Privacy Statement

Privacy Statement for our websites

The following notes provide a simple overview of what happens to your personal information when you visit our websites. Personal information is any information that personally identifies you. For detailed information on the subject of data protection, please refer to our data protection declaration below this text.

I. Who is responsible?

The party responsible within the context of the Basic Data Protection Regulation and other national data protection laws of the member states as well as other provisions of data protection law is the:

EBF-EDV Beratung Föllmer GmbH
Gustav-Heinemann-Ufer 120-122
50968 Cologne
Germany
Tel.: +49 221 47455-0
Fax: +49 221 47455-111
E-Mail: moc.f1728846662be@of1728846662ni1728846662
Website: www.ebf.com

II. Address and contact details of the data protection officer

EBF-EDV Beratung Föllmer GmbH
Gustav-Heinemann-Ufer 120-122
50968 Cologne
Germany
E-Mail: moc.f1728846662be@yc1728846662avirp1728846662

As per art 27 UK GDPR, our uk representative is: activeMind.legal UK Ltd and can be reached through: moc.f1728846662be@yc1728846662avirp1728846662

III. General information on data processing

Scope of the processing of personal data

We process the personal data of our users only to the extent necessary to provide a functioning website as well as our content and services. The processing of personal data of our users takes place regularly only with the consent of the user. An exception applies in those cases in which it is not possible to obtain prior consent for factual reasons and the processing of the data is permitted by applicable law.

In order to protect the security of your data during transmission, we use encryption procedures (e.g. SSL) via HTTPS. Our servers are protected by a firewall and virus protection. Back-up and recovery procedures as well as role and authorization concepts are a matter of course for us.

Legal basis for the processing of personal data

Insofar as we obtain the consent of the data subject for processing personal data, Art. 6 Para. 1 lit. a EU Data Protection Basic Regulation (GDPR) and § 25 TTDSG serves as the legal basis.

Art. 6 para. 1 lit. b GDPR serves as the legal basis for the processing of personal data required for the performance of a contract to which the data subject is a party. This also applies to processing operations that are necessary for the implementation of pre-contractual measures. If the processing of personal data is necessary to fulfil a legal obligation to which our company is subject, Art. 6 Para. 1 lit. C serves as the legal basis.

In the event that vital interests of the data subject or another natural person necessitate the processing of personal data, Art. 6 para. 1 lit. d GDPR serves as the legal basis.

If the processing is necessary to safeguard a legitimate interest of our company or a third party and if the interests, fundamental rights and fundamental freedoms of the data subject do not outweigh the first-mentioned interest, Art. 6 para. 1 lit. f GDPR serves as the legal basis for the processing.

Data deletion and storage period

The personal data of the person concerned will be deleted or blocked as soon as the purpose of storage no longer applies. In addition, the data may be stored if the European or national legislator has provided for this in Union regulations, laws or other provisions to which the person responsible is subject. The data shall also be blocked or deleted if a storage period prescribed by the aforementioned standards expires, unless it is necessary for further storage of the data for the conclusion or performance of a contract.

IV. Data collection on our website

Provider of the pages is Host Europe GmbH, Hansestrasse 111, 51149 Cologne. Your data will be transmitted to Host Europe GmbH. The service provider is contractually obligated to treat your data confidentially.

 

Cookies

Server Log Files

Purpose and legal basis

When you access our website, the provider of the pages (Hosteurope) automatically collects and stores information in so-called server log files, which your browser automatically transmits to us.

These are:

  • Browser type and browser version
  • Used operating system
  • Referrer URL
  • Hostname of the accessing computer
  • Time of the server request
  • IP address

They are processed particularly for the following purposes:

  • Ensuring a seamless connection to the website,
  • ensuring a seamless use of our website,
  • evaluation of system security and stability, as well as
  • for other administrative purposes.

This data will not be merged with other data sources.

The processing of the data is based on a legitimate interest according to Art. 6 para.1 lit. f GDPR in improving the stability and functionality of our website.

Provision mandatory or required

Your provision of the aforementioned personal data is neither legally nor contractually required. However, without the IP address, the service and functionality of our website is not guaranteed.

Duration of storage

The error logs are deleted after 7 days, the access logs after 14 days.

HubSpot  

Purpose and legal basis

If you wish to download content, provide your contact information and receive our newsletter, we require an e-mail address from you as well as information that allows us to verify that you are the owner of the e-mail address provided and that you agree to receive the newsletter.

Download forms, contact forms and e-mail contact

On our website you will find download forms, contact forms and e-mail addresses which can be used to contact us electronically and to request documents such as white papers electronically.

By providing the download forms, we would like to make it easy for you to contact us to request documents. We use the information you provide to send the documents to the e-mail address you provide.

By providing the contact form and e-mail addresses, we would like to make it easy for you to contact us. The information you provide will be transmitted and stored for the purpose of processing your request and for possible follow-up questions.

The data to be provided are:

  • First name
  • Name
  • E-mail address
  • Telephon number  (only for the contact form)
  • Company

The data entered in the download forms or contact forms is processed on the basis of a legitimate interest in accordance with Art. 6 para. 1 lit. f GDPR and with regard to the initiation, execution or termination of a contractual relationship in accordance with Art. 6 para. 1 lit. b GDPR.

Newsletter

We use the so-called double opt-in procedure to ensure that the newsletter is sent by mutual agreement. This involves the potential recipient being added to a mailing list. The user then receives a confirmation e-mail to confirm the registration in a legally secure manner. The address will only be actively included in the mailing list if confirmation is given.

We use your data exclusively for sending the requested information and offers.

The processing of the data entered is based on your consent (Art. 6 para. 1 lit. a GDPR and § 25 TTDSG).

We use the HubSpot solution to manage and implement these inbound measures (download forms, contact forms and newsletters). HubSpot is a software company from the USA with a branch in Ireland, HubSpot, 2nd Floor, 30 North Wall Quay, Dublin 1, Ireland.

The information entered is stored on HubSpot servers in Germany. There is a corresponding data protection contract with the service provider on the basis of the standard contractual clauses, in which HubSpot undertakes to process user data only in accordance with our instructions and to comply with the EU data protection level.

HubSpot is prohibited from selling your data and using it for purposes other than those mentioned above.

You can find more information about HubSpot’s privacy policy here: https://legal.hubspot.com/de/dpa and https://legal.hubspot.com/de/privacy-policy

Provision mandatory or required

Download forms, contact forms and e-mail contact

The provision of your personal data is voluntary. However, we can only process your request if you provide us with your name, contact details and the reason for the request.

Newsletter

The provision of your personal data is voluntary, solely on the basis of your consent. Unfortunately, we cannot send you our newsletter without your consent.

Duration of storage

Download forms, contact forms and e-mail contact

The data you enter in the download forms and contact forms will remain with us until you ask us to delete it, revoke your consent to storage or the purpose for data storage no longer applies (e.g. after your request has been processed or a white paper has been sent). Mandatory statutory provisions – in particular retention periods – remain unaffected.

Newsletter

Data will only be processed in this context as long as the corresponding consent has been given. After that, they will be deleted.

Revoke

Download forms, contact forms and e-mail contact

You can revoke this consent at any time. All you need to do is send us an informal e-mail. The legality of the data processing operations carried out until the revocation remains unaffected by the revocation.

Newsletter

You can revoke your consent to the storage of the data, the e-mail address and its use for sending the newsletter at any time, for example via the “Unsubscribe” link in the newsletter.

Accelerated Mobile Pages (AMP)

Purpose and legal basis

We also provide the content of our Internet pages via Accelerated Mobile Pages (AMP).

Therefore, if you call up one of our Internet pages, e.g. after a Google search with your smartphone, this AMP may not be delivered by our servers, but directly from the cache of third-party providers such as Google. In this case, the address line of your browser on the level of the second-level domain will not show our domain name (our internet address), but e.g. the domain name of Google. The source code of our page remains unchanged.

The processing of the data is based on a legitimate interest according to Art. 6 para.1 lit. f GDPR in order to accelerate the access of the website via mobile devices.

The information generated by the cookie about your use of this website is usually transferred to a Google server in the USA and stored there. There is no Adequacy Decision of the European Commission for the USA. We have concluded so-called standard contractual clauses with Google LLC.

If, however, the AMP versions of our Internet pages are in the cache at e.g. Google or other third party providers and are called up from there, we have no influence on the data processing and the handling of your IP address by them. We do, however, ensure that we do not collect any personal data via our AMP pages.

V. Web analysis

On the basis of log files

Purpose and legal basis

We use Matomo, a locally installed analytics tool, to evaluate user behavior locally on the server. Matomo does not collect the data itself, but accesses the web server database. Matomo is provided by InnoCraft Ltd, 150 Willis St, 6011 Wellington, New Zealand. For New Zealand, there is an Adequacy Decision of the European Commission.

Processing is performed in accordance with Art. 6 (1) f GDPR on the basis of our legitimate interest. Reach measurement and the resulting information allow us to modify our website.

The web server truncates each requesting IP address before storing it in the log file. This means that the database is sufficiently anonymized and individuals cannot be identified.

Provision mandatory or required

There is no legal or contractual requirement to provide the data.

Profiling

Web analytics tools can be used to evaluate what visitors do on the website and analyze their interests. We create a pseudonymous user profile for this purpose.

Revoke

Please read the advisories below regarding your right to object per Art. 21 GDPR.

On the basis of cookies

Purpose and legal basis

This website uses the Matomo software and HubSpot for the statistical analysis of visitor access. The provider of the Matomo software is InnoCraft Ltd, 150 Willis St, 6011 Wellington, New Zealand. The European Commission has issued an adequacy decision for New Zealand. HubSpot is a software company from the USA with a branch in Ireland, HubSpot, 2nd Floor, 30 North Wall Quay, Dublin 1, Ireland. There is a corresponding data protection contract with the service provider on the basis of the standard contractual clauses, in which HubSpot undertakes to process user data only in accordance with our instructions and to comply with the EU data protection level.

Matomo and HubSpot use cookies that enable your use of the website to be analyzed. The information generated by the cookie about your use of the website is stored on servers in Germany.

Matomo anonymizes IP addresses immediately after processing and before storage by shortening the last 2 bytes. HubSpot does not store IP addresses and only uses metadata such as the location or a domain assignment.

The processing is carried out in accordance with Art. 6 para. 1 lit. a GDPR and § 25 TTDSG on the basis of your consent, which can be revoked at any time.

You have the option of preventing the installation of cookies by changing the settings of your browser software. We would like to point out that not all functions of this website may be available if you make the appropriate settings.

You can find more information on the privacy settings of the Matomo software at the following link: https://matomo.org/docs/privacy/. Further information on HubSpot’s privacy policy can be found here: https://legal.hubspot.com/de/dpa and https://legal.hubspot.com/de/privacy-policy

Duration of storage

The data is deleted as soon as it is no longer required for our recording purposes.

Revoke

You can object to the processing of data by Matomo and HubSpot in three different ways:

  •  Firstly, you can prevent the storage of cookies in your browser altogether. However, this may mean that you will no longer be able to use some functions of our website that require identification.
  • You can also click below to create an opt-out cookie, which is valid for 6 months. As a result, Matomo and HubSpot will not register your further visits. Please note, however, that the opt-out cookie will be deleted if you delete all cookies.
  • On the other hand, you can activate the “Do-not-track” setting for Matomo in your browser. We have configured Matomo to respect this setting.

VI. Google Ads (formerly Google AdWords)

Purpose and legal basis

Our Websites use the services offered by Google AdWords. Google AdWords  is a online marketing tool by Google Inc., 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA (“Google”) in order to draw attention to our attractive offers by means of advertising material (so-called Google AdWords) on external websites. The information is usually transferred to and stored on a Google server in the USA, which does not have a level of data protection equivalent to the EEA.

The information generated by the cookie about your use of this website is usually transferred to a Google server in the USA and stored there. There is no Adequacy Decision of the European Commission for the USA. We have concluded so-called standard contractual clauses with Google LLC.

The processing is based on your consent in accordance with Art. 6 Para. 1 lit. a GDPR and § 25 TTDSG.

In relation to the data of the advertising campaigns, we can determine how successful our individual advertising measures are. We do this because our concern is to display advertising that is of interest to you, to make our websites more attractive to you and to be able to make a fair calculation of our advertising costs.

This advertising material is supplied by Google via so-called “Ad Servers”. For this purpose, we use Ad Server Cookies, which provide certain parameters to enable measurement of success, such as the insertion of the advertisements or clicks by the user. If you have reached our website via a Google ad, Google AdWords will save a cookie on your PC. Generally, these cookies expire after 30 days and are not intended to identify you personally. As a rule, the following are saved to this cookie as analysis values: unique cookie ID, number of ad impressions per placement (frequency), last impression (relevant for post-view conversions) plus opt-out information (marking to show that the user does not want to be contacted again).

These cookies enable Google to recognize your browser. If a user visits certain of an AdWords customer’s pages and the cookie stored on his or her computer has not yet expired, Google and the customer can see the user has clicked on the ad and been directed to this website. Each AdWords customer is allocated a different cookie. This means cookies cannot be traced via the websites of AdWords customers. We ourselves do not collect and process any personal data in the advertising measures mentioned above. Google merely makes statistical evaluations available to us. Using these evaluations, we are able to see which of the advertising measures are particularly effective. We do not receive any further data collected from the use of the advertising material; in particular, we are unable to identify the users from this information.

Based on the marketing tools used, your browser automatically makes a direct connection with the Google server. We have no influence on the scope and further use of data collected by Google by means of this tool and therefore inform you according to the state of our knowledge: by integrating AdWords Conversion, Google receives the information that you have called up the relevant part of our internet site or clicked on one of our ads. If you are registered with a Google service, Google can allocate the visit to your account. Even if you have not registered with Google or are not logged in, there is a possibility that the advertising provider may find your internet protocol address and save it.

There are various ways in which you can prevent being involved in this tracking procedure:

  • by an appropriate setting of your browser software: the suppression of third party cookies in particular will mean that you will not receive any ads from third party advertisers
  • by deactivating the cookies for conversion tracking by setting your browser to block cookies from the domain “www.googleadservices.com”, https://www.google.de/settings/ads, although this setting will be deleted if you delete your cookies
  • by deactivating the interest-related ads of the advertising providers that form part of the self-regulating “About Ads” campaign, via the link https://www.aboutads.info/choices, although this setting will be deleted if you delete your cookies
  • by permanent deactivation in your Firefox, Internet Explorer or Google Chrome browser via the link https://www.google.com/settings/ads/plugin. We must point out that in this case you may not be able to use all the functions of this offer to their full extent.

VII. Matomo Tag Manager

Purpose and legal basis

Our websites use Matomo Tag Manager. Matomo is provided by InnoCraft Ltd, 150 Willis St, 6011 Wellington, New Zealand. For New Zealand, there is an Adequacy Decision of the European Commission.

Matomo Tag Manager is a solution that allows tracking and marketing tags to be managed via a single interface. Tags are also referred to as snippets or pixels. They usually consist of JavaScript or HTML code and allow us to integrate various functions into our website with just a few clicks.

The legal basis for this processing when running the Matomo Tag Manager is in each case your consent, Art. 6 Para. 1 lit. a GDPR and § 25 TTDSG.

Provision mandatory or required

Your data is provided voluntarily based solely on your consent.

VIII. Social plug-ins from Facebook, Instagram, Twitter, LinkedIn and Xing

Purpose and legal basis

On our websites we offer you the possibility of using so-called “social plugins” of the companies:

  • Facebook Inc., 1601 S. California Ave, Palo Alto, CA 94304, USA;
  • Instagram Inc., 1601 Willow Road, Menlo Park, CA, 94025, USA;
  • “Tweet” button from Twitter Inc., 795 Folsom St., Suite 600, San Francisco, CA 94107, USA;
  • “Recommended Button” by LinkedIn Corporation, 2029 Stierlin Court, Mountain View, CA 94043, USA;
  • “Share Button” by XING AG, Gänsemarkt 43, 20354 Hamburg, Germany.

To protect your data, we rely on the “Shariff” solution during implementation. This means that the plugins on the website are only displayed as a graphic, which contains a link to the corresponding website of the plugin provider. By clicking on the graphic you will be redirected to the respective services of the provider. Only then will your data be sent to the respective services. If you do not click on the graphic, there will be no exchange between you and the social networks mentioned above.

The information is usually transferred to and stored on a Google server in the USA. There is no Adequacy Decision of the European Commission for the USA. We have concluded so-called standard contractual clauses with Google LLC.

Information about the collection and use of your data in the social networks can be found in the respective terms of use of the respective providers. More information about the Shariff solution can be found at: http://www.heise.de/ct/artikel/Shariff-Social-Media-Buttons-mit-Datenschutz-2467514.html.

IX. EBF Newsletter

Purpose and legal basis

If you wish to receive the newsletter offered on our websites, we require an email address from you as well as information that allows us to verify that you agree to the owner of the email address provided and to receive the newsletter.

We use the so-called double opt-in procedure to ensure that the newsletter is sent in an agreed manner. In the course of this procedure, the potential recipient can be added to a mailing list. The user then receives a confirmation email to confirm the registration in a legally secure manner. Only if the confirmation takes place, the address is taken up actively in the distributor.

We use this data exclusively for sending the requested information and offers.

Newsletter2Go is used as newsletter software. Newsletter2Go is provided by Sendinblue GmbH, Köpenicker Straße 126, 10179 Berlin.

Your data will be transmitted to Sendinblue GmbH. Sendinblue is prohibited from selling your data and from using it for purposes other than sending newsletters. Sendinblue is a certified supplier, which was selected after the requirements of the data security basic regulation and the Federal Law for Data Protection.

Further information can be found here: de.sendinblue.com/informationen-newsletter-empfaenger/.

The processing of the entered data is based on your consent (Art. 6 para. 1 lit. a GDPR and § 25 TTDSG).

Provision mandatory or required

The provision of your personal data is voluntary, based solely on your consent. Without existing consent, we can unfortunately not send you our newsletter.

Duration of storage

Data will only be processed in this context as long as the corresponding consent has been given. Afterwards they will be deleted.

Revoke

You can revoke your consent to the storage of data, email address and their use to send the newsletter at any time, for example by clicking on the “Unsubscribe” link in the newsletter.

XI. Plugins and tools

YouTube

Purpose and legal basis

Our websites uses plugins from the YouTube page operated by Google. The site is operated by YouTube, LLC, 901 Cherry Ave, San Bruno, CA 94066, USA.
When you visit one of our pages equipped with a YouTube plug-in, a connection is established to YouTube’s servers. This will tell the YouTube server which of our pages you have visited.
If you are logged into your YouTube account, you can allow YouTube to directly associate your surfing behavior with your personal profile. You can prevent this by logging out of your YouTube account.

The use of YouTube is based on a legitimate interest according to Art. 6 para.1 lit. f GDPR in an appealing presentation of our online offers.

Further information on the handling of user data can be found in YouTube’s data protection declaration at: https://www.google.de/intl/de/policies/privacy.

Webinare

Purpose and legal basis

In order to be able to conduct webinars via the internet, we use the GoToWebinar software solution from LogMeIn, Inc. 333 Summer Street, Boston, MA 02210 USA. LogMeIn, Inc. is responsible for the provision of this service and the associated data processing. LogMeIn’s privacy policy can be found here.

For the implementation of the webinar, we transmit your registration or customer data to LogMeIn, Inc. The information is transferred to servers in the USA. There is a corresponding data protection contract with the service provider based on the standard contractual clauses.

The processing of personal data is based on a legitimate interest according to Art. 6 para.1 lit. f GDPR in the practical and user-friendly conduction of the webinar, including a good user experience for the purpose of client acquisition and external presentation of EBF GmbH.

For the execution of the webinar, an encrypted connection is established between you and the organizer of the webinar.

The webinars are regularly recorded in order to make them available on the EBF GmbH website for later retrieval. Statistical data is collected during and after the webinar.

If you attend a webinar, in addition to your registration data, we receive information about the duration of participation, interest in the webinar, questions asked or answers given for the purpose of further customer support or to enhance the user experience.

For webinars that we conduct together with partners, name and e-mail address of the registrants are subsequently shared with the respective partner.

Duration of storage

The data you provide will remain with us until you request us to delete it, revoke your consent to store it, or the purpose for storing the data no longer applies. Mandatory legal provisions – in particular retention periods – remain unaffected.

Trainings

Purpose and legal basis

Our website contains a registration form that can be used for electronic registration for our trainings. 

By providing the registration form, we would like to make it easier for you to register for our trainings. The information you provide will be transmitted to us and stored for the purpose of processing the registration, for participant management and for follow-up. 

We use the information you provide to send a registration and booking confirmation to the e-mail address you provide, to provide you with information about the training, and to send you a certificate of attendance and the training materials.

The data to be provided for this purpose are:

  • First name
  • Surname
  • Email address
  • Position
  • Billing address incl. Company

The data entered in the registration form will be transmitted to and stored by us and doo GmbH, whose software we use for registration and participant management.

The data protection information and terms of use of doo GmbH can be found under the following links:

The processing of the data entered in the registration form is based on a legitimate interest according to Art 6 (1) lit f DSGVO in a practicable and user-friendly training management and regarding the initiation, implementation or termination of a training contract according to Art 6 (1) lit b DSGVO.

Provision mandatory or required

The provision of your personal data is voluntary. However, we can only process your registration if you provide us with the above data.

Storage period

The data you enter in the registration form will remain with us until you request us to delete it, revoke your consent to store it, or the purpose for storing the data no longer applies (usually after training has been completed). Mandatory legal provisions – in particular retention periods – remain unaffected.

XI. Application procedure

On our websites you can send your application online to EBF GmbH. We process the data you provide exclusively for the purpose of evaluating your professional suitability and contacting you, as well as for establishing an employment relationship, if applicable, for the purpose of carrying out pre-contractual measures, which will be carried out upon request.

The personal data includes, for example:

  • Personal data (e.g. name, address and contact details)
  • details of qualifications (e.g. education and professional experience, language skills and training)

and other data comparable with the above categories.

Who gets my data?

Within the framework of applicant management, we use Prescreen International GmbH as our service provider, which acts as our contract processor. In order to ensure an effective and rapid application process, the applications submitted by form and those submitted by e-mail are processed by Prescreen International GmbH. In all cases we will ensure that your data is transferred securely. For this reason, all data transmission to Prescreen International GmbH is encrypted.

Duration of storage

If your application is rejected, your data will be deleted six months after the decision is announced.

If there is an employment relationship, the application documents are stored at least for the period of employment at EBF GmbH.

Provision mandatory or required

The provision of personal data is not required by law or contract. However, it is not possible to process the application without providing it.

The legal basis for the collection and processing of applicant data is Art. 6 para. 1 lit. b, f GDPR.

XII. Your rights to information, correction, blocking, deletion, data transfer and objection

You have the right to receive information about your personal data stored by EBF GmbH at any time according to Art. 15 GDPR. You also have the right to correction according to Art. 16 GDPR, blocking according to Art. 18 GDPR or, apart from the prescribed data storage for business purposes, deletion according to Art. 17 GDPR, data transfer according to Art. 20 GDPR and objection according to Art. 21 GDPR of your personal data. Please contact the data protection officer of EBF GmbH.

In order that a block of data can be considered at any time, these data must be kept in a block file for control purposes. You can also request the deletion of the data, unless there is a legal archiving obligation. If such an obligation exists, we will block your data on request.

Information about your right to object according to Art. 21 GDPR: At any time, you have the right to object for reasons relating to your particular situation to the processing of personal data relating to you that is carried out on the basis of Art. 6 (1) (f) GDPR (data processing on the basis of a balance of interests); this also applies to profiling based on this provision within the meaning of Art. 4 No. 4 GDPR. In case you object, we will no longer process your personal data unless we can demonstrate compelling legitimate reasons for the processing which override your interests, rights and freedoms, or the processing serves the purpose of asserting, exercising or defending legal claims.

You can change or revoke your consent by notifying us accordingly with effect for the future.

You may at any time complain to the supervisory authority responsible for you. Your responsible supervisory authority depends on the federal state of your residence, your work or the presumed violation. You can find a list of the supervisory authorities (for the non-public sector) and their addresses at: https://www.bfdi.bund.de/DE/Infothek/Anschriften_Links/anschriften_links-node.html

If you would like more detailed information on your personal data, our data protection officer will be happy to answer any questions you may have regarding our data protection policy.

XIII. Changes to our privacy policy

We reserve the right to amend this data protection declaration from time to time so that it always complies with current legal requirements or in order to implement changes to our services in the data protection declaration, e.g. when introducing new services. Your next visit will then be subject to the new data protection declaration.

Privacy policy for our social media appearances

The privacy policy for our social media presences can be found under this link.

Enterprise Mobility Newsletter

We keep you up to date on the topics of Enterprise Mobility and Digital Workplace

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