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Purpose and legal basis of data processing

Our business is the manufacture of chemical products and their sale and sale to commercial and private customers. For this purpose, we require personal data from you, such as name, address and, if applicable, contact data, in order to be able to send you the ordered goods or requested offers and subsequently to be able to send you the invoice.

We process your personal data in compliance with the EU Data Protection Ordinance (DSGVO) and the Federal Data Protection Act (BDSG).

What personal data do we need to fulfill the contract?

• If you wish us to ship the goods or make you an offer, we require at least your surname and first name (company name and legal form), your delivery address and, if applicable, a different billing address in accordance with DSGVO Chapter II Art. 6 Paragraph 1 b. For goods that cannot be sent in a parcel, we also require a time specification as to when the goods can be delivered to you and accepted.
• If you are a company within the European Union but outside the Federal Republic of Germany and you wish an invoice without VAT, we additionally need your VAT identification number.
• We collect and use the telephone number(s) and/or e-mail address(es) provided by you for queries within the scope of order fulfilment. In the case of companies, also the name and first name of the respective contact person.
• If the goods requested by you are subject to legal prohibitions and restrictions (e.g. in accordance with the Chemicals Prohibition Ordinance §3), we must additionally require proof of identity and/or expertise from you.

Which data are created, processed and stored by us within the scope of contract fulfilment?

We generate, process and store the following data and documents within the scope of order fulfillment and statutory documentation obligations, commercial and tax retention periods:

• Enquiries, orders, complaints, order confirmations, delivery documents, invoice documents
• Proofs provided by you, as required by law, such as safety data sheets, proofs of age or expertise
• Commercial and tax documents prepared by us, such as order confirmations, delivery documents, invoice documents and customs documents

What additional data do we collect and store in the course of a long-term business relationship with companies?

If you as a company are or enter into a long-term business relationship with us, we regularly store and process the following data for effective business transactions in accordance with DSGVO Chapter II Art. 6 paragraph 1 f:

• Personal contact data provided by you of your regularly contacting or responsible person, such as first and last name, title and function in your company, department, business mobile, telephone and fax number or extension, business e-mail address.
• For legal entities, the surname, first name and date of birth of the authorized representative(s) or employee(s) listed in the commercial register.
• Analyses provided by us or prepared by us including type and scope of the machines, printing processes and consumables used by you.
• Information on the economic situation of your company, such as extracts from the commercial register, balance sheets and financial ratings from credit agencies.
• Created or received catalogues, product descriptions and price lists.
• Agreements and contracts created or received.
• General information on order and delivery processing.
• In the context of a long-term business relationship and the associated voluntary exchange between employees, we could obtain further personal data of your employees in accordance with DSGVO Chapter II Art. 6 Paragraph 1 a. With the exception of alternative contact details and date of birth, we will never store any other personal data of your employees.

Which data are we evaluating?

We do not evaluate any personal data.

If you as a company are in a long-term business relationship with us or if you wish to pay on account, we regularly procure and evaluate the following, non-personal data:

• The economic situation of your company on the basis of extracts from the commercial register, balance sheets received or valuations by credit agencies.
• Evaluations of type and number, frequency, articles ordered by your company, complaints and the payment behaviour and delivery history of your company created by us, not personalized.

Furthermore, we do not use automated, automated evaluation or decision making through artificial intelligence such as "big data analysis" or "profiling".

Do we share information with third parties?

In general, we do not disclose data to third parties and actors outside the European Union, unless this is directly necessary for the fulfilment of the contract (DSGVO Art. 6 paragraph 1 b) or due to legal requirements (DSGVO Art. 6 paragraph 1 c). Should you wish the ordered goods and/or payment to be sent on account, we regularly pass on the following data to third parties:

Forwarding companies, letter and parcel service providers: For the dispatch of goods and documents we pass on your surname and first name (company name and legal form), delivery address and if necessary type and quantity of goods, value of goods, pro forma invoices as well as personal recipient information and if desired your e-mail address or telephone number for delivery notifications to the service provider.

Banks and payment service providers: If you wish or if we make non-cash payments, we pass on your account name, account number, payment amount, purpose of payment to participating banks or payment service providers.

Direct business: For direct sales within the European Union we give your surname and first name (company name and legal form), delivery address and, if desired, your e-mail address or telephone number for delivery notifications to the supplier for the dispatch of the goods.

Business credit agencies and commercial credit insurers: If you as a company wish payment on invoice, we exchange your company name and legal form, postal and delivery addresses and - if available - sales volumes you generate with us, invoice balances, outstanding payments and, in the event of a claim, invoice documents with business information agencies and commercial credit insurers.

Customs authorities and service providers for customs clearance: In the case of export to third countries, we must pass on your surname and first name (company name and legal form for companies), delivery address, type and quantity of goods, value of goods to the customs authorities involved and compare them against sanctions and anti-terror lists.

Do we use your personal information for advertising?

We will never contact individuals or end users unsolicited for promotional purposes. If you as a company are or enter into a long-term business relationship with us, we will only contact you or your responsible person in charge for advertising purposes if there could be a presumed interest for your company due to the circumstances known to us. Furthermore, we generally refrain from annoying bulk advertising (e.g. weekly newsletters) and will never pass on your data to uninvolved third parties for advertising purposes.

Where and how is your data stored?

We store all collected data centrally within our business premises in Schnaittach in electronic and/or written form. Access to our central computer system and computer workstations is protected by user authentication, firewall and virus scanner.

The central electronic data storage and physical data backups are located in separate rooms with access protection. The data is not outsourced to third parties (e.g. cloud storage). Data stored locally on mobile devices such as notebooks and mobile phones is limited to e-mail correspondence directly to/with the clerk and, in the context of a long-term business relationship, to contact data and reduced order evaluations (type and number of articles ordered). Lost devices and their data can be blocked or deleted. Written documents are kept in our locked office in Schnaittach, which is protected by an alarm system.

Who has access to your data?

Written documents are separated spatially and differentiated according to department and responsibility. Electronically stored data is restricted in its access by user authentication and authorization models. Employees not entrusted with commercial activities usually have no access to your data. Our employees are not allowed to misuse your data and are bound to secrecy.

Overview of WS print GmbH service providers

To fulfil our contractual and legal obligations, we make use of other external service providers (e.g. tax consultants and IT service providers). The disclosure of or insights into your personal or other data will of course only be granted in individual cases in compliance with data economy, legal requirements and, where applicable, confidentiality agreements. This list of service providers gives you an insight into the service providers we regularly work with (as of 01.05.2018).

How long do we store your data?

We discard personal data as soon as they are no longer required for the above-mentioned purposes, but at least as long as we are legally obliged to do so or as long as claims can be asserted against our company (limitation periods).

The German Commercial Code, the Tax Code and the Money Laundering Act, among others, stipulate corresponding periods of proof and retention. The retention periods here are regularly up to ten years.

Your privacy rights

You can get from us

• information about your personal data stored by us
• a transfer of your data to third parties in machine-readable form
• a correction of inaccurate or incomplete personal data
• a restriction on the processing of your personal data
• a partial or complete deletion of your personal data

if they are no longer required for the original purpose and the deletion does not conflict with statutory documentation and retention periods.

Your right of objection

You have the right to object to the processing of your personal data for direct marketing purposes.

Your right to complain

In the event of complaints, you have the right to contact us directly at the address mentioned under point 1 or the data protection supervisory authority responsible for you in your country. Further information can be found at https://edps.europa.eu/ The competent supervisory authority for customers residing within the Federal Republic of Germany and Austria is:

• Bavarian State Office for Data Protection
• Promenade 277
• 91522 Ansbach
• GERMANY
• Phone: +49 981 5313 00
• Fax: +49 981 5398 1300
• E-mail: poststelle@lda.bayern.de
• Internet: https://www.lda.bayern.de