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Privacy Policy for Desktop-Reminder

Version 1.0 dated 21.06.2026

This Privacy Policy explains which personal data is processed when the software Desktop-Reminder is used.

This Privacy Policy applies to the product use of Desktop-Reminder in the FREE and PRO variants. The separate privacy policy for the website also applies to visits to the website, downloads, the contact form and other website functions.

1. Controller​

The controller responsible for data processing in connection with Desktop-Reminder is:

Pawel Idzikowski
trading as Polenter - Software Solutions
Hans-Kalscheuer-Str. 45
51149 Köln
Deutschland

Email: info@desktop-reminder.com
Privacy contact: privacy@desktop-reminder.com
Website: https://desktop-reminder.com

2. No Data Protection Officer​

No data protection officer has been appointed because, according to the current assessment, there is no statutory obligation to appoint a data protection officer.

3. Competent Supervisory Authority​

The competent data protection supervisory authority is:

Landesbeauftragte für Datenschutz und Informationsfreiheit Nordrhein-Westfalen
Kavalleriestraße 2–4
40213 Düsseldorf
Germany

4. Principle: Local Processing by Desktop-Reminder​

Desktop-Reminder is generally locally executed desktop software.

The content, files, projects or other data that the user processes with Desktop-Reminder are generally processed locally on the user's device. The user decides which content is processed with the software.

Desktop-Reminder does not offer cloud synchronization with the licensor's servers. There are no online user accounts for Desktop-Reminder. User data processed locally with Desktop-Reminder is not automatically transferred to the licensor.

5. Local Program Settings​

Desktop-Reminder may store local program settings on the user's device. These may include in particular:

  • language settings,
  • display settings,
  • program configuration,
  • license status,
  • local license information,
  • information on whether the EULA has already been displayed and accepted,
  • date and version of the accepted EULA,
  • settings for the portable ZIP version.

These data are stored locally on the user's device and are not automatically transferred to the licensor.

The storage of local settings serves to make the software usable, to retain the settings selected by the user and to avoid displaying the EULA again each time the software is started.

The legal basis for any processing of personal data is Art. 6(1)(b) GDPR, insofar as the storage is necessary for the provision of the software, and Art. 6(1)(f) GDPR on the basis of the legitimate interest in functional and user-friendly software.

Insofar as information is stored on or read from the user's terminal device (for example in local configuration files, system-level program settings or comparable local storage locations), this is done to provide the software functions expressly requested by the user. The legal basis for this storage on the terminal device is Section 25(2) no. 2 TDDDG (necessary for providing the service requested by the user). The storage of information about EULA acceptance serves solely to avoid displaying the EULA again every time the program is started and does not constitute consent under data protection law.

6. Installer Version and ZIP Version​

The installer version of Desktop-Reminder displays the EULA during installation. Installation will not continue unless the EULA is accepted.

The ZIP version or portable version may display the EULA on first start. If the user accepts the EULA, this decision may be stored locally in the program settings so that the EULA is not displayed again on the next start.

The EULA acceptance is stored locally on the user's device. This information is not automatically transferred to the licensor.

7. Retrieval of News and Update Information​

Desktop-Reminder may retrieve static information files from the server, in particular:

  • news.json,
  • updates.json.

These files are used to provide information about available updates, product information, other products, offers or events of the licensor.

Users of the FREE version and users of the PRO version may receive different notices.

When these static files are retrieved, the software transmits the installed version number and the current license type (for example FREE or PRO) as part of the technical identifier (User-Agent). These data are evaluated by the licensor exclusively in aggregated form for statistical purposes (for example, determining active installations) and for product maintenance (for example, deciding whether to support older versions).

The software does not transmit any unique program tokens, culture information, hardware ID, license data or other user-related or installation-related artifacts.

For technical reasons, server log data may be generated when the files are retrieved. These may include in particular:

  • IP address,
  • date and time of retrieval,
  • requested file,
  • transferred data volume,
  • referrer, if present,
  • User-Agent, if transmitted by the system,
  • technical status information.

These log data are processed in order to deliver the requested files, ensure technical security, analyze errors and prevent misuse.

The legal basis is Art. 6(1)(f) GDPR. The legitimate interest lies in the secure and functional provision of update and product information.

8. News Channel for Product Information​

The news channel may display notices about other products, offers or events of the licensor.

These notices are provided via static files. No individual tracking of the user takes place. No unique installation identifiers, license data or hardware IDs are transmitted to the licensor.

Insofar as PRO users are shown different notices than FREE users, this distinction is made locally based on the license status of the software or based on the respective static information files provided.

9. License Activation and License Management​

The PRO functions of Desktop-Reminder are unlocked via a license or activation key.

If the user clicks the Buy activation key button in Desktop-Reminder, the user may be redirected to the product page. From there, the user may proceed to the PayPro Global shop.

After a purchase through PayPro Global, the licensor receives from PayPro Global the purchaser and order data required for license generation and license management.

The license server may store in particular the following data:

  • license key,
  • email address,
  • name,
  • company name, if provided,
  • PayPro Order ID,
  • country,
  • activation date,
  • installation identifier or program token, insofar as required for license management.

These data are processed to provide the PRO license, create the activation key, assign purchases, verify license claims, provide support, provide replacement keys and prevent misuse.

The legal basis is Art. 6(1)(b) GDPR, insofar as the processing is necessary for the provision and management of the PRO license. Insofar as data are processed to prevent misuse, prevent fraud, enforce licenses or ensure IT security, the legal basis is Art. 6(1)(f) GDPR.

10. No Hardware ID​

Desktop-Reminder currently does not use a hardware ID.

No hardware IDs derived from MAC address, BIOS, CPU, HDD, mainboard or comparable hardware characteristics are processed.

If a technical activation check or a hardware ID is introduced in a future version, this will be described before introduction in the product Privacy Policy and in the release notes. Such processing will take place only in accordance with the applicable data protection provisions.

11. No Regular License Check After Activation​

There is currently no regular online license check after activation.

The licensor currently does not carry out automatic, ongoing verification of the number of activations per license. In this respect, use is based on the user's own responsible compliance with the license terms.

In the event of reasonable suspicion of misuse, unauthorized multiple use, fraud or transfer of a license to unauthorized third parties, existing license and purchase data may be used to examine the matter.

Before a license is blocked or deactivated due to suspected misuse, the licensor will contact the user (where contact is possible), explain the suspicion and give the user an opportunity to comment, unless this would defeat the purpose of the measure or immediate blocking is indispensable for security reasons. No automatic blocking takes place without human review.

The legal basis is Art. 6(1)(f) GDPR. The legitimate interest lies in enforcing the license terms, preventing misuse and protecting against unauthorized use.

12. Purchase Processing via PayPro Global​

The purchase of the PRO version is processed through PayPro Global (PAYPRO GLOBAL, INC., 225 The East Mall, Suite 1117, Toronto, Ontario, Canada, M9B 0A9).

PayPro Global is involved in the purchase processing. Checkout, payment processing, invoicing, tax processing, refunds, withdrawal processes, chargebacks and other purchase-related transactions may be handled by PayPro Global according to its terms.

After the purchase, PayPro Global may transmit purchaser and order data to the licensor, insofar as these are necessary for license generation, license management, invoice allocation, support cases, refunds, chargebacks or misuse checks.

These may include in particular:

  • name,
  • email address,
  • billing data,
  • order data,
  • PayPro Order ID,
  • country,
  • company name,
  • telephone number, if provided,
  • IP address,
  • information on the payment method,
  • partially masked payment information, insofar as visible in the PayPro back office or transmitted in the course of purchase processing.

Payment data that are not required for license generation are not stored permanently by the licensor. In particular, complete credit card data are not stored by the licensor.

The legal basis is Art. 6(1)(b) GDPR, insofar as the processing is necessary for providing the PRO license and handling purchase-related processes. Insofar as data are processed for fraud prevention, legal defense or prevention of misuse, the legal basis is Art. 6(1)(f) GDPR.

PayPro Global is based in Canada. Insofar as personal data are transferred to Canada, this takes place in the context of purchase processing through PayPro Global.

13. Refund, Withdrawal, Chargeback and License Termination​

In the event of a refund, effective withdrawal, chargeback or other reversal of the purchase, the right to use the affected PRO license ends in accordance with the EULA and the purchase-related terms.

In such cases, the licensor may process license data, purchase data and support communication in order to trace the reversal, provide support, prevent misuse or examine legal claims.

The legal basis is Art. 6(1)(b) GDPR, insofar as the processing is necessary for carrying out or reversing the license relationship, and Art. 6(1)(f) GDPR for fraud prevention, legal defense and enforcement of the license terms.

14. Replacement Keys and Restoration of License Data​

If a user loses the activation key, the user may request a replacement key from the licensor.

To verify such a request, the licensor may process in particular the following data:

  • email address used for the purchase,
  • PayPro Order ID,
  • name,
  • company name, if provided,
  • license key,
  • purchase date,
  • support communication.

This processing serves to verify the purchase, assign the license and provide a replacement key.

The legal basis is Art. 6(1)(b) GDPR.

15. Support by Email and Contact Form​

The licensor provides support by email and through the contact form on the website.

When the user requests support, the data transmitted by the user are processed. These may include in particular:

  • email address,
  • name, if provided,
  • message text,
  • license information,
  • order data,
  • technical information provided by the user,
  • log files,
  • screenshots,
  • project files,
  • other voluntarily transmitted attachments,
  • contractual metadata and license information (when using the support function within the software, product name, product version, license type and, where applicable, the licensee's name, the licensee's email address, Order ID and purchase date are automatically inserted into the email text to verify the support entitlement; the user can view and adjust these before sending).

The user is asked not to send sensitive or particularly protected data (for example health data, passwords, credit card data) via the contact form or by email unless these are strictly necessary for processing the support request.

File attachments are stored for as long as this is necessary to process the support request.

Technical inspection of attachments:

  • The email server automatically checks incoming emails and attachments for known malware signatures using antivirus software.
  • After downloading an email with an attachment, the licensor opens the attachment in an isolated test environment and additionally checks it with antivirus software.

No further automatic server-side inspection of file attachments (for example for content types, text content or file formats) currently takes place.

The legal basis is Art. 6(1)(b) GDPR, insofar as the processing is necessary to handle a support request in connection with a license or contract. In other cases, the legal basis is Art. 6(1)(f) GDPR. The legitimate interest lies in handling requests, analyzing errors and improving the software.

16. Email Communication​

Support and other communication may take place by email.

In email communication, the data transmitted by the user are processed, in particular email address, content of the message, times of communication and any attachments.

The email client communicates with the own email server via TLS. For email communication with other email servers, it is not guaranteed that message encryption works along the entire transport route.

The legal basis is Art. 6(1)(b) GDPR, insofar as the communication is necessary for contract performance or for handling a request. Otherwise, the legal basis is Art. 6(1)(f) GDPR.

17. Contact Form​

The contact form is part of the website and is described in more detail in the website Privacy Policy.

Insofar as the contact form is used for support requests regarding Desktop-Reminder, the notices in this product Privacy Policy also apply.

Mandatory fields of the contact form are:

  • sender email address,
  • message,
  • acknowledgement or acceptance of the privacy policy.

A file attachment is optional.

18. Hosting, Servers and Technical Service Providers​

The licensor uses servers and hosting infrastructure for the operation of services related to Desktop-Reminder.

The following services in particular may be operated on servers at Hetzner:

  • API,
  • mail server,
  • database,
  • contact form backend,
  • license server,
  • backups.

The server location is Germany. Data processing agreements exist with Hetzner and with OVH.

OVH may be used as a hosting provider for website-related and download-related retrievals, in particular static news and update files. Server logs may be generated at OVH, in which IP addresses in particular may be visible.

19. Backups​

Backups are created to secure the systems.

Full backups exist for the mail server and are retained as a rolling buffer with a lifetime of approximately seven days.

Data are backed up for other Docker services. These backups are stored encrypted in a Hetzner Storage Box and may be retained for up to twelve months in a ring buffer via BorgBackup before being overwritten.

Backups may contain personal data that have already been deleted from the production systems. Backups are not used to specifically restore individual deleted requests or data unless this is exceptionally necessary for security, evidence or recovery reasons.

Notice regarding the right to erasure: If a user requests the deletion of personal data, these data are deleted from the production systems. Insofar as they are still contained in backups, these backups are overwritten on a regular cycle. Targeted deletion of individual data records from backups is technically not possible. The user will be informed that the data may remain in backups until the next overwrite cycle (maximum seven days for the mail server, maximum twelve months for other services).

Backups are overwritten on a regular cycle.

20. Technical and Organizational Measures​

The licensor uses technical and organizational measures to protect personal data.

These include in particular:

  • HTTPS/TLS for the website and relevant server communication,
  • TLS communication between email client and own email server,
  • SSH key-based administrative access,
  • firewall,
  • encryption of backups,
  • LUKS encryption of the disk containing the license server,
  • local encryption of certain accounting data,
  • role-based and purpose-based access to personal data,
  • regular backups.

21. Storage Period​

Personal data are stored only for as long as this is necessary for the respective purposes.

The following principles apply in particular:

  • Support requests and contact communication are generally stored for approximately three months after the matter has been completed and are then deleted, unless longer storage is required.
  • File attachments are stored for as long as this is necessary to process the support request.
  • License data are stored for as long as this is necessary for license management, proof of license entitlement, replacement keys, support, prevention of misuse or legal defense.
  • Purchase and order data are stored insofar as this is necessary for license management, tax documentation obligations, support, refunds, chargebacks or legal defense.
  • Tax-relevant documents are stored in accordance with statutory retention obligations.
  • Server logs are stored according to the settings and standard services of the respective hosting providers. At OVH as the hosting provider of the website, logs may be generated according to the default settings of the multisite package. According to information provided by OVH, these logs may be stored for up to one year. The licensor has no influence over the deletion of these logs by OVH insofar as they arise within the standard service. A data processing agreement with OVH exists.
  • Backups are overwritten according to the described backup cycles.

If statutory retention obligations exist or storage is necessary for the establishment, exercise or defense of legal claims, longer storage may occur.

22. Recipients of Personal Data​

Depending on the processing operation, personal data may be transmitted to or processed by the following recipients or categories of recipients:

  • PayPro Global in the context of purchase processing,
  • Hetzner as hosting and server service provider,
  • OVH as hosting and CDN service provider for the website, downloads and static files,
  • tax advisors in the context of tax and accounting obligations,
  • email service or mail server infrastructure,
  • authorities, courts or legal advisors, insofar as this is legally required or necessary for legal defense.

Personal data are not passed on to third parties for advertising purposes.

23. Third-Country Transfers​

PayPro Global is based in Canada. In the context of purchase processing, personal data may be transferred to Canada. An adequacy decision of the European Commission exists for Canada insofar as the processing falls within its scope.

In addition, email communication, support communication or communication channels chosen by the user may involve transfers to third countries if the user is located outside the European Union or the European Economic Area or uses corresponding services.

24. No Automated Decision-Making​

No automated decision-making, including profiling within the meaning of Art. 22 GDPR, takes place.

25. No Cloud Synchronization and No Online User Accounts​

Desktop-Reminder does not offer cloud synchronization with the licensor's servers.

There are no online user accounts for the use of Desktop-Reminder.

The content processed locally with the software is not automatically transferred to the licensor.

26. No Disclosure for Advertising Purposes​

The licensor does not sell personal data to advertisers and does not disclose personal data for third-party advertising purposes.

The news channel within the software may display notices about the licensor's own products, offers or events. This takes place without individual tracking and without transmitting unique installation identifiers to the licensor.

27. Rights of Data Subjects​

Data subjects have the following rights subject to the statutory requirements:

  • right of access,
  • right to rectification,
  • right to erasure,
  • right to restriction of processing,
  • right to data portability,
  • right to object to processing based on legitimate interests,
  • right to withdraw consent granted, with effect for the future,
  • right to lodge a complaint with a data protection supervisory authority.

To exercise these rights, the user may contact the licensor at privacy@desktop-reminder.com.

28. Objection to Processing Based on Legitimate Interests​

Insofar as personal data are processed on the basis of Art. 6(1)(f) GDPR, the user has the right to object to this processing on grounds relating to the user's particular situation.

The licensor will then no longer process the personal data unless there are compelling legitimate grounds for the processing that override the user's interests, rights and freedoms, or the processing serves the establishment, exercise or defense of legal claims.

29. Obligation to Provide Certain Data​

Registration and a user account are generally not required for using the FREE version.

Certain data may be required for purchasing and using the PRO version, in particular purchase, license and contact data. Without these data, the PRO license may not be capable of being provided, activated, restored or supported.

For support requests, at least one means of contact is required so that the licensor can respond.

30. Changes to this Privacy Policy​

This Privacy Policy may be adapted if Desktop-Reminder, the data processing, the service providers used or the legal requirements change.

The current version is available online at:

https://www.desktop-reminder.com/product-privacy/

A local copy of the Privacy Policy valid at the time a program version is published may additionally be delivered with the software.

31. Relationship to the Website Privacy Policy​

This Privacy Policy applies to the product use of Desktop-Reminder.

The separate website Privacy Policy also applies to visits to the website, downloads, the contact form, external links, YouTube links or two-click solutions, website server logs, website statistics and local website storage such as theme settings.

It is available at:

https://www.desktop-reminder.com/privacy/