On the following pages, we would like to give you an overview of the ways in which we process your personal data and of your rights under the German and European data protection laws. Which data we process and how this data is used depends primarily on the subject or purpose of our contact. Consequently, not all parts of this document will apply to you.
1. Who is responsible for data processing and whom can you contact?
Responsibility for data processing lies with
D.W. RENZMANN Apparatebau GmbH
Michael Schneiß, Managing Director
Phone: +49 6751 878 0
Fax: +49 6751 878 111
Contact information of our Data Privacy Officer:
SPH IT + Consulting GmbH & Co. KG
If you want to contact the DPO by mail, simply add “The Data Privacy Officer” to our address.
2. Which data and data sources do we use and what is their origin?
We process personal data that we receive from our customers or other persons concerned, e.g. customer agents, prospective customers, within the context of our business operations: information on the person (name, contact information, address, phone and fax number, e-mail address), order data, data from our fulfillment of contractual obligations, advertising and marketing data and other data of similar categories.
We also process personal data from advance personal, telephone or written contact, whether initiated by you or us, such as information about the communication channel (telephone, e-mail, fax, Internet).
In addition, we process personal data that we obtain legitimately from public sources (e.g. commercial register, press reports, media, Internet) and that we are authorized to process.
3. Why do we process your data (purpose of processing) and on what legal basis?
We process personal data in compliance with the provisions of the GDPR, the German Federal Data Protection Act and all other relevant legislation.
a) For the performance of our contracts (Art. 6 Par. 1 Cl. b GDPR)
We process your data to provide our services / manufacture and deliver our goods within the framework of our contracts with customers and other persons concerned, or for pre-contractual activities carried out on request. The purpose of data processing is mainly determined by the subject of the contract and may include such services as requirements analysis and consulting.
b) Within the context of a weighing of interests (Art. 6 Par. 1 Cl. f GDPR)
Where necessary, we will process your data beyond the actual fulfillment of the contract in order to safeguard our legitimate interests.
Examples include advertising, review and optimization of requirements analysis processes for the purpose of approaching customers directly, assertion of legal claims and defense in the event of legal disputes, ensuring IT security and the integrity of our IT system, building and equipment safety (e.g. access restrictions), preventing and solving criminal offenses, business management and the continued improvement of our products and services.
c) To comply with legal obligations (Art. 6 Par. 1 Cl. c GDPR)
We are subject to various legal obligations, including, but not limited to, control and reporting obligations.
d) Based on your consent (Art. 6 Par. 1 Cl. a GDPR)
Where you have given your consent to the processing of personal data for certain purposes (e.g. by handing over your business card, contacting us via e-mail, telephone, fax or letter), we may legitimately process this data based on your consent. You may withdraw your consent to future processing of your data at any time. The declaration of withdrawal requires no special form.
4. Who receives my data?
Your data will be disclosed to staff members of our company who need the data to fulfill our contractual and legal obligations. Your data may also be forwarded to subcontractors and proxies for the same purpose, provided that these persons respect data confidentiality and comply with our directions regarding data privacy.
With respect to the disclosure of data to persons outside our company, we keep in mind that we are obliged to treat confidentially any and all data of our customers and prospective customers. We may only disclose your information if we are legally obliged to do so or if you have given your consent to such disclosure. Subcontractors commissioned by us to process and fulfill orders must also guarantee data confidentiality and compliance with the provisions of the GDPR. Such subcontractors are primarily print shops, service providers for the destruction of data carriers, persons involved in EDP/IT support and maintenance, scanning, and payment transactions, as well as legal and tax advisors.
5. Will my data be transmitted to a third country or international organization?
Your data will only be transmitted to countries outside the EU or the EEA (“third countries”) if this is necessary for order fulfillment, legally required (e.g. reporting obligations for tax purposes), if you have given your consent or in the context of a data processing agreement. If service providers in a third country are used, they must comply both with written directions and the applicable EU standard contract provisions that ensure a level of data privacy equivalent to that in Europe.
6. How long will my data be stored?
We will process and store your data as long as this is necessary to fulfill our contractual or legal obligations.
Data that is no longer needed to fulfill contractual or legal obligations will be deleted at regular intervals, unless further, temporary processing is required to fulfill storage obligations arising from commercial and tax legislation (German Commercial Code and Fiscal Code). The periods specified by these laws for the storage and/or documentation of data usually range from 2 to 10 years. In these cases, once the original purpose of data processing no longer exists, processing is restricted to the point that only the data storage obligations resulting from the above or similar laws are fulfilled.
In addition, there may be individual storage interests that override the obligation to delete data. In these cases, too, processing is restricted to the data storage required by law once the original purpose of data processing no longer exists.
7. Your data privacy rights
Every data subject has a right of data access (Art. 15 GDPR), a right to rectification (Art. 16 GDPR), a right to erasure (Art. 17 GDPR), a right to restriction of processing (Art. 18 GDPR), a right to object (Art. 21 GDPR) and a right to data portability (Art. 20 GDPR). If you decide to exercise any of the above rights, we will determine if the relevant legal requirements are fulfilled. You also have the right to lodge a complaint with the Rhineland-Palatinate State Commissioner for Data Protection and Freedom of Information.
You may withdraw your consent to the processing of your personal data at any time. The same applies to any consent given before the entry into force of the GDPR, i.e. before May 25, 2018. Please note that your withdrawal only applies to future data processing. Any processing done before your withdrawal will not be affected.
8. Are you obligated to disclose your data?
Within the framework of our business relationship, you must provide personal data that is required to establish, execute and terminate a business relationship and to fulfill the associated obligations, as well as personal data that we are legally required to collect. Without this data, we are not able to conclude, execute and terminate a contract with you.
9. Final remarks
Our business operations require us to collect and process data. Wherever and whenever data is collected and processed, its protection and security must be ensured. This is not just a legal obligation to us, but a very personal concern.
If you need more information than this Data Privacy Statement can provide, or if you would like to know more about certain aspects of data protection, please contact us using the information in section 1 of this statement.
Objection relating to the data subject’s particular situation
At any time, you have the right to object, on grounds relating to your particular situation, to the processing of personal data concerning you which is based on Art. 6 Par. 1 Cl. f GDPR (data processing based on the weighing of interests).
If you object, we will no longer process your personal data, unless we can provide compelling legitimate reasons for such processing that override your interests, rights and freedoms or unless such processing is required to establish, exercise or defend legal claims.
Objection to data processing for direct marketing purposes
In some cases, we will process your personal data for the purpose of direct marketing. You have the right to object at any time to the processing of personal data concerning you for this purpose.
If you object to data processing in the context of direct marketing, we will no longer process your personal data for this purpose.
Where to address your objection
You can object in an informal letter with the subject line “Objection” that states your name and address and is addressed to:
D.W. RENZMANN Apparatebau GmbH Industriestraße 1
Fax: +49 6751 878 111