controller?
We are the controller for the data processing described in this Privacy Notice:
Movaria GmbH
Gollierstraße 70
80339 Munich
Phone: +49 160 94966662
Email: contact@movaria.de
What do we do with your personal data?
When you use our website
Providing our website requires the processing of personal data, such as your IP address, browser version, and the timestamp of your visit. This processing is necessary to deliver the content displayed on this website (including its functions) and for IT security purposes.
Legal basis
We process your personal data to provide this website and to communicate via this website on the basis of our predominant legitimate interest. Providing this website technically requires us to process certain personal data (e.g. the IP address). Communicating with you requires us to handle your respective personal data.
Balancing of interests
As part of the required balancing of interests, we have weighed your interest in confidentiality against our interest in providing this website. Your interest in confidentiality is outweighed in each case. Otherwise, we would not be able to provide you with this website or respond to your inquiries.
When you are registered as a user of the Movaria Portal by your organization
When you are set up as a user in the Movaria Portal by your organization, we process personal data relating to you in order to create a user account for you, manage it, and thereby perform our portal usage contract with your organization. This data includes identification data such as username, first and last name, organization (employer), contact data such as email address or, optionally, phone number, profile data such as an optional profile picture, authentication data such as password (hashed), registration date, and time of last login.
Legal basis
We process your personal data for registration as a user on the basis of our predominant legitimate interest in performing our portal usage contract with your organization, on whose behalf you register (or are registered) as a user.
Balancing of interests
As part of the required balancing of interests, we have weighed your interest in confidentiality against our interest in performing our portal usage contract with your organization. Your interest in confidentiality is outweighed in each case. Otherwise, we would not be able to provide this service to your organization or enable secure and functioning user management in the Movaria Portal.
When you use our Movaria Portal on an ongoing basis as a user
When you use the Movaria Portal and interact with the Portal via interfaces (usage, log, and metadata), we process certain usage, log, and metadata to ensure the technical operation, security, and traceability of the use of the Movaria system. This includes, in particular, network and device data (IP address of the accessing user, device and browser information), connection and log data (URLs or API endpoints accessed, type of request, e.g. GET, POST, timestamp of access, server response time, success status of the request), and security-relevant data (user or associated organization linked to the request, parts of the access token used as a hash value, logging of failed authentication attempts).
Legal basis
We process your personal data in connection with logging API access on the basis of our predominant legitimate interest in a secure, uninterrupted, and traceable operation of the Movaria Portal in the context of performing our portal usage contract with your organization, for which you use the Portal.
Balancing of interests
As part of the required balancing of interests, we have weighed your interest in confidentiality against our interest in performing our portal usage contract with your organization. Your interest in confidentiality is outweighed in each case. Otherwise, we would not be able to provide this service to your organization, adequately analyze and resolve disruptions, or offer your organization reliable and secure use of the Portal.
When you use system emails
When you receive or send system emails in connection with the use of the Movaria Portal (such as registration, notification, or security emails), we process personal data relating to you in order to send these emails, track their delivery, and manage your notification settings. For this purpose, we process, in particular, email traffic data such as the recipients' email addresses, the sender and reply-to addresses used, information about the triggering user, and the delivery status of the email. In addition, we process notification settings, such as which system notifications are subscribed to by email and when a subscription to these notifications was made.
Legal basis
We process your personal data in connection with system emails on the basis of our predominant legitimate interest in performing our portal usage contract with your organization and in providing an email delivery function.
Balancing of interests
As part of the required balancing of interests, we have weighed your interest in confidentiality against our interest in performing our portal usage contract with your organization. Your interest in confidentiality is outweighed in each case. Otherwise, we would not be able to provide this service to your organization with the functionality of system emails and would not be able to reliably send system emails. This processing is necessary to technically deliver system emails, detect malfunctions, support communication in Portal operations, and document for your organization, in a traceable manner, which system emails were triggered and sent.
When you make privacy settings in the Movaria Portal
When you make privacy settings in the Movaria Portal (e.g. regarding the integration of third-party media content), we process personal data relating to you in order to properly implement and document your consents, preferences, and changes. This includes, in particular, your selected cookie preferences, the corresponding timestamp of the last change to these preferences, and the version of this Privacy Notice that was presented to you when you made your decision.
This processing is necessary to technically reflect your data-protection-related decisions, to be able to demonstrate your consents, and to ensure that the Movaria Portal only uses non-essential cookies and similar technologies to the extent you have authorized.
Legal basis
With regard to the documentation and management of your cookie preferences, we process your personal data, depending on the type of setting, either on the basis of your consent (for cookies and similar technologies requiring consent) or on the basis of our predominant legitimate interest in implementing your preferences, being able to demonstrate your consents, and ensuring a legally compliant design of our cookie management.
Balancing of interests
To the extent we rely on legitimate interests, we have weighed your interest in confidentiality against our interest in a legally compliant, user-friendly, and technically functional management of privacy settings. In doing so, we have taken into account that the processing is limited to a small, narrowly defined set of data (in particular your selected cookie preferences and associated timestamps), that this processing serves to protect your own rights and requirements, and that appropriate technical and organizational measures are implemented. Your interest in confidentiality is outweighed by our stated interests, since otherwise we would not be able to reliably store, respect, and demonstrate your privacy settings.
When we analyze the use of our website statistically
In order to understand how our website and the Movaria Portal are used, and to improve what we offer, we analyze usage statistically. For this purpose we use the web analytics software Umami, which we use as a cloud service provided by Umami Software, Inc., 28 Geary St, Suite 650 #243, San Francisco, California, USA.
Umami operates without cookies: no cookies are set and no persistent identifiers are stored on or read from your device. Only aggregated usage data is processed, in particular the pages accessed, the referring page (referrer), the type and version of the browser and operating system used, device type and screen resolution, as well as a country indication derived from the IP address. To distinguish individual visits, a non-reversible hash value is generated from the IP address and the browser identifier. The IP address itself is not stored. This data is not combined with your user account in the Movaria Portal.
Since Umami Software, Inc. is a US company, personal data may be transferred to the USA in this context (see the "Data transfer to third countries" section below). Further information on data processing by Umami can be found at: https://umami.is/privacy
Legal basis
This processing takes place on the basis of our predominant legitimate interest in the statistical evaluation of the use of our website and the Movaria Portal and in developing what we offer in line with actual needs.
Balancing of interests
As part of the required balancing of interests, we have weighed your interest in confidentiality against our interest in a statistical evaluation of usage. In doing so, we have taken into account that no cookies or persistent identifiers are used, that the IP address is not stored, that only aggregated evaluations are produced, and that no combination with your user account takes place. Your interest in confidentiality is outweighed in this case. Otherwise, we would not be able to understand which Portal functions are actually used, nor improve what we offer in line with actual needs.
When you visit one of our websites on which a YouTube video is played
We use the provider YouTube to embed videos. YouTube is operated by YouTube LLC, headquartered at 901 Cherry Avenue, San Bruno, CA 94066, USA. YouTube is represented by Google (see the "Data transfer to third countries" section below).
On some of our websites, we use plug-ins from the provider YouTube. When you access websites equipped with such a plug-in, a connection is established to YouTube's servers and the plug-in is displayed. This transmits to the YouTube server which of our websites you have visited. If you are logged in as a YouTube member at the time, YouTube associates this information with your personal user account. If you use the plug-in, for example by clicking the start button of a video, this information is likewise associated with your user account. You can prevent this association by logging out of your YouTube account and other accounts of YouTube, LLC and Google before using our websites, and by deleting the corresponding cookies of these companies.
In the Movaria Portal, such plug-ins are only loaded after you have consented to the integration of third-party media content. You can change your decision at any time via the cookie settings.
Further information on data processing and privacy notices by YouTube (Google) can be found at: https://policies.google.com/privacy?hl=en
Legal basis
We process your personal data to provide the videos on the basis of our predominant legitimate interest. Providing these videos technically requires us to process certain personal data (e.g. the IP address). Insofar as YouTube sets cookies or accesses information on your device in this context, this takes place on the basis of your consent pursuant to Art. 6 Para. 1 lit. a GDPR and § 25 Para. 1 TDDDG. You may withdraw this consent at any time.
Balancing of interests
As part of the required balancing of interests, we have weighed your interest in confidentiality against our interest in providing the videos. Your interest in confidentiality is outweighed in this case. Otherwise, we would not be able to provide you with these videos.
Categories of recipients
We use service providers to provide our website. For this purpose, we transfer personal data to these service providers. These service providers are contractually obligated by us to exercise the same degree of care in processing personal data as we do ourselves.
Hosting
We host our website and the Movaria Portal with Hetzner Online GmbH, Industriestr. 25, 91710 Gunzenhausen, Germany. Hetzner Online GmbH processes the personal data arising from operations exclusively on our behalf and in accordance with our instructions, on the basis of a data processing agreement pursuant to Art. 28 GDPR. Further information can be found in Hetzner's privacy policy: https://www.hetzner.com/de/legal/privacy-policy/
Statistical usage analysis
For the statistical evaluation of usage, we engage Umami Software, Inc., 28 Geary St, Suite 650 #243, San Francisco, California, USA, as a processor. Details can be found above in the section "When we analyze the use of our website statistically".
Embedding of video content
If you have consented to the integration of third-party media content, data is transferred to YouTube LLC or Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland. Details can be found above in the section on YouTube videos.
Data transfer to third countries
In the context of the processing described above, personal data may be transferred to recipients in countries outside the European Union and the European Economic Area ("third countries"). This concerns, in particular, the embedding of YouTube videos (Google) and the statistical usage analysis with Umami.
For the USA, the European Commission has issued an adequacy decision in the form of the EU-US Data Privacy Framework ("DPF"). Where a recipient is certified under the DPF, the transfer takes place on the basis of this adequacy decision pursuant to Art. 45 GDPR. Google is certified under the DPF. You can view the list of certified companies here: https://www.dataprivacyframework.gov/list
Where a recipient is not certified under the DPF, we base the transfer on the Standard Contractual Clauses adopted by the European Commission pursuant to Art. 46 Para. 2 lit. c GDPR, together with supplementary protective measures.
Please note that third countries may not provide a level of data protection comparable to that of the European Union, and that authorities there may access personal data without effective legal remedies always being available against such access.
How long do we store your personal data?
We delete your personal data when the respective purpose of storage no longer applies and no statutory provision requires retention (e.g. a retention obligation under the German Fiscal Code and/or the German Commercial Code). Where deletion is not possible in an individual case, processing is restricted instead.
Finally, the retention period is also determined by the applicable statutory limitation periods.
Data security
All data transmitted by you is encrypted using the generally accepted and secure TLS (Transport Layer Security) standard. You can recognize a secure TLS connection by the appended s on the http (i.e. https://..) in your browser's address bar or by the lock symbol in your browser.
We also use appropriate technical and organizational security measures to protect your data against accidental or intentional manipulation, partial or complete loss, destruction, or unauthorized access by third parties. Our security measures are continuously improved in line with technological developments.
Please note that data transmission over the internet (e.g. communication by email) may have security vulnerabilities. Complete protection of data against access by third parties is not possible.
Your rights and further information
To exercise your rights or to withdraw your consent, please contact us using the contact details given above.
- You have the right to request information at any time about all personal data we process relating to you.
- If your personal data is inaccurate or incomplete, you have the right to have it corrected and completed.
- You may request the deletion of your personal data at any time, unless we are legally obligated or entitled to continue processing your data.
- Where the statutory requirements are met, you may request a restriction of the processing of your personal data.
- You have the right to object to processing carried out for the purposes of direct marketing or profiling. Where processing is based on a balancing of interests, you may object to the processing on grounds relating to your particular situation.
- Where data processing is based on your consent or takes place in the context of a contract, you have the right to receive the data you have provided in a portable format, provided this does not adversely affect the rights and freedoms of others.
- Where we process your data on the basis of your consent, you have the right to withdraw that consent at any time with effect for the future. Processing carried out prior to the withdrawal remains unaffected by it.
- You also have the right to lodge a complaint with a data protection supervisory authority at any time if you believe that data processing has been carried out in violation of applicable law.
We inform all recipients to whom we have disclosed personal data of any correction or deletion of your personal data, or of any restriction of the corresponding processing, unless this proves impossible or involves disproportionate effort. We will inform you of these recipients upon request.
No profiling
Profiling within the meaning of the GDPR does not take place.
Currency of and changes to this Privacy Notice
This Privacy Notice is currently valid and is as of August 2026 (version 2026-08).
Due to the further development of our website and the Movaria Portal, or due to changed legal or regulatory requirements, it may become necessary to change this Privacy Notice. The current Privacy Notice can be accessed and printed out by you at any time on the website under Privacy Notice.