Privacy

This English version is an automatic translation of the original German Privacy Policy and is provided solely for convenience and informational purposes. In the event of any discrepancy, ambiguity, or inconsistency between the language versions, the original German version shall prevail and be legally binding.

1. Introduction

Edkimo GmbH is headquartered in Germany. We operate in accordance with the provisions of the EU General Data Protection Regulation (GDPR).
We are guided above all by the principles of data avoidance and data minimization (privacy-by-design).
We collect only as much data as is absolutely necessary to enable teachers and individuals who create online surveys to use the online feedback feature with real-time evaluation. The handling of the evaluation results is governed by internally agreed-upon terms of use within educational institutions, which are known to all parties involved.
We collect only the data from online survey creators that is absolutely necessary for setting up and using the app. This includes: first and last name, a verifiable email address, ZIP code, and, optionally, the region in which you wish to use Edkimo.
By registering an account, users consent to the processing of this data by Edkimo GmbH.
We do not sell our users’ data to third parties.
We store on our web server only the log files that are minimally necessary for technical operation and troubleshooting.
We do not create profiles of students or survey participants.
Our servers are located in Germany in accordance with applicable European data protection regulations. The app server is located in a data center operated by Hetzner Online AG, and the website server is located in a data center operated by ALL-INKL.COM.
Edkimo GmbH has entered into written contracts with both companies regarding commissioned data processing.
Communication via Edkimo is SSL-encrypted by default.
Responsibility for the collected participant feedback and results lies with the survey creators or their school, educational institution, or organization and is governed there by internal terms of use. Edkimo merely provides the technical capabilities to conduct online surveys.
When used in a school setting, we process your data as a data processor; the data controller is your school or the school authority.
Each survey is stored as a data record on our server and can be deleted at any time by the creators using the delete function. When a survey is deleted, all associated data is permanently deleted following a security prompt. This includes the questionnaire, the participants’ responses, and the survey results.
When an Edkimo account is deleted, all associated data is deleted from the server.
Edkimo is committed to data minimization, including with regard to the individuals who have participated in surveys. By default, all survey responses are automatically deleted from the Edkimo server after 24 months. Users are reminded of the deletion in a timely manner and at regular intervals and have the option to preserve the results data beyond this time (e.g., by downloading it). This feature will be implemented after a transition period at the start of the 2026–27 school year (August 1, 2026). The earliest date for the deletion of survey results within the Edkimo app is therefore July 31, 2028.

2. Definition of Terms

The scope of this Privacy Policy covers the Edkimo Feedback App, the Edkimo websites, and the Edkimo mobile apps for Android and iOS devices. These products are also collectively referred to in this Policy as “Service” or “Services.”

The term Data in this Privacy Policy refers to all data collected through our Services, primarily anonymous feedback from survey participants that is processed on a website operated by us and whose results are analyzed at the group level. This data is under your control.

The term “personal data” refers to information we collect about you as an individual.

3. Data Processing Agreement pursuant to Article 28(3) of the GDPR

We offer our paying customers the option to enter into a data processing agreement with us in accordance with the provisions of Article 28(3) of the EU GDPR.

To enter into a data processing agreement with us:

Send us a request to vertrag@edkimo.com or download the agreement as a PDF from the Team section of your account.
Fill out the document.
Have the document signed by an authorized representative.
Return the signed document to us at vertrag@edkimo.com.

Upon receipt of the fully completed and signed document, we will send you a confirmation of receipt to confirm the conclusion of the agreement.

4. Information We Collect and How We Use It

User Groups

Depending on how you use Edkimo, we collect different types of information about you. Generally, there are three groups of people who use our service:

Visitors to our website: You are a “visitor” if you visit one of our websites, for example, to read articles and learn more about Edkimo.
Survey creators: You are a creator if you have a personal Edkimo user account and create questionnaires, conduct your own surveys, or analyze results.
Participants in a survey: You are a participant if you have been granted access to an anonymous online survey that was created using our services and is conducted via Edkimo.

Creators and participants are also considered visitors to Edkimo, as they can visit our website to, for example, sign up for Edkimo or participate in an anonymous online survey.

In accordance with the principles of data avoidance and data minimization (privacy-by-design), we process personal data about you only to fulfill our contractual obligation to provide our services and to pursue legitimate interests in improving our services and further developing our products. Our main goal is to improve our services and content for all users and to ensure that your personal data is respected and protected.

4.1 Visitors

Usage Data

We collect only anonymized usage data using plausible.io, a European, privacy-friendly open-source web analytics software. Plausible operates entirely without cookies and does not store any personal data. The IP address is used briefly to roughly determine the country of origin (e.g., Germany), is then discarded, and is never stored in the database. This provides us with basic, anonymous information about which websites you visit, which country you’re from, and which device you’re using. We use this anonymous information to continuously improve our websites and services for you and all other visitors. You can also disable this anonymous tracking at any time: In the logged-in area under “Profile” > “Tracking,” you can enable or disable this feature.

Device and Browser Data

We collect information about the device and application you use to access our services. Device data primarily includes your operating system version, device type, system and performance information, and browser type. We use this information to improve our websites and services for you and all other users.

Contact Information

You may provide us with your contact information, such as your email address or phone number. This can be done through a form on our website, via email, by interacting with our customer support team, or in response to one of our own Edkimo surveys. We use this contact information to respond to your inquiries, send you information as part of our service, and, upon request, provide you with a quote or invoice.

Log Data

Furthermore, our servers store only the minimum information required for technical operation and troubleshooting. These log files contain details such as the operating system version, device type, and timestamp. We use log data specifically for the following purposes:

Monitoring server load
Detecting and preventing misuse and hacker attacks
Error correction and detection.

All log files are deleted after 14 days at the latest.

Referral Data

If you arrived at Edkimo via an external referral—for example, through a link on another website, an advertisement, a search engine, or an email referral—we store information about the source that brought you to Edkimo. We use this referral data to improve the success of our integrations, campaigns, and search engine optimization.

Legally Required Uses

In order to respond to legally relevant requests or to prevent fraud, we may need to use and disclose information or data about you. In the event that we receive a subpoena or other legally relevant requests, we may need to review stored data in order to respond appropriately.

4.2 Creators

The information we collect about visitors also applies to creators, as they visit our websites to, for example, log in to Edkimo, register, or contact us.

In addition, we process the following information about creators:

Registration Data

You need an Edkimo account with personal login credentials before you can create a survey. When you set up a customer account, we only collect your first and last name, email address, and ZIP code.

If you register using a third-party account (e.g., via a single sign-on solution from another provider), the following applies:

In this context, we also use data from third parties. The goal is to allow you to authenticate yourself via a third-party integration and log in to our service.

Billing Information

If you request a quote or make a payment to Edkimo, we need your billing information, such as the billing address and the contact person’s email address.

Survey Data

We store your survey data (questions and answers) and make it available to you for further analysis.

Account Information

We use your account information, such as your email address, to manage your Edkimo account—for example, so you can reset your password and for customer support. From time to time, we send you business-related communications regarding our services, offers, and invoices, as well as changes to our services, or a welcome email when you first register with Edkimo. You cannot opt out of receiving these communications, as they are essential for the provision of our services.

Legally Required Uses

4.3 Participants

The information we collect about visitors also applies to participants, as they can access a survey via our website by entering a unique short code or may be redirected to our website after participating and are then treated as visitors.

Data Minimization and Data Avoidance

No personal registration of participants is required or intended for participation in an online survey via Edkimo.

Use of Participant Feedback

Feedback from participants collected via Edkimo as part of feedback and evaluation processes is managed by the survey creators. The creator is typically the person who sent or provided the participants with the access information for the survey. Edkimo processes this participant feedback solely on behalf of the creators.

Data Controller

Any personal feedback collected from participants is managed and controlled exclusively by the survey creators. Edkimo processes this data solely on behalf of the responsible creator. If you have any questions, please contact the person who created the survey.

5. Information Provided for All Accounts

Our services also allow creators to publish survey links and results links on the internet and share them with others. Shared content made available online may also be found by search engines. Edkimo has no influence over how search results are displayed. Therefore, please use the features for sharing and publishing data and information with caution.

6. Information Provided for Premium Accounts

If your Edkimo account is an Edkimo Premium account, your email address and name are generally also visible in a list to an authorized team administrator within your school or organization.

The surveys you create and their results are not initially visible to others. You have full control over this data.

However, you have the option to share this data with other people or your team (read or write access to questionnaires and/or results). Outside the narrow scope of the circumstances described here, we do not share your information or data with third parties.

7. Technical Cookies

Data protection is a top priority in the development of Edkimo. Our website uses only technically necessary cookies and browser-based storage mechanisms. These do not collect any personal data and do not allow users to be identified. Therefore, no explicit consent via a cookie banner is required. We place great importance on transparency and provide detailed information about their use here:

Cookies

Language cookie: Stores the user’s selected language preference (e.g., de, en).
Session cookie: Used to maintain server-side sessions required for authentication and technical functions (session ID only).
Banner cookie: Stores whether the “Message of the Day” (MOTD) notification has been hidden; no identifiable data is stored.

Session Storage (temporary)

sveltekit:scroll: Stores the scroll position when navigating between pages.
sveltekit:snapshot: Temporarily stores the application state for smoother navigation; contains no personal data.

Local Storage (persistent)

mode-watcher-mode: Stores the preferred user interface display (e.g., dark/light mode).
mode-watcher-theme: Stores the selected theme for a consistent appearance.

8. Subcontractors

We use subcontractors and trusted partners to assist with the provision of certain aspects of our services. Edkimo has entered into the necessary agreements pursuant to Article 28(4) of the GDPR with the following sub-processors that process personal data to ensure that they meet our high data protection standards:

Hetzner Online AG (software, servers, and databases)
ALL-INKL.COM (website, email provider)
plausible.io (web analytics with the option to disable tracking)
Brevo (email automation, newsletters, transactional emails)

Edkimo is self-explanatory and can be used entirely within the browser on your computer, tablet, or smartphone. Optionally, we also provide instructional videos and mobile apps for smartphones and tablets, using the following providers:

You can watch Edkimo tutorial videos on YouTube. YouTube’s privacy policy can be found on the YouTube website.
You can optionally download the Edkimo Android app from the Play Store. You can find Google’s privacy policy on the Google website.
You can optionally download the Edkimo iOS app from the App Store. You can find Apple’s privacy policy on the Apple website.

9. Data Retention and Deletion

If you have an Edkimo account, we do not delete the data contained therein; that is, you are responsible for how long you retain this data and can determine this yourself. Your account offers numerous control features to delete individual surveys, responses, or your entire account. If you are a participant, you must ask the person who created the survey how long your responses will be stored in the Edkimo services.

10. Safety of Minors

Edkimo does not create profiles of students. We do not allow them to register for our services on their own. If we become aware that we have collected the personal data of a minor, we may delete this data without further notice. If you believe this is the case, please contact our support team.

11. Your Rights

You may—particularly if you are a European user—exercise the right to obtain information about whether we store personal data about you, to access the personal data we have stored about you, and, under appropriate circumstances, to request its correction, updating, modification, or deletion. Certain exceptions or restrictions may apply to some of these rights.

We will respond to your request to exercise these rights within a reasonable timeframe, but no later than 30 days after receipt.

You have the following rights:

Data access rights
Right to restrict processing
Right to rectification
Right to erasure (the “right to be forgotten”)
Right to object to processing
Right to withdraw consent
Right to lodge a complaint with a supervisory authority
Data portability rights

Rights as a Creator

If you have a personal Edkimo account, you are entitled to a copy of all personal data we have stored about you. Furthermore, you have the right to request a restriction on our use of your data or to object to our processing of your data in specific areas. You can already access most of your data after logging into your account. However, if you would like to receive a complete copy of all your data or request a restriction or limitation on our use of your data, please contact our support team.

Rights as a Participant

If you have already submitted a survey via Edkimo that was sent to you by a survey creator, you must contact that person or organization directly to clarify the management, deletion, access, or restriction of access to your data, or to revoke any consent you granted to that person or organization in your responses regarding other uses of your data.

Edkimo is not responsible for your responses. Consequently, we cannot process such requests related to this data.

If you have difficulty identifying the person responsible for creating the survey, you can contact our support team.

Rights as a Visitor

If you have visited our website and wish to exercise the rights listed above, please contact our support team so we can review your request.

12. Contact Information for Exercising Your Rights

Our contact for data protection inquiries: datenschutz@edkimo.com

Edkimo GmbH Data Protection Officer Hauptstr. 37 DE-10827 Berlin