Backup Stock Management App

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

Personal data is data or a combination of individual data through which a person can be identified. Your personal data will be processed in compliance with the applicable data protection law, especially the General Data Protection Regulation (GDPR).

Further development of the BSM application and the implementation of new statutory requirements or new technologies may make modifications to this data protection policy necessary. Due to that we recommend that you should read this data protection policy occasionally. You will be notified of any changes to this data protection policy.

The responsible controller in terms of data protection is:

The controller is always the customer/client of B. Braun Group using the Tray Organizing Manager Application.

The processor is

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

3.1 Personal Data during the registration

To use the application following personal data has to be entered for the registration: e-mail address.

The e-mail address will identify the user during the use of the BSM application and from now on we will name it “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 authorized area of responsibility.

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

After successful registration the functions of the application are available. The contents 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 secret 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 our web app.

3.2 General Data collected during the use of the Application

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 according to the use of the application:

BSM APP

·      Dates and times of withdrawals and restockings (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 

·      Pictures of Backup Stocks 

·      Item pictures 

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

·      Connection to B.Braun Online Shop 

Furthermore, you can use the BSM App in connection with the Tray Organizing Manager Application “TOM App”

The Tray Organizing Manager App (TOM App) The Tray Organized Manager (TOM App) is designed to support the assembly process in the CSSD and to simultaneously create reprocessing data for packed sets as well as single-packed items. The generated data can be analyzed in order to optimize the assembling process in the CSSD.

The purpose of the TOM APP is to handle the assembling process in the CSSD and providing key functionalities for hospitals and outpatient clinics that do not yet have a digital instrument management system. TOM assists in performing everyday processes such as set packing, reporting of defective instruments and checking on packed sets. By using TOM, the app generates, collects and analyzes data of all activities in the assembling area in real time.

When you use the BSM App in connection with TOM App the following personal and general data are processed:

·      Username who created the report of defects detected in an instrument production.

·      Username requesting reservation of instruments.

·      Username confirming the reservation of instruments.

·      Dates and times of instrument reservations.

·      Inventory overview by product and set.

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

3.3 Personal Data within the Sterile Goods Data Analysis

Through the Sterile Goods Data Analysis (SGDA), a multidisciplinary team evaluates relevant data from BSM to gather transparency about the digital management of the inventory in a Central sterile supply department (“CSSD”).

The Sterile Goods Data Analysis (SGDA) provides transparency of the data recorded in the BSM app combined with the experience and benchmarks of B. Braun.

The continuous data analytics identifies potential for improvement and supports evidence-based decision making.

Together with the hospital‘s team, the B. Braun Consultant defines the scope of the analysis and its objectives that might include the following areas of evaluation:

BSM App:

·      Dates and times of withdrawals and restockings (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

BSM APP in connection with TOM APP

·      The report of defects detected in an instrument production.

·      The total of reservation of instruments.

·      Dates and times of instrument reservations.

Based on this evaluation, B. Braun consultants make recommendations for adjustments to the assembling process.

A standard report will be provided with the analyzed information and arguments. This report will help the hospital to make decisions based on the needs of its process and best practices in the Inventory Management of the CSSD.

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 hospital) and us to be allowed to process the personal data of its employees for the fulfilment of the contract.

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 proper use of the app, and is therefore not captured.

Your personal data will be exclusively utilized for supporting and maintaining the Backup Stock Management application within the B. Braun Group. It will not be shared with any third parties without your prior consent. One exception to this is forwarding of your data to service partners, such as IT service providers. These companies are so-called 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 the German data protection 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 within the packing process (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. To this end, the corresponding data and information will be forwarded to Microsoft.

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

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 application. Afterward, all of your personal data will be deleted insofar as no statutory archival requirements specify otherwise. 

Within the app, we use browser cookies or session IDs for the registration and login process, and also 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 web app.

We are using cookies to enable userlane, which is a functionality to have a smooth onboarding. To have a good user experience cookies are used to show you information you haven’t seen yet.

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

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 (see 7). 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 to an admin. You always have the right to withdraw your consent to 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.

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