Software Applications

This Privacy Policy applies to your use of the software application Backup Stock Management App.

1. General Information

The following Data Protection Privacy Policy specifies which types of personal data are collected and processed in connection with usage of the Backup Stock Management Application (BSM App”). This refers to personal data that is needed in order for the website/application to function properly. B. Braun Group (“we”) store your personal data for purposes of releasing additional content in a B. Braun app and providing targeted information. This Data Protection Privacy Policy supplements the terms of use for the BSM App and the B. Braun Group Data Protection Privacy Policy.

Personal data is data or a combination of individual data through which a person can be identified. Customer (“you/your”) personal data will be processed in compliance with the applicable data protection law, in particular the General Data Protection Regulations (GDPR).

Further development of the BSM App and the implementation of new statutory requirements or new technologies may make modifications to this Data Protection Privacy Policy necessary. Therefore, we recommend that you read this Data Protection Privacy Policy on a regular basis. You will be notified of any changes to this Data Protection Privacy Policy.

2. Responsible Controller

The responsible controller in terms of data protection is the Customer of B. Braun Group using the BSM App.

The processor is:

Aesculap AG (a subsidiary of the B. Braun Group)
Am Aesculap Platz
78532 Tuttlingen
Germany

3. Personal Data collected during the use of the Application 

3.1 Personal Data during the registration

To use the application the following personal data must be entered to register:

·        full name; and

·        e-mail address

The e-mail address will identify the user during the use of the BSM App and will be used as the “username”.

Additionally, the e-mail address will be used for

·        registration and authentication to ensure user access.

·        provision of various information, applications, and services.

·        managing users within the authorised area of responsibility.

The e-mail address could also be used to forward auto-generated information to you to provide you with occasional information about updated content, offers or changes to the system for the BSM App.

After successful registration the functions of BSM App are available. Access will be secured by setting your password. Your login information (username and password) must not be disclosed to any other person for security reasons. Our employees will never ask you for this information. Please keep this information confidential and do not pass it on to third parties. The minimum requirements for your personal password are 12 characters with upper and lower case letters, numbers, and special characters. Choosing your password is part of your personal responsibility as a user of BSM App.

3.2 General Data collected during the use of BSM App

The following data is captured and transferred:

·        IP address

·        Date and time of query

·        Time zone difference to Greenwich Mean Time (GMT)

·        Contents of request (concrete page)

·        Access status/http status code

·        Quantities of data transmitted each time

·        Website from which the request was initiated

·        Browser

·        Operating system and its graphical user interface

·        Browser software language and version

Additionally, depending upon the functionality used in the BSM App:

·        Dates and times of withdrawals and restocking (inc. reason);

·        Inventory overview total + inventory overview by product groups;

·        Information about cabinets (number of cabinets, specialty, number of levels, number of items inside cabinet); 

·        Information about storage location (cabinet, level, box);

·        Information about min. stock and max. stock level per item code;

·        Pictures of backup stock; 

·        Item pictures;

·        Alert notifications when minimum stock is reached and status (“To Do” and “Processed”) 

3.3 Personal Data within the Sterile Goods Data Analysis

Through the Sterile Goods Data Analysis (“SGDA”), a multidisciplinary team evaluates relevant data from the BSM App to gather information about the digital management of the inventory in a Central Sterile Supply Department (“CSSD”).

SGDA provides information of the data recorded in the BSM App combined with the experience and benchmarks of B. Braun Group.  The continuous data analytics identifies potential for improvement and supports evidence-based decision making.

Together with the customer‘s team, a consultant from B. Braun’s Technical Competency Centre (TCC)  will define the scope of the analysis and its objectives. This might include the following areas of evaluation:

·        Dates and times of withdrawals and restocking (incl. reason); 

·        Inventory overview total + inventory overview by product groups;

·        Information about cabinet (number of cabinets, specialty, number of levels, number of items inside cabinet);

·        Information about storage location (cabinet, level, box);

·        Information about min. stock and max. stock level per item code; 

·        Minimum stock is reached and status (“To Do” and “Processed”); 

·        Product variety and standardization;

·        Tray-Flow-Analysis;

·        Repair requests;

·        Replacements requests.

Based on this analysis, B. Braun’s TCC consultant will make recommendations for adjustments to the assembling process.

A standard report will be provided containing the analysed information and recommendations. This report will help the customer to make decisions based on the needs of its process and best practices in the inventory management of the CSSD.

4. Legal Basis

Your data is processed on the basis of your employment relationship in accordance with Art. 6 (1)b GDPR and a legitimate interest in accordance with Art. 6 (1)f GDPR. There is a legitimate economic interest in the context of the contract between your employer (the customer) and B. Braun Group to be allowed to process the personal data of its employees for the fulfilment of the contract.

5. Use of your pictures, access to your camera and possibly to further file folders

The following functions need the permission to use your pictures, to access your camera and (if applicable) file folders:

·        The creation and the upload of cabinet pictures.

It is the user's responsibility to select the correct images.

Location data is not necessary to use the BSM App and is therefore not captured.

6. Forwarding of your Data to Third Parties and Data Storage Location

Your personal data will be exclusively utilised for supporting and maintaining the BSM App within the B. Braun Group. It will not be shared with any third parties without your prior consent. One exception to this is the forwarding of your data to service partners, such as IT service providers. These companies are data processors and are only permitted to use personal data within the framework we specify and based on our instructions.  These service providers are contractually bound to GDPR and are monitored by us.

In all of the above-named cases, data is transmitted in accordance with all applicable national and European data protection laws, the scope of data transmitted is restricted to the necessary minimum.

Your general data (non personal data) will be stored locally on your end device as well as on our Microsoft Azure cloud, with a storage location in Europe, in accordance with data protection law. The storage location for the region West Europe is Amsterdam, whereas the storage location for the region North Europe is Dublin. For this purpose the corresponding data and information will be forwarded to Microsoft.

Furthermore, information is forwarded to the app store (Apple, Google) in the context of downloading the BSM App.

7. Deleting your Personal Data

We only save your data for as long as is necessary and permissible in accordance with statutory provisions / in context of our mutual business relationship, and for as long as you use the BSM App. Subsequently, all of your personal data will be deleted unless statutory archive requirements specify otherwise. 

8. Cookies

Within the BSM App, we use browser cookies or session IDs for the registration and login process and to ensure that the services we provide voluntarily are displayed correctly and without errors. These cookies and session IDs are exclusively for purposes of continuous improvement of our services, and are not used to personally identify users of the BSM App.

We are using cookies to enable the functionality of userlane, in order to facilitate a smooth onboarding process. Cookies are used to show you information you have not seen yet to improve the user experience.

9. Links

The BSM App may also contain links to other websites or applications. We accept no responsibility for how the operators of third-party websites or applications use or process your data. As such, when leaving the BSM App to visit third-party online content, we recommend asking all operators of linked websites or applications for information about their data protection guidelines.

10. Your Rights as Data Subject

You may, at any time, submit a free request for information about the personal data we have saved about you, the data’s origin and recipient, and the purpose for which it was processed.  You also have the right to request correction, blocking, deletion of your personal data (see section 7 above - Deleting your Personal Data) or restricted usage of that data.

You are also entitled to receive information in a structured, accessible, and machine-readable format about the personal data you have provided. You always have the right to withdraw your consent to the processing and usage of your data beyond what is necessary under statutory provisions taking precedence, or beyond what is directly necessary for purposes of fulfilling an existing contractual relationship. This has no effect on the lawfulness of data processing that occurred between when consent was granted and revoked. You are welcome to contact us at tom-support@bbraun.com about this, or to discuss any additional questions you may have related to personal data.

11. Your Contact Person for Data Protection Matters

If you have any questions regarding the processing of your personal data, or if you wish to make requests, file complaints, or obtain information, you are welcome to contact our data protection officer and their team directly:

Aesculap AG
Data Protection Officer
Am Aesculap Platz
78532 Tuttlingen
Germany
datenschutz@aesculap.de

September 2024