14. November 2022

Data privacy and data protection

INTERMAIL AG (“INTERMAIL”) respects your privacy and is committed to protecting your personal information. This Privacy and Cookie Policy (this “Policy”) tells you how we protect your personal information, as well as your privacy rights and how they are protected by law. In this Policy, we explain how your personal information is collected and used. We are INTERMAIL and implement the appropriate information controls in accordance with the provisions of the EU Data Protection Directive (EU 95/46/EC) and its implementing rules set out in the EU General Data Protection Regulation (GDPR).

At the end of the document you will find instructions on how to contact us if you have any questions about data protection. We must have a lawful basis for processing your personal data. This policy explains how we act lawfully in relation to each of the purposes for which your data is stored and used. In general, we are entitled to process your personal data where it is necessary in connection with a contract between us (for example, a contract for the supply of our products or the provision of our services), to comply with our legal obligations, or where we have a legitimate interest that overrides your interests as a customer. Please note that links from our website may take you to external websites that are not covered by this policy. We encourage you to read the privacy policies of third parties before submitting any personal information. INTERMAIL is not responsible for the content, function, or collection of information on external websites.

What information do we collect and how do we collect it?
You are not required by law or contract to provide any personal information through our website. They are only required when absolutely necessary to deliver the product or service you have requested.

What information do you provide?
In the following cases, information may be requested:

  • When our services are requested or you purchase our products.
  • Using and browsing our website.
  • Telephone calls, email correspondence or publications.
  • Applying for a job or applying for a job.

This information includes the following:

  • Identification, such as your full name, job title, and business if you are self-employed.
  • Mailing address, email address, and telephone number.
  • Other information relevant to your use of our website and services, such as preferences, surveys, feedback and marketing opinions.
  • Information about your shipment, including recipient or sender information if different.
  • Tax information for billing purposes.
  • Payment information (this information is protected and processed by our payment processor).
  • If you are applying for a job, your resume, including information about your education, job title and work history, and any other information included in your resume.
  • If you participate in a selection process, we may process additional data, such as your personal picture and voice, due to the use of video interview software

What information do we collect and how do we collect it?
You are not required by law or contract to provide any personal information through our website. They are only required when absolutely necessary to deliver the product or service you have requested.

Information we collect from you through our website
We obtain information through cookies and similar technologies that help us identify and distinguish you from other users of our website. These resources optimize your online experience by not requiring you to fill out information that has already been requested and allow us to improve our website. When you visit our website, we may collect the following information:

  • Information about the user agent (electronic device) provided by your web browser.
  • When you access through a third party, this information is recorded.
  • If you link your account to a third party, such as a marketplace to import items for shipping, the necessary information is recorded to facilitate access.
  • Device identification (cookie or IP address) and general location for fraud prevention.
  • Data about visits to our website and sources accessed, including but not limited to websites, links, traffic information, location, weblogs and other communication data.
  • For orders that originate from advertising, the source of each order must be noted. The purpose is to analyze the effectiveness of this advertising; this information is not used to create customer profiles.
  • Our website is not aimed at children and we do not knowingly collect data from them.

Information we receive from you from other sources
If you apply for a job, a criminal record may be requested through an approved agency. Content that you have shared publicly, including on social media, may also be displayed.
If you participate in our selection processes, additional data may be processed, such as data about your personal image and voice collected through the use of a video interview software provider.
This list is not exhaustive, and additional information may be obtained at higher instances to fulfill the purposes set forth in this policy, always within the categories of data already reported.

Information we receive about you from other sources
You may have allowed other websites, services or third parties to share your information with us. Including information we receive about you, whether you have used other websites we work with or other services we provide. This includes information provided by third parties with whom we work and to whom we provide our products and services, such as marketplaces, e-commerce platforms, payment providers, transportation companies, technology companies, and advertising companies.

How do we use your personal data?
Legal basis for the use of your personal data
We ensure that the use of your personal data is covered by the GDPR (General Data Protection Regulation).

  • Elaboration of the contract with you.
  • Compliance with legal obligations.
  • Safeguarding our legitimate interests or the interests of third parties.
  • Your interests take precedence over ours.

How is your data used in accordance with the law?
The following are the various uses of your personal information that may occur in each legal framework: The preparation of the contract with you:

  • Your data may be used when strictly necessary to comply with our legal obligations or to detect and prevent fraud, money laundering or other crimes.
  • Supply of our products and services (additional monitoring). The use of your personal data is necessary for the performance of contracts, e.g. in the case of shipment of our products to you as a customer. Your data will always be used in this context.
  • To send you information about the contract with us.
  • To send you information about our products and services related to your personal needs.
  • To verify your identity.
  • To handle complaints that require repairs or improvements to our products and services.
  • To contact you to inform you of changes to our products and services.
  • Managing our website, including troubleshooting, situational awareness, statistical analysis, targeted searches, and testing to keep our website secure.
  • If you apply for a job or request information, it is necessary for us to use your personal information as part of the selection process to determine your suitability for the position applied for.

Use of your personal data to fulfill our legal obligations
The following are the various uses of your personal information that may occur in each legal framework: The preparation of the contract with you:

  • Adherence to our terms and conditions and other policies.
  • Logistics management and planning, including accounting and auditing.
  • Manage litigation in which you are involved.
  • Detecting and preventing fraud, money laundering and other crimes.
  • Protection of the user and others from harm.
  • Your personal information may be used when strictly necessary to protect your interests or the interests of others. This includes crimes such as identity theft, hacking or fraud.

Use of your personal data related to shipment of goods or products that you purchased on Amazon
If you purchased products from us on Amazon, it’s possible that we need to use your personal data (PII) to create shipping labels in order to ship the product to you. We receive this data directly from Amazon but don’t store it or keep it longer than necessary. Please refer to this information regarding how we access and process your address data in this regard.

Use of your personal data to pursue our legitimate interests
Contact you to notify you of important changes that may affect you or to review or update certain information.
Occasionally, we may use your personal information to respond to your inquiries or to notify you of important changes. We only use your personal data when it is absolutely necessary, e.g:

  • Interact with and respond to inquiries you have directed to us or posts on social media where you have tagged us.
  • Notify you of important changes to our business or policies.
  • Review or update any important personal information, such as your bank account information, if you have arranged direct debit (direct debit) or if you have arranged cash on delivery.

Responding to communications that you send us.
This includes calls, emails, real-time chats, postings, and social media messages.

To fulfill our obligations to third parties
We may share data with third parties to fulfill our contractual obligations to the third party, which may involve you (e.g., if we have a partner contact with such third party and the third party has shared your data with us or you have registered on our Platform through a partner link associated with such third party).
In each case, INTERMAIL will ensure that only the minimum amount of data necessary to fulfill its obligations is transferred. Transfer of data to the parent company of the group to ensure the proper functioning and fulfillment of the obligations of the group of companies to which we belong.
You can learn more about these potential transfers by exercising your rights as set forth in the following sections.

Use of your personal data after you have given us your consent
Contacting you to promote INTERMAIL or third party products or services that are not covered by our legitimate interest.
Edit your personal image and voice during the selection process using video interview software. If you choose to participate in this selection process, you consent to INTERMAIL processing the above data for the purpose of filling current and future vacancies within the company. As stated in the retention periods section of this Privacy Policy, this data will be retained for 24 months.

Change of purpose
We will use your personal data only and exclusively for the purposes stated above, unless it is reasonably believed that it will be used for another reason compatible with the original purposes. If we are required to use your personal information for other purposes, we will notify you and explain the legal basis for such change. Please note that we may process your personal data without your knowledge or consent, provided that this is done within the framework of the rules described above and in accordance with the law.

How do we share your personal data within our company?
We share the information you provide with our employees as necessary to help us provide our products and services to you.

How do we share your personal information with third parties?
We may share your personal information with certain service providers for the purposes described above. For example:

  • Internet hosting providers we work with to maintain our website, infrastructure, services and applications.
  • Contact management systems for sending emails, instant messaging, messages via social networks and SMS. Suppliers who manage customer feedback on our products and services. We work with third parties who act as data processors to obtain opinions, reviews and comments from customers who have purchased our services through one of our websites. We may also share data with various independent third parties as necessary to provide the Service to you, to comply with a legal obligation, or to protect INTERMAILs’ legitimate interests. For example:
  • Shipping service providers that offer freight transportation services.
  • At the request of the state security forces and the Corps, in the course of investigations and legal proceedings.
  • For the safety and protection of our employees, property or public property.
  • Crime prevention or detection, including sharing information with other companies or organizations to prevent fraud and reduce credit risk.
  • Third parties to whom the transfer of data is necessary for the performance of obligations arising from a contract with them.
  • In the context of a merger, sale of companies or assets. In this case, the information would be disclosed to the interested buyer/seller in the event it is necessary to close the deal or to communicate the status of the business to that buyer, as well as, if the purchase ultimately goes through, to communicate that information to the buyer, who would serve as the head or part of the group to which INTERMAIL would belong.

How long do we keep your personal data
Your personal identifiable data (PII) will be kept as long as it is necessary and until the purpose for which it was collected has been achieved. In the case of the provision of a service, the information will be retained until the service is terminated.
If you apply for a job or send us your resume, we will retain your resume and other data related to the hiring process for a period of 24 months. On the other hand, if your application is being considered for a specific position, we will retain your information for a longer period of time.
In all other cases, we will retain your personal information until your account is settled, any legal claims or disputes are resolved, and there is no risk of fraudulent activity. We otherwise will delete or pseudonymize your data as required by German law. When your data is deleted, your account will also become inactive, unless you are a natural person, in which case your data and account will be completely deleted.

How do we protect your personal data?
Every precaution will be taken to ensure that your personal information is treated securely in accordance with this policy. We will ensure that any information you provide to us is transferred securely via our website, but please note that the transmission of information over the internet is not completely secure. Although we make every effort to protect your personal information, we cannot guarantee the security of your information; therefore, any transmission is at your own risk. Once we receive your information, it is handled under the strictest security precautions and protocols to prevent unauthorized access, and is always encrypted when transferred over the internet.
Data will be stored and processed within the EU where possible. Where this is not possible with third parties, they agree that the information will be processed in accordance with the EU Model Clauses (standard contractual clauses used in agreements between service providers and their customers to ensure that all data leaving the European Economic Area is transferred in accordance with EU data protection law) or in accordance with one of the exceptions set out in Article 49 of the General Data Protection Regulation.
All information you provide to us is hosted on secure servers managed by third parties. Please note that you are responsible for the password we have given you or that you have created to access certain areas of our website. We ask that you do not share your password with any third party.

What rights do you have with regard to your personal data?
You have the right to be informed
We are required by law to provide you with concise, transparent, understandable and easily accessible information about your personal data and how we use it. We have written this policy to ensure that this is the case. However, if you have any questions or need further information, you can contact us via our contact form.
You have the right to access your personal data
You have the right to ask us to confirm whether we hold your personal data. If it is still held, you have a right to a copy of it. To ensure the security of your information, we must verify your identity before providing you with a copy of the information we hold. The first copy you request from us is free of charge. If you require more copies, we may charge you an administrative fee to cover our costs.
You have the right to correct incorrect/incomplete information about your personal data
If you have asked us for a copy of your personal data, it may be that you find an error or inaccuracy or that the data is not complete. In this case, you can contact us and we will correct/insert the requested data.
You have the right to have your data deleted, when it’s not longer needed
In some cases, we do not need to keep your personal data longer:

  • The information is no longer needed for the purpose for which it was stored.
  • You give your lack of consent for us to keep the data and we have no legal reason to continue using it.
  • You do not consent to our continued use of your personal information and we have no reason to retain it.
  • We have used your data unlawfully.
  • We have received a legal notice requiring us to delete your personal data.

In such cases, you have the right to request the deletion of your personal data. If you believe that one of the above cases applies to you, please send a message via our contact form.

You have the right to request a copy of the information to be provided to you or a third party in a compatible format
You also have the right to obtain a copy of the personal data that you have provided to us on the basis of a contract or your consent for your personal purposes. This right allows you to move, copy or transfer your personal data from one IT system to another in a secure manner. If you would like to share a copy of your personal information in an approved, computer-readable form with another organization, please contact us. This is free of charge.

You have the right to opt out of direct marketing
You can tell us at any time that you do not want your personal data to be used for direct marketing. If you do not wish to receive communications in this regard, you can request this in the following way: In every email from Marketing, you will find a link at the end where you can request it. Or you can send a message via our contact form.

You have the right to request that we no longer use your personal data for our legitimate interests
Sometimes we use your personal information for purposes that benefit both you and us:

  • When we tell you about products or services that are similar to those you have used in the past.
  • When we use your information to improve the way we do business.
  • How often we contact you to let you know about important changes.

Our goal is to ensure that your rights and your personal data are adequately protected. If you believe that we are using your personal data in an unjustified manner and your rights are being violated, you have the right to file a complaint. Unless there is an act of God, we will no longer use your personal data. To exercise your right regarding the use of your personal data, please send a message via our contact form.

You have the right to restrict the use of your personal data
You have the right to ask us not to use your personal information, but only to keep a copy of it. This right may be exercised in the following circumstances:

  • You have informed us that the information we hold is incorrect, which we have not yet been able to verify.
  • You have told us that you do not agree with the use of your data for the pursuit of our legitimate interests, and we are investigating your complaint.
  • We have used your data unlawfully, but you do not want us to delete your data.
  • We no longer need to use your personal data, but you need a copy for an existing legal claim.

If you find yourself in one of these situations, please send a message via our contact form.

Third party access
You will notice that there are links to third party websites on our website. Third party websites often have their own privacy policies and we encourage you to visit them. INTERMAIL is not responsible for and has no control over the policies of third parties.

If you wish to complain about the collection and use of your personal data, please contact us first so that we can resolve the issue. You can send us your complaint directly via our contact form.

Our data protection officer can be contacted via our contact form.