Data Protection

Privacy Policy

The controller within the meaning of the General Data Protection Regulation (GDPR) and other national data protection laws, as well as other data protection provisions, is

Wiepa Bürofachpartner GmbH

Fritz-Haber-Straße 4
65203 Wiesbaden

Email: info@wiepa.com
Tel.: 0611 928470
Fax: 0611 9284720

hereinafter: "we"

Data Processing When Visiting Our Website

We process users' personal data to the extent necessary to provide a functional website as well as our content and services. When you visit our websites, the following data, which is automatically transmitted from your browser to our server, is processed:

• Date and time of access to our website
• User's IP address and, if applicable, their login
• Browser used (type, version, language)
• Operating system used
• Files accessed on our website
• Website from which the user accessed our website
• Website that the user accesses via our website.

The processing and temporary storage of the aforementioned data is necessary to enable the delivery of the website to the user's computer. For this purpose, the user's IP address must be stored for the duration of the session. The log files contain IP addresses and the other data specified above, which allow the user to be identified. Storage in log files is done to ensure the functionality of the websites. In addition, the data serves to optimize our websites and to ensure the security of our information technology systems.

The data is processed on the basis of our legitimate interest pursuant to Art. 6 para. 1 lit. f GDPR.

The data will be deleted as soon as they are no longer required to achieve the purpose for which they were collected. In the case of storing personal data in log files, deletion takes place after seven days at the latest. Storage beyond this is possible if the IP addresses of the users are deleted or alienated beforehand, so that an assignment of the calling client is no longer possible.

Cookies

Cookies are small files that your browser automatically creates and that are stored on your device (laptop, tablet, smartphone, etc.) when you visit our site. Cookies do not cause any damage to your device, do not contain viruses, Trojans, or other malware. Information is stored in the cookie that arises in connection with the specific device used. However, this does not mean that we immediately gain knowledge of your identity. A cookie contains a characteristic string of characters that enables the browser to be uniquely identified when our websites are accessed again. Cookies are stored on the user's computer and transmitted from there to our websites. Users can deactivate or restrict the transmission of cookies by changing the settings of their internet browser. Already stored cookies can be deleted at any time. If cookies are deactivated for our websites, not all functions of our websites may be fully usable.

We use cookies in several places on our websites. However, we generally only use session cookies, which are only stored during the respective browser session and then deleted. These are exclusively technically necessary cookies.

The purpose of using these cookies is the user-friendly design of our websites. The processing of personal data using technically necessary cookies is based on Art. 6 para. 1 lit. f GDPR in conjunction with Section 25 para. 2 no. 2 TDDDG.

If we use additional cookies to offer additional functions, we obtain your consent in the form of a cookie banner, which also explains all cookies and their purposes. This consent is then also the legal basis, Art. 6 para. 1 lit. a GDPR in conjunction with Section 25 para. 1 TDDDG.

Web Analytics

Our websites use Matomo, an open-source software for statistical analysis of user access. Matomo is configured so that no cookies are stored on your device. With web analytics, we aim to improve the quality of our websites and their content. Data processing in this context is based on Art. 6 para. 1 lit. f GDPR, our legitimate interest in the statistical analysis of user behavior for optimization and marketing purposes. Web analytics can be technically prevented by the user of the websites. If you do not agree with the storage and evaluation of this data from your visit, you can object to the storage and use at any time by clicking the mouse below. In this case, a so-called opt-out cookie is placed in your browser, which means that Matomo does not collect any session data. Please note that deleting your cookies completely will also delete the opt-out cookie and may need to be reactivated by you.

You have the option to prevent actions you take here from being analyzed and linked. This will protect your privacy, but will also prevent the owner from learning from your actions and improving usability for you and other users.

Your visit to this website is currently being recorded by Matomo web analytics. Uncheck this box to opt out.

Newsletter

On our site, it is possible to subscribe to a free newsletter. In the case of newsletter registration, the following personal data will be processed by us:

• Email address

In addition, the following data will be stored when the message is sent:

• IP address of the accessing computer
• Date and time of registration

The user may also voluntarily provide the following additional data:

• First name
• Last name

For the processing of the data, the user's consent is obtained during the registration process, and reference is made to this privacy policy.

We store the email address for the purpose of providing our newsletter. The user regularly receives a newsletter from us about offers, discounts, news, and trends related to our diverse product range.

We send our newsletter using the provider Mailingwork GmbH, Schönherrstraße 8, 09113 Chemnitz ("Mailingwork"). The email addresses and data of our newsletter recipients are stored on our behalf on Mailingwork's servers in Germany. Mailingwork uses this information for sending and evaluating the newsletter exclusively on our behalf, but not for its own purposes. This processing is based on your consent, which can be revoked at any time for the future, in accordance with Art. 6 para. 1 lit. a GDPR. A contract for commissioned processing exists with Mailingwork GmbH, in which our shipping service provider assures comprehensive protection of your personal data from unauthorized access or GDPR-compliant data processing, taking into account the protection and rights of the data subjects. In addition, Mailingwork has been certified as a reputable email marketing service provider by the Certified Senders Alliance.

The user's email address will be stored by Mailingwork as long as the newsletter subscription is active. The subscription can be canceled at any time by clicking the corresponding link contained in each newsletter. The personal data will then be deleted immediately.

Contact Forms and Email Contact

Our website contains contact forms that can be used for electronic contact. If a user takes advantage of this option, the data entered by them in the input mask will be transmitted to us and stored. The same applies if the user contacts us by email at the addresses provided by us.

The legal basis for the processing of data transmitted during the sending of an email or the use of a contact form is Art. 6 para. 1 lit. f GDPR. If the email contact aims at the conclusion of a contract, the legal basis for the processing is Art. 6 para. 1 lit. b GDPR. The data will be used exclusively for processing the contact and the subsequent communication. The personal data from the input mask of the contact form and those sent by email will be deleted when the respective communication with the user has ended, i.e., as soon as it can be inferred from the circumstances that the matter concerned has been conclusively clarified, unless legal retention periods provide for longer storage periods.

Integration of Map Content and Videos

We have integrated content from Google (Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland) on our pages, namely YouTube videos and Google Maps. This content is stored on Google and can be accessed directly from our website. The legal basis for displaying the videos is Art. 6 para. 1 sentence 1 lit. a GDPR, i.e., the integration only takes place with your consent.

By visiting the website, Google receives the information that you have accessed the corresponding subpage of our website. In addition, basic data such as IP address and timestamp are transmitted. This occurs regardless of whether you use a Google user account through which you are logged in or whether no user account exists. If you are logged in to Google, your data will be directly assigned to your account. If you do not wish the assignment to your profile, you must log out before activating the content. Google stores your data as usage profiles and uses them for advertising, market research, and/or demand-oriented design of its website. Such an evaluation is carried out in particular (even for users who are not logged in) to provide demand-oriented advertising and to inform other users of the social network about your activities on our website. You have a right to object to the creation of these user profiles, whereby you must contact Google to exercise this right.

The collected information is stored on Google servers, including in the USA. For these cases, the provider has, according to its own statements, imposed a standard that corresponds to the former EU-US Privacy Shield and has committed to complying with applicable data protection laws in international data transfers.

Further information on the purpose and scope of data collection and its processing by Google can be found in the privacy policy. There you will also find further information on your rights and setting options for protecting your privacy: www.google.de/intl/de/policies/privacy.

Use of WhatsApp

We may offer visitors to our website the opportunity to contact us for message exchange via the WhatsApp messaging service of WhatsApp Ireland Limited, 4 Grand Canal Square, Grand Canal Harbour, Dublin 2, Ireland. For this purpose, we use the so-called "Business version" of WhatsApp.

If you contact us via WhatsApp regarding a specific transaction (e.g., a placed order), we store and use the mobile number you use on WhatsApp, as well as - if provided - your first and last name and the content of your messages to us in accordance with Art. 6 para. 1 lit. b. GDPR to process and respond to your request. Based on the same legal basis, we may ask you via WhatsApp to provide further data (order number, customer number, address or email address) in order to be able to assign your request to a specific process.

If you use our WhatsApp contact for general inquiries (e.g., about the range of services, availability or our website), we store and use the mobile number you use on WhatsApp, as well as - if provided - your first and last name and the content of your messages to us in accordance with Art. 6 para. 1 lit. f GDPR on the basis of our legitimate interest in the efficient and timely provision of the desired information.

Your data will only be used to respond to your request via WhatsApp.

Please note that WhatsApp Business gains access to the address book of the device we use for this purpose and automatically transfers telephone numbers stored in the address book to a server of the parent company Facebook Inc. outside the European Union, namely in the USA, where a lower level of data protection may prevail. The same applies to the telephone number you provided, your name, the communication content, and metadata of the communication, namely the user's device, type and time of use, location, and IP address, which are also collected by WhatsApp.

A transfer only takes place if the requirements of Art. 44 GDPR are met. For the operation of our WhatsApp Business account, we use a device whose address book only stores the WhatsApp contact data of users who have also contacted us via WhatsApp.

This ensures that every person whose WhatsApp contact data is stored in our address book has already consented to the transmission of their WhatsApp phone number from the address books of their chat contacts in accordance with Art. 6 para. 1 lit. a GDPR when using the app for the first time on their device by accepting the WhatsApp terms of use. The transmission of data of users who do not use WhatsApp and/or have not contacted us via WhatsApp is therefore excluded.

For the purpose and scope of data collection and the further processing and use of data by WhatsApp, as well as your related rights and setting options for protecting your privacy, please refer to WhatsApp's privacy policy:

https://www.whatsapp.com/legal/?eea=1#privacy-policy

Data Processing When Using Our Online Shop

1. Order Process

When you shop in our online shop, we process the following personal data from you in any case to process your order and for customer service and advice:

• Company (for business customers) 
• Last name, first name
• Address (billing and delivery address) 
• Email address 
• Phone number 
• Customer number 
• Payment method 
• IP address
• Date of entry

Furthermore, we also process the data voluntarily provided by the user for the same purposes.

We pass on your data to our partner companies, within the legally permissible limits, who support us in the proper fulfillment of the contract. These companies are in turn obliged to comply with the applicable data protection regulations, in particular, these companies may only process the data exclusively for the fulfillment of their tasks on our behalf and only according to our instructions. The data processing in connection with the order process is based on Art. 6 para. 1 lit. b GDPR for the legally stipulated periods.

2. Registration

To simplify the ordering process, we offer users the option to register in our shop system. The data is entered into an input mask and transmitted to us and stored. The following data is collected in each case:

• Private customer/business customer
• First name
• Last name
• Email address 
• Address
• Country
• Registration date

Furthermore, we also process the data voluntarily provided by the user for the same purposes.

The user then receives a registration email to the email address provided.

After successful registration, the user can open their user account by entering their email address and password and shop in our online shop. The legal basis for the processing of personal data after registration for the customer account is Art. 6 para. 1 lit. a GDPR. The user's personal data will be stored by us as long as the customer account is active.

3. Payment Processing

Data processing for payment handling is carried out for the purpose of processing the concluded purchase agreement. The processing of your data is necessary for the fulfillment of the contract according to Art. 6 para. 1 sentence 1 lit. b) GDPR.

For the purpose of payment processing, we will transmit your card/payment data to our external service provider for cashless payment processing, PAYONE GmbH, Lyoner Straße 9, D-60528 Frankfurt/Main. Please also note the information according to Art. 14 GDPR of PAYONE, which can be accessed via this link:

https://www.payone.com/DE-de/dsgvo

Rights of the data subject

If we process your personal data, you are the data subject in accordance with Art. 4 No. 1 GDPR with the following rights towards us:

If you wish to exercise a right, please contact our data protection officer mentioned above.

We would like to point out that in certain cases we may request additional information from you to verify your identity. For example, when exercising the right to information, we can ensure that information is not disclosed to unauthorised persons.

Right of access

You can request information from us in accordance with Art. 15 GDPR about your personal data processed by us. If possible, please specify your request in your information request to facilitate the compilation of the required data.

Right to rectification

In accordance with Art. 16 GDPR, you have the right to request the rectification and/or completion of inaccurate personal data concerning you.

Right to erasure

In accordance with Art. 17 GDPR, you can request that your personal data be erased without undue delay. Your right to erasure depends, among other things, on whether the data concerning you is still needed by us to fulfil our tasks.

Right to restriction of processing

In accordance with Art. 18 GDPR, you have the right to request a restriction of the processing of your personal data.

Right to notification

If you have asserted the right to rectification, erasure, or restriction of processing against us, we are obliged in accordance with Art. 19 GDPR to notify all recipients to whom your personal data has been disclosed by us of this circumstance, unless this proves impossible or involves disproportionate effort. You have the right to be informed by us about these recipients.

Right to data portability

In accordance with Art. 20 GDPR, you have the right to receive your personal data, which you have provided to us, in a structured, commonly used and machine-readable format, in order to possibly transmit it to another controller.

Right to object

In accordance with Art. 21 GDPR, you have the right to object at any time to the processing of your personal data on grounds relating to your particular situation. We will then no longer process your personal data unless we can demonstrate compelling legitimate grounds for our processing which override your interests, rights and freedoms, or the processing serves the assertion, exercise or defence of legal claims.

Right to withdraw data protection consent

Should you have provided us with your personal data on the basis of your consent, you can withdraw your consent at any time with effect for the future, for example by e-mail to the address mentioned above.

The withdrawal of consent does not affect the lawfulness of processing based on consent before its withdrawal.

Right to lodge a complaint with a supervisory authority

Without prejudice to any other administrative or judicial remedy, you have the right to lodge a complaint with a supervisory authority, in particular in the Member State of your habitual residence, place of work or place of the alleged infringement, if you consider that the processing of personal data relating to you infringes the GDPR.

The supervisory authority with which the complaint has been lodged shall inform the complainant on the progress and the outcome of the complaint including the possibility of a judicial remedy pursuant to Article 78 GDPR.

Automated individual decision-making, including profiling

In accordance with Art. 22 GDPR, you have the right not to be subject to a decision based solely on automated processing - including profiling - which produces legal effects concerning you or similarly significantly affects you.