Privacy policy of the GFOS Group

for business partners, visitors and interested persons

 

For the purpose of communication, the exchange of information and services and for other purposes associated with an existing business relationship, personal data is required, e.g. name, contact details or function of the person concerned.

The provision of personal data takes place

  • via the use of our online services,
  • in connection with registration processes or personal provision of data, e.g. by handing over a business card,
  • by the company, e.g. when contact information is provided by their responsible persons.

This is done in accordance with both legal provisions and the personal rights of the data subjects. Data subjects have the right to obtain information about their personal data, to request the erasure or rectification of their data or to request a restriction of processing. Consequently, services based on this data can no longer be used. Data subjects can address questions and complaints to the supervisory authority in their country or to the data protection officer of GFOS datenschutz [at] gfos.com at any time.

Scope of data

The following data may be collected from you and processed for this purpose:

  • Identification data, e.g. name, gender, user ID if applicable (when using the customer login on our website or the online service portal)
  • Business address and contact data, e.g. work address, e-mail address, telephone numbers, organizational data such as company, department, function
  • Time and attendance, e.g. when staying at GFOS mbH facilities (visitor management) or when performing services
  • Activities, tasks and assignments, e.g. for projects

Purpose

Your data may be used for the following purposes:

  • Operational purposes
  • Identification and authorization
  • Communication, e.g. to clarify questions or appointments and to exchange information
  • Documentation of activities, e.g. meetings, events and agreements
  • Complaint management

 

In addition, personal data of visitors and persons who have requested services or with whom a relationship already exists (neighborhood, media representatives) can be used for

  • Provision of information and requested services, e.g. newsletters
  • Monitoring and security checks

 

Personal data of business partners, e.g. suppliers, customers, contractual partners, service providers or partners, may also be used for

  • Processing transactions, e.g. payment, invoicing and contract management
  • Logistics, e.g. transportation
  • Authorization and identification management for electronic procedures, including technical support and troubleshooting
  • Administrative communication, e.g. sales promotion or product development
  • Monitoring, controls and surveys
  • Direct marketing

Processing principles

GFOS mbH ensures the implementation of appropriate technical and organizational measures for data security through internal regulations and - if the data is processed by an external service provider - through appropriate contractual agreements, for example by using the EU standard contractual clauses for data processing outside the European Union.

Please ensure that your data is always up to date and correct, e.g. by notifying us of relevant changes or - if possible - making them yourself.

Questions regarding the scope, correction or deletion of your data and requests for information can be clarified with the legal department or the data protection officer.

Monitoring and investigation

To protect against the various threats to our IT - e.g. malware, hacker attacks, spam - and intellectual property, various procedures are used in which the information exchanged is checked for viruses, for example, and the connection data is examined for anomalies. If anomalies are detected, the relevant documents and connection data can be analyzed.

To ensure compliance with existing delivery and payment restrictions - such as companies and individuals on various government lists - the existing data can be compared against this list.

Furthermore, in cases of suspicion that are reported via the compliance hotline, for example, in the case of official investigations and to defend against claims against the GFOS Group, it may be necessary to carry out an investigation and, if necessary, to hand over data and documents relating to the person concerned.

In all cases, our internal regulations, the legal requirements and the personal rights of the persons concerned are observed.

Data storage

Your data will only be stored for as long as is necessary to fulfill the respective purpose and to comply with regulatory requirements, usually for the duration of the respective contractual relationship, including any applicable statutory retention period.

The personal data of business partners is generally deleted 10 years after the last contact. For other persons, e.g. visitors or newsletter subscribers, the data will be deleted 5 years after the last contact or upon request.

Data is deleted as part of the deletion routines defined by the process owners.

Monitoring and investigation

To protect against the various threats to our IT - e.g. malware, hacker attacks, spam - and intellectual property, various procedures are used in which the information exchanged is checked for viruses, for example, and the connection data is examined for anomalies. If anomalies are detected, the relevant documents and connection data can be analyzed.

To ensure compliance with existing delivery and payment restrictions - such as companies and individuals on various government lists - the existing data can be compared against this list.

Furthermore, in cases of suspicion that are reported via the compliance hotline, for example, in the case of official investigations and to defend against claims against the GFOS Group, it may be necessary to carry out an investigation and, if necessary, to hand over data and documents relating to the person concerned.

In all cases, our internal regulations, the legal requirements and the personal rights of the persons concerned are observed.

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+49 . 201 • 61 30 00

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