Tray Organizing Manager App

The following data protection policy specifies which types of personal data are collected and processed in connection with usage of the TOM (Tray Organizing Manager) 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 TOM 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 TOM 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:

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 TOM application. Hereafter this will be referred to as “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 TOM 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:

TOM APP

• Packing lists
• Inventory overview
• Packing times
• Set pictures
• Item pictures
• Repair requests
• Replacements requests
• Username who registers the contents of the set
• Username who generates reports
• Instructions for use and reprocessing documents
• Connection to B.Braun Online Shop 

Furthermore, you can use the TOM App in connection with the Backup Stock Management Application “BSM App”

The Backup Stock Management App (BSM App) is a tool for the digital management of the inventory. Based on defined minimum stock levels, the order suggestion module is supporting the replenishment process. Additionally, the basic repair management module allows to track the repair and replenishment process. The generated data can be analyzed in order to optimize the inventory contents and stock levels.

The purpose of the BSM APP is to support the management of a set-up Backup Stock. With the help of the BSM App, which is the digital twin and management tool of your Backup Stock, the CSSD staff can generate documentation of the Backup instruments used and is going to receive alerts once the minimum stocks of your Backup have been reached. Thereby you will be reminded to replenish your Backup Stock with functional instruments as soon as it is needed.

When you use the TOM App in connection with BSM 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 TOM to gather transparency about the production volume from the packaging processes in a Central sterile supply department (“CSSD”).

The Sterile Goods Data Analysis (SGDA) provides transparency of the data recorded in the TOM 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:

TOM App:

• Surgical trays content
• Surgical trays structure
• Assembling production
• Overview about sets and disciplines
• Variety of models and manufacturers
• Tray-Flow-Analysis
• Production level at different times
• Surgical trays Sterile packaging
• Repair requests
• Replacements requests

TOM APP in connection with 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 

Based on this analysis, 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 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.

We ask you to use your pictures, grant access to your camera and (if applicable) file folders when you start using the TOM application.

The use of the camera is intended to generate pictures as evidence when reporting defects of instruments. It is the user's responsibility to use the tool correctly and not to take photographs outside the context of the surgical instruments.

If you refuse permission we will not use the data and you are not able to use all the functions provided by our application. You are able to grant or refuse the permission via the settings at any time.

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

• The creation and the upload of set pictures.
• The creation and the upload of item pictures.
• The upload of item related documents like instructions for use or reprocessing documents.

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 Tray Organizing Manager 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 TOM 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 TOM 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