Data privacy statement
In the following statement, we inform you about the collection of personal data when using our website. Personal data is all data that refers to you personally, e.g. name, address, e-mail addresses, user behaviour. We have taken extensive technical and operational safeguards to protect your data from accidental or intentional manipulation, loss, destruction or access by unauthorised persons. Our security procedures are regularly reviewed and adapted in line with technological progress.
1 Party responsible for data processing
The person responsible in accordance with Art. 4 (7) of the EU General Data Protection Regulation (GDPR) is trans-o-flex Express GmbH, Hertzstr. 10, D-69469 Weinheim, Tel. +49 6201 988 0, e-mail: email@example.com (further information can be found in our legal notice).
2 Data protection officers’ contact point
You can contact our data protection officers at firstname.lastname@example.org, or by writing to our postal address additionally specifying “the data protection officer”.
3 Your rights
You have the following rights with respect to us as regards your personal data.
3.1 General rights
You have a right to information, correction, deletion, limitation of processing, objection to processing and data portability. As far as processing is based on your consent, you have the right to revoke it with effect for the future.
3.2 Rights in the processing of data on the basis of legitimate interest
In accordance with Art. 21 (1) of the GDPR, you have the right, at any time and for reasons arising from your particular situation, to object to the processing of personal data relating to you pursuant to Art. 6 (1) (e) of the GDPR (data processing in the public interest) or based on Art. 6 (1) (f) GDPR (data processing for the protection of a legitimate interest), which also applies to profiling based on this provision. In the event of you lodging an objection, we will no longer process your personal information unless we can demonstrate compelling legitimate grounds for processing that outweigh your interests, rights and freedoms, or the processing is for the purpose of enforcing, pursuing or defending legal claims.
3.3 Rights as regards direct advertising
If we process your personal data in order to conduct direct advertising, you have the right, in accordance with Art. 21 (2) GDPR, to object at any time to the processing of your personal data for the purpose of such advertising, which also applies to profiling, as far as this is associated with such direct advertising. In the event of you objecting to your data being processed for the purpose of direct advertising, we will no longer process your personal data for these purposes.
3.4 Right to complain to a supervisory authority
You also have the right to complain about the processing of your personal data by us to a competent data protection supervisory authority.
4 Collection of personal data when visiting our website
When using our website merely for informative purposes, i.e. if you do not register or otherwise provide us with information, we only collect the personal data that your browser transmits to our server. If you wish to view our website, we collect the following information that is technically necessary for us in order to display our website and to ensure its stability and security. The legal basis for this is Art. 6 (1) (f) GDPR:
IP address, date and time of the request, time zone difference to Greenwich Mean Time (GMT), content of the request (specific page), access status/HTTP status code, amount of data transferred, website from which the request comes, browser, operating system, and its interface, language and version of the browser software.
5 Contact by e-mail or contact form
When you contact us by e-mail or via a contact form, the details you provide (category, salutation, last name, address and e-mail address) will be stored by us to enable us to answer your questions. Insofar as we use our contact form to request entries that are not required for contacting us, we have always marked these as optional. This information serves to concretise your enquiry and to improve the handling of your request. Notification of this information is provided expressly on a voluntary basis and with your consent, Art. 6 (1) (a) GDPR. As far as this information relates to communication channels (e.g. e-mail address, telephone number), you also consent to us contacting you via this communication channel to answer your request. You can of course revoke this consent at any time for the future. We delete the data that arises in this context after its storage is no longer required, or limit the processing if there are statutory retention requirements.
You can use your e-mail address to subscribe to our newsletter, which informs you about our latest products and services, if you agree to receive the newsletter and thereby consent to the processing of your personal data. The legal basis for this processing is Art. 6 (1) clause 1 lit. a GDPR. We store your e-mail address for as long as you subscribe to our newsletter. In addition, we store your IP addresses and times when you register and confirm to prevent misuse of your personal information. The service is provided by our e-mail service provider CleverReach, which processes GDPR-compliant data in Europe and therefore also uses what is known as the “double opt-in” procedure for consent. You will first receive an e-mail with a link that you can use to confirm that you are the owner of the e-mail address and would like to be notified through our e-mail service. If your subscription is not confirmed within 72 hours of requesting the confirmation e-mail, the personal data you have provided will not be processed, but automatically deleted. You can unsubscribe from the newsletter and thus revoke your consent at any time by clicking on the link contained in each newsletter. Your personal data will not be passed on to third parties.
You can apply to our company electronically, in particular via e-mail or web forms. Needless to say, we will only use your information for the purpose of processing your application and will not pass it on to third parties. Please note that unencrypted e-mails are not transmitted with access protection.
You can also apply online to our company via our application portal. Your online application will be forwarded via an encrypted connection directly to our HR department and, as you might expect, will be treated confidentially. Needless to say, we will only use your information for the purpose of processing your application and will not pass it on to third parties.
If you have applied for a specific vacancy and it has already been filled, and we would like to consider you for another job for which we deem you to be better suited, we may forward your application within the company. Please let us know if you do not consent to your application being forwarded.
Your personal data will be deleted immediately after completion of the application process, or after a maximum of six months, unless you have explicitly given us your consent for your data to be stored for longer or a contract has been concluded. The legal basis is Art. 6 (1) (a), (b) and (f) GDPR as well as § 26 Federal Data Protection Act (‘BDSG’).
mytof provides you with an interactive tool for consignment tracking, communication with trans-o-flex customer service and placing trans-o-flex Now collection orders. If you are already a trans-o-flex customer, you will have received your access data for mytof from customer service and which you can amend and correct at any time under the user profile menu item. The processing of your personal data in the event of changes will be carried out for the further fulfilment of the contract (Art. 6 (1) lit. b GDPR).
When you register for the first time without already being a customer, the data provided by you (first and last name, e-mail address, telephone number, fax number, company name, department, address) will be collected and stored in order to successfully complete the registration, set up a customer master account and provide the services for consignment tracking, damage reports and the placing of trans-o-flex Now collection orders. Insofar as we use the user profile creation form to request information that is not required for the creation of an account and the use of the services, we have always marked this as optional. This information helps us to process our services better. The e-mail address you provide will also be used to send you a new password if necessary. We process this data on the basis of Art. 6 (1) lit. b, f GDPR.
8.2 Consignment tracking
As a registered user you have the possibility to track the consignment and the associated consignment events and to retrieve damage reports. We will use the e-mail address you provide to notify you in the event of non-delivery so that you can make arrangements for the delivery. The processing of sender data for the purpose of transmitting consignment tracking and notifications takes place on the basis of Art. 6 (1) lit. b GDPR.
8.3 Create employee accounts
When using the Mytof tool, you also have the option of creating employee accesses. The employee master data provided by you (first and last name, e-mail address, company, address) will be processed on the basis of Art. 6 (1) lit. f GDPR, whereby our legitimate interests are the execution of the contract and the proper and smooth course of business. The employees concerned have the right at any time to object to this processing with effect for the future.
If you create sub-accounts for additional employees, we will also collect the personal data listed above from the employee. Please note that in this case we do not collect the personal data directly from the respective employee (you), but from the employee creating the employee account and this is the source of the personal data according to Art. 14 (2) lit. f GDPR.
9. “trans-o-flex insight”
With”trans-o-flex insight”, we provide trans-o-flex recipients a shipment tracking option. You can use this recipient service both via our app and via our homepage. trans-o-flex insight can be used with or without registration.
9.1 trans-o-flex insight without registration
Without registration you can use the shipment tracking for individual shipments. To do so, you must enter the shipment number, the postal code and the house number in the corresponding field. Personal data will not be collected.
9.2 trans-o-flex insight with registration
9.2.2 Use of Google reCAPTCHA
In order to ensure sufficient data security when submitting forms, we use in certain cases the service reCAPTCHA of the company Google Inc. This serves primarily to distinguish whether the input is made by a natural person or abusively by machine and automated processing. The service includes the sending of the IP address and possibly other data required by Google for the reCAPTCHA service to Google. The deviating data protection regulations of Google Inc. apply here. Further information on the data protection guidelines of Google Inc. can be found at http://www.google.de/intl/de/privacy or https://www.google.com/intl/de/policies/privacy/.
9.2.3 Automatic account deletion
You can delete your account at any time. For this purpose, you will find a button within the app. Your data will be deleted immediately if there are no legal retention periods to the contrary.
Via tof.now, entrepreneurs have the possibility, according to § 14 BGB (German Civil Code), to place shipping orders and to track shipping orders. This possibility exists on the one hand by creating a customer account or ordering as a “guest”.
10.1 Customer account
You do not have to create a customer account in order to place a shipping order or use the shipment tracking function via tof.now. You can therefore use tof.now as a “guest” without registering.
However, you have the option to voluntarily create a customer account with us if you are an entrepreneur according to § 14 BGB (German Civil Code). Our services are only available to entrepreneurs according to § 14 BGB. To register, you must enter the relevant data once and can log in conveniently for subsequent shipping orders using your e-mail address and the password you have chosen yourself. To set up a customer account, go to tof.now and select “Login” at the top right and then “Register now”. Alternatively, you can also register during the ordering process of a shipping order. To do this, enter the relevant data in the input mask provided. This data will be stored by us to create the customer account. In the next step, you will receive an e-mail from us to confirm the customer account and complete the data for the customer account to the e-mail address provided by you. This data will not be passed on to third parties. The following data will be collected during the registration process:
- Company name
- Name and first name
- address of your company/association
- business e-mail address
- business phone number
- VAT identification number of your company/association
At the time of registration, the following data will also be stored:
- Your IP address
- date and time of registration
The primary purpose of registering with tof.now is to create a customer account, which you can use to place shipping orders and to track shipments. In this respect, your voluntary consent pursuant to Art. 6 (1) lit. a. GDPR legal basis for the processing of personal data. You can delete this consent at any time for the future by sending an email to email@example.com.
In addition, the e-mail address you provide will be used to send you a new password if necessary. We process this data on the legal basis according to Art. 6 (1) lit. b, f GDPR.
You can change the e-mail address stored in your customer account at any time. To do this, you must log in using your business e-mail address and the password you have chosen yourself, and you can make a change under the menu item “My account” if necessary. If you would like to change any other data stored in your customer account (e.g. new/different company address, new/different business telephone number, etc.), please contact your sales representative or send an e-mail to firstname.lastname@example.org.
If you no longer require your customer account, you can have it deleted by sending us a short message by e-mail to: email@example.com . Your data will be deleted as soon as it is no longer required to achieve the purpose for which it was collected. In the case of data collected during registration, this is usually the case when you cancel your registration or delete your access. If this data is also required for the fulfillment of a contract or for the implementation of pre-contractual measures, however, premature deletion can only take place if contractual or legal obligations permit this. We may be contractually or legally obligated to store data even after termination of the contract (e.g., for tax purposes). Which storage periods apply here must be determined individually for the respective contracts and contractual parties.
You can only view your customer account after entering your personal password under the “My Account” button. You should always treat access information such as passwords confidentially and store them securely.
For security reasons, changes to customer data and when using the customer account are also logged. Data processing is carried out in accordance with Art. 6.(1) lit. f GDPR to ensure security and smooth contract processing.
When using tof.now, personal data is transmitted to the website operator via the Internet in encrypted form using “Secure Socket Layer (SSL)”.
10.2 Ordering shipping and payment services
In the context of the commissioning of a shipping order, the data collected during the ordering process will be stored, processed and used by us in order to provide the transport service. The following data will be stored and processed by us at the time of placing a shipping order, both if you have registered a customer account with us or if you order only as a “guest”:
- Sender data (e.g. shipping method, additional services, pick-up address, company/association, last name, first name, business e-mail address, business telephone number, VAT identification number).
- (Substitute) recipient data (name and address, as well as e-mail address or telephone number, if applicable)
- Data in the context of the payment process (if applicable, credit card data, account data, etc.)
The legal basis for the processing of personal data is Art. 6 (1) lit. b. GDPR for the performance of the contract and the transport service.
In the context of the commissioning of the shipping order, various payment methods are offered.
Payment by invoice is only possible with the use and registration of a customer account. When paying by invoice, we receive the data that you provide in the ordering process from your account-holding bank.
For payment processing, we have commissioned the payment service provider SIX Payment Services Europe S.A., 10 rue Gabriel Lippmann, L-5365 Munsbach. SIX Payment Services Europe S.A. in turn uses PayOne GmbH, Lyoner Straße 9, 60528 Frankfurt am Main, Germany, to provide the service and process the data. If you pay by credit card, the data required for payment processing will be collected and processed by the payment service provider or PayOne. You enter your credit card number, the expiry date and, if applicable, the CVC number in the corresponding input fields of the window. Our service provider or PayOne transmits this data, as do we, your personal details and information about the transaction as well as other information in connection with the transaction to the respective companies involved in the payment process, e.g.
- MasterCard, MasterCard Europe SA, Chaussée de Tervuren 198A, B-1410 Waterloo, Belgium
- for VISA, your card-issuing bank
The legal basis for the processing of personal data in the payment process is Art. 6 (1) lit. b. GDPR, as the processing of the data is necessary within the different payment methods and thus for the execution of the contract,
If necessary, in order to protect the legitimate interests of trans-o-flex Express GmbH, your data will be transmitted to a credit agency in order to carry out an identity and credit check. The legal basis for data processing in the context of a check by a credit agency is Art. 6 (1) lit. f. GDPR.
10.3 Stored shipping orders
A completed shipping order can be saved by clicking on “Save template” for a registered customer with the data you specified under the menu item “Saved shipping orders”. This gives you the option of reordering a shipping order that has already been successfully completed without having to re-enter the corresponding data for the shipping method, pickup and recipient address, etc. You can also delete and edit saved shipping orders. The legal basis for data processing is Art. 6 (1) lit. f GDPR for service optimization purposes.
10.4 Track shipping order
Under the menu item “Track shipping order” you can track the shipments you have sent and view the expected time of delivery. To track your shipment, enter your shipment number in the field provided at the top right and you will receive information about your shipment. The following data is usually processed as part of the tracking process: Shipment number, name and address of the sender, name and address of the recipient, if applicable, e-mail address of the sender/recipient, if applicable, name and address of the substitute recipient, customer data of the sender, product and service designation, shipment history, signature of the recipient.
If you have not created a customer account with us and ordered as a “guest”, you will receive a link to track the shipment within the e-mail confirmation of the shipping order.
The processing is carried out for the purpose of fulfilling the contract in accordance with Art. 6 (1) lit. b GDPR.
10.5 Additional service insurance
When booking the additional service “Insurance”, you will be given the option to book transport insurance for the shipping order under the specified conditions. In doing so, we transmit the data of the shipping order (e.g. name and address of the sender and (substitute) recipient, shipping method, weight, number of pieces) to our insurance broker (Aktiv Assekuranz Makler GmbH, Hanauer Straße 67, 80993 Munich, Germany) for the purpose of fulfilling the transport insurance. The data processing is therefore carried out for the fulfillment of the contract in accordance with the legal basis pursuant to Art. 6 (1) lit. b GDPR.
10.6 Further functions for registered customers in the user account
As a registered customer, you also have the option within your customer account to save pick-up and delivery addresses. In doing so, we store the data you provide (last name and first name, company, country, address) in order to simplify the selection of the desired pick-up and delivery address for future shipping orders.
As a registered customer, you also have the option of viewing your past orders within your customer account.
The data processing is carried out in accordance with our legitimate interest pursuant to Art. 6 (1) lit. f GDPR. Our legitimate interest is to be able to offer you an improved service in the recording of your shipping orders and your shipping orders.
10.7 Satisfaction analysis/submission of offer
When you place a shipping order, we will also ask you for your telephone number. We need this number if we need to contact you, for example, in the event of operational difficulties in collecting the goods or carrying out the transport service (see sections 8.1 and 8.2). In addition, we use them to inquire about your satisfaction by telephone afterwards and, if necessary, to present other contract models of trans-o-flex. The legal basis for the processing of your personal data for these purposes of telephone contact and satisfaction survey/offer submission is our legitimate interest in direct advertising pursuant to Art. 6 (1) lit. f GDPR and, in the case of interest in other contract models, the implementation of pre-contractual measures pursuant to Art. 6 (1) lit. b GDPR. You can object to the processing of your telephone number for the purpose of direct advertising at any time with effect for the future by sending an e-mail to firstname.lastname@example.org.
10.8 Cookies at tof.now
10.8.1 Transient cookies
These cookies are automatically deleted when you close the browser. These include, in particular, session cookies. These store a so-called session ID, with which various requests of your browser can be assigned to the common session. This allows your computer to be recognized when you return to our website. The session cookies are deleted when you log out or close the browser.
10.8.2 Persistent cookies
These cookies are automatically deleted after a specified period of time, which may differ depending on the cookie. You can delete the cookies in the security settings of your browser at any time.
10.8.3 Prevention of cookies
You can configure your browser settings according to your preferences and, for example, refuse to accept third-party cookies or all cookies. Please note that you may then not be able to use all functions of this website.
10.8.4 Legal basis and storage period
11 parcel announcement (shipment AVIS)
With the parcel notification, you will be informed by trans-o-flex as the recipient of the expected delivery date of the parcels to be delivered to you. In addition, we will inform you in case of delivery delays or if you were not met during delivery. In order to be able to send you a notification of the expected delivery day and the whereabouts of your shipment by e-mail, trans-o-flex Express GmbH and/or trans-o-flex ThermoMed GmbH require your e-mail address. We receive your e-mail address from the sender of the shipment if the sender makes use of the parcel notification service (notification) accordingly. The legal basis for this is Art. 6 (1) lit. f GDPR. The data processing follows our legitimate interest to deliver the shipment as promptly and efficiently as possible , thus also increasing the presence of the recipient at the delivery attempt.
12 Use of social plugins
This website uses social plugins of the providers
- YouTube (host: YouTube LLC, 901 Cherry Ave., San Bruno, CA 94066, USA)
- Xing (host: Xing SE, Dammtorstr. 30, 20354 Hamburg, Germany)
- LinkedIn (host: LinkedIn Ireland Unlimited Company, Wilton Place, Dublin 2, Ireland)
By default, these plugins collect data from you and send it to the servers of the respective provider. To protect your privacy, we have taken technical measures to ensure that your information cannot be collected by the providers of the respective plug-in without your consent. When you access a page that integrates such plugins, these are initially disabled. Only after clicking on the respective icon are the plugins enabled, implying that you give your consent to your data being transmitted to the respective provider. The legal basis for the use of the plugins is Art. 6 (1) lit. a and lit. f GDPR.
The legal basis for the use is § 15 subsection 3 German Teleservices Act (TMG) and Art. 6 (1) (f) GDPR.
13.1 Transient cookies
These cookies are automatically deleted when you close the browser. In particular, these are the session cookies. These store a so-called session ID, with which various requests from your browser can be assigned to the common session. This allows your computer to be recognised when you return to our website. The session cookies are deleted when you log out or close the browser.
13.2 Persistent cookies
These cookies are automatically deleted after a specified period, which may differ depending on the cookie. You can delete the cookies in the security settings of your browser at any time.
13.3 Prevention of cookies
You can configure your browser setting according to your wishes and for example refuse to accept third-party cookies or all cookies. Please be aware that you may not be able to use all the functions of this website.
13.4 Legal basis and storage duration
The legal bases for possible processing of personal data and its duration of storage vary and are presented in the following sections.
14 Website analysis
For purposes of analysing and optimising our websites, we use various services, which are presented below. For example, we can analyse how many people visit our site, which information is most requested, or how people find it. Among other things, we collect data on the website from which a person came to a website (a referrer), which subpages of the website were accessed or how often and for how long a subpage was viewed. This helps us to design and improve our offers in a user-friendly way. The data collected is not used to personally identify individual users. Anonymous or at most pseudonymous data is collected. The legal basis for this is your permission due to Art. 6 (1) (a) GDPR.
14.1 Google Analytics
This website uses Google Analytics, a web analysis service provided by Google Ireland Limited (“Google”). The usage includes the Universal Analytics operating mode. This makes it possible to assign data, sessions and interactions across multiple devices to a pseudonymous user ID, thereby allowing the activities of a user to be analysed across devices.
On behalf of the host of this website, Google will use this information to evaluate your use of the website, to compile reports on website activity and to provide other services related to website activity and internet usage to the website host. The legal basis for the use of Google Analytics is Art. 6 (1) (a) GDPR.
The legitimate interest in data processing lies in the optimisation of our website, the analysis of the use of our website and the adaptation of the contents. The interests of the users are sufficiently protected by pseudonymisation.
The personal data will be transferred to the USA on basis of the standard contractual clauses, in order to maintain the European level of data protection despite the transfer.
The data sent by us and linked to cookies, user IDs (e.g. user ID) or advertising IDs are automatically deleted after 14 months.
You can prevent the storage of cookies by selecting the appropriate setting in your browser; in which case, however, we point out that you may not be able to use the full functionality of this website. You can also prevent Google from collecting the data generated by the cookie relating to your use of the website (including your IP address) and Google from processing this data by downloading and installing the https://tools.google.com/dlpage/gaoptout?hl=en. Opt-out cookies prevent the future collection of your data when you visit this website. To prevent Universal Analytics from collecting data across multiple devices, you must opt-out on all systems used. If you click here, the opt-out cookie will be set:
15 Transfer of your data to Google Play/App Store.
You can use the link to our app on our website. When downloading the app, the necessary information is transferred to Google Play/the App Store, i.e. in particular username, email address and customer number of your account, time of download, payment information and the individual device identification number. However, we have no influence on this data collection and are not responsible for it. We process this provided data as far as this is necessary for downloading the APP to your smartphone. You can obtain further information within the app or the websites of the app store providers.
Google Play (Google LLC, 1600 Amphitheatre Parkway, Mountain View; CA 94043 USA): https://policies.google.com/privacy
App Store (Apple Inc., Infinite Loop. Cupertino, CA 95014 USA): https://www.apple.com/legal/privacy/de-ww/
16 Data transfer
As a rule, we never transfer your data to third parties, unless we are legally obliged to do so, or the data transfer is necessary for the execution of the contractual relationship or you have previously expressly consented to the forwarding of your data.
External service providers and partner companies, such as online payment providers or the shipping company commissioned with the delivery only receive your data if this is necessary for the processing of your order. In these cases, however, the amount of data transmitted is limited to the minimum required. Insofar as our service providers come into contact with your personal data, we ensure within the scope of order processing pursuant to Art. 28 GDPR that they comply with the provisions of data protection laws in the same way. Please also note the respective privacy policies of the providers. The respective service provider is responsible for the content of third-party services, whereby we check – within the bounds of what is reasonable – the services for their compliance with legal requirements.
We attach great importance to processing your data within the EU / EEA.
17 Data security
We have taken extensive technical and operational safeguards to protect your data from accidental or intentional manipulation, loss, destruction or access by unauthorised persons. Our security procedures are regularly reviewed and adapted in line with technological progress.
As of September 2021