Privacy information for consignors and consignees

On this website GLS Germany informs about the collection and processing of personal data of consignors and consignees and their rights according to privacy laws. Depending on the services used, the details of the data processing differ.

I. Identity and contact details of the Controller and Data Protection Officer

Controller according to Art. 4 (7) GDPR resp. service provider according to §13 TMG (German Telemedia Act) is:
General Logistics Systems Germany GmbH & Co. OHG
GLS Germany-Str. 1-7
36286 Neuenstein
Germany
+49 (0) 6677 646 907 000

(hereinafter „GLS Germany“)

You can contact our company data protection officer at:

GLS Germany GmbH & Co. OHG
Company Data Protection Officer
GLS Germany-Str. 1-7
36286 Neuenstein

datenschutz@gls-germany.com

If you want to contact us via e-mail, please note that the confidentiality of the transmitted information cannot be guaranteed. Unencrypted e-mails can possibly be read by unauthorised third parties.

II. General Information

1. Personal Data

Personal data includes particulars on personal or factual circumstances of a specific or determinable individual person (Data subject). This includes for instance information such as name, address, telephone number and e-mail address.

Information that cannot be linked to a specific or determinable individual - such as statistical data - is not considered as personal data.

2. Applicable Data Protection Law and Commitment to Data Secrecy

We process personal Data according to the regulations of the General Data Protection Regulation (GDPR) and the German Federal data protection law (BDSG).

As GLS Germany provides postal services or takes part in it, we are committed to maintaining postal secrecy under the Postal Act (PostG) as to following the obligations of the postal services data protection regulation (PDSV).

3. Information Security

By means of technical and organisational security measures, GLS Germany does its best to protect personal data from loss or misuse. GLS Germany is entitled to modify the security and data protection measures as necessary due to technical progress.

III. Consignor, Consignee and Consignment Data

1. Collection of Data, Purposes of Processing and Legal Basis

We are processing personal data for the following purposes:

a) To fulfil contractual duties according to Art. 6 (1) b) GDPR

The collection of your personal data is necessary for the execution of our deliveries and for operations related to that (e.g. accounting or claimed damages) in order to fulfil our contractual duties with our customers (consignor). For this purpose we process consignor information like address, contact details, bank details and other required data for the services used by the consignor.

In addition to that we process data of the consignees. The consignor provides us with the name, address, zip code, city and country of the consignee. During the delivery process the name and signature of the consignee are registered. If the consignee is not at home, GLS is authorized to deliver the parcel to an alternative consignee, for example a neighbour. In this case the name and signature of the alternative consignee are registered. If this delivery is not possible, the parcel will be delivered to a GLS parcel shop. If the parcel is picked up in the parcel shop the name and signature of the consignee or his/her assignee are registered on a smartphone which GLS supplies to the parcel shop owner. All data will be saved on the central GLS IT system.

If you give us a one-time or permanent permission of deposit, we collect your name, address, zip code, city and place of deposit. If you give another person a parcel pickup authorisation, we will collect this person’s name, address and place of residence. The processing takes place in the context of the fulfilment of the contract with the consignor who has an interest in the proper delivery.

For specific delivery services it is required to collect further personal data:

Servicename:Personenbezogene DatenBetroffene Person Zweck
FlexDeliveryServicee-mail address or mobile phone no.
In case of alternative delivery: name, address
Consignee
Alternative consignee
information about the scheduled delivery via e-mail or SMS
Delivery to the alternative consignee
CashServicebank account detailsConsignorpayment of CashOnDelivery-Service amount to consignor
ShopDeliveryServicee-mail address or mobile phone no.Consigneeinformation about parcel delivery in selected ParcelShop via E-Mail or SMS
Pick&ReturnService, Pick&ShipServicepickup address

e-mail address
Consignor (who is no customer)
Pickup contact
parcel pickup

Pickup information
DeliveryAtWorkServicedepartment, contact person, phone no.Consigneedelivery in the selected department/on consignee’s workplace
IdentPINServicePIN codeConsigneefor secure identification of the consignee by the delivery driver
InfoServicee-mail addressConsigneetracking information about parcel and planned delivery time via e-mail

If parcels are sent to other countries, the needed consignor and consignee data will be transferred to the GLS partner company in the delivery country.

b) Based on your consent according to Art. 6 (1) a) GDPR

If you have given us your consent for processing your personal data for a defined purpose (e.g. participation in a survey, newsletters), the lawful processing is based on your consent.

At any time you have the right to withdraw your consent in data processing towards us. This also applies to consent given even before the EU GDPR. The withdrawal is only effective for the future and does not affect the lawfulness of the data processed until the withdrawal.

c) For legitimate interest according to Art. 6 (1) f) GDPR

As far as needed we process your personal data for the purpose of legitimate interest of GLS Germany or thirds. This applies e.g. to solvency checks, quality management, complaint management and controlling purposes.

d) Due to legal obligations according to Art. 6 (1) c) GDPR

As a company we are subject to several legal obligations, e.g. fiscal checking and notification duties and sanction checks according to the Foreign Trade and Payments Act.

GLS Germany processes your personal data only for the above named purposes. A further usage of the data is not permitted.

2. Responsibility

Compliance with applicable data protection regulations regarding consignor, consignment and consignee data is an original duty of GLS Germany. Transferring data to GLS Germany by the consignor/client for the purpose of fulfilling a contract does not constitute a processing of data on behalf.

For additional services like our “FlexDeliveryService” and the “ShopDeliveryService” the e-mail address or the phone number of the consignee is required in order to receive updates on the delivery. GLS Germany receives this data from the customer, who orders the service. The consignor is therefore responsible for a proper handling of this data. In particular the client is also responsible for obtaining the consent of the consignee to the transfer of his telephone number and/or e-mail address to GLS Germany.

In case of Pick&ReturnService or Pick&ShipService the customer can provide the e-mail address of the pickup contact (see above). GLS Germany receives this data from the customer, who orders the service. The consignor is therefore responsible for a proper handling of this data. In particular the client is also responsible for obtaining the consent of the pickup contact to the transfer of his e-mail address to GLS Germany.

In case of any question according to this process, please contact your contracting party (the consignor/requester of the pickup order). Furthermore it is also possible to withdraw your consent towards GLS Germany. To do so, please contact our data protection officer .

3. Data Sharing and Recipients

Within GLS Germany, those entities, who need your data to fulfil their contractual or legal obligations, have access to your data. Also providers, commissioned by GLS Germany, may receive data for these purposes, provided they meet the legal requirements. Those parties include Group and carefully selected non-Group third parties contractually required to provide services for or on behalf of GLS Germany. GLS Germany has concluded corresponding contractual agreements with these parties.

Parties who may receive your personal data:

GLS-subsidiary companies and partners within or outside the EU for the purpose of parcel delivery to the respective country. Group and carefully selected non-Group third parties contractually required to provide services for or on behalf of GLS Germany

In regard to a data transfer to third parties, we will only transmit your personal data if required by law, with your consent or if we are authorised for disclosure. Under these conditions, public bodies and institutions (such as law enforcement agencies) can receive your personal data.

A transfer of personal data to a Non-EU-country will exclusively take place if explicitly mentioned in the context of the former mentioned services.

4. Retention and Erasure

GLS Germany stores your personal data only in accordance with legal retention periods and legal obligations, as long as it is necessary for the purpose. We set the duration of the storage according to the following requirements:

  • Operational requirements: such the length of time that information is needed in order to provide the services.
  • Legal requirements:
    • Commercial and tax retention periods, which result e.g. from the German Commercial Code (HGB) or the Fiscal Code of Germany (AO). The usual retention period is 6 or 10 years. This concerns e.g. parcel and consignee data.
    • The statutory period of limitation according to §§ 195 ff. of the German Civil Code (BGB) may be up to 30 years, whereby the regular period of limitation is three years.
    • The permission of deposit will be stored for a further 3 years after revocation, in case of claims for damage.

Archived data is recorded on storage media accessible only for authorised personnel. After the legal retention period has expired, the data is deleted or destroyed.

IV. Data Subjects Rights, Withdrawal of Consent, Exercising your Rights, Lodge a Complaint

1. Data Subjects Rights

You have the right to

  • obtain the controller confirmation as to whether or not and which personal data concerning him or her are being processed (Right of access by the data subject acc. to Art. 15 GDPR)
  • obtain from the controller without undue delay the rectification of inaccurate personal data concerning him or her (Right to rectification acc. to Art. 16 GDPR)
  • obtain from the controller the erasure of personal data concerning him or her without undue delay (Right to erasure acc. to Art. 17 GDPR)
  • obtain from the controller restriction of processing (Right to restriction of processing acc. to Art. 18 GDPR)
  • receive the personal data concerning him or her, which he or she has provided to a controller (Right to data portability acc. to Art. 20 GDPR)
  • object, on grounds relating to his or her particular situation, at any time to processing of personal data concerning him or her. The controller shall no longer process the personal data unless the controller demonstrates compelling legitimate grounds for the processing which override the interests, rights and freedoms of the data subject or for the establishment, exercise or defence of legal claims. (Right to object acc. to Art. 21 GDPR)

The right of access and the right to erasure are limited by §§34 and 35 BDSG.

2. Withdrawal of Consent

At any time you have the right to withdraw your consent in data processing towards us. This also applies to consent given even before the EU GDPR. The withdrawal is only effective for the future and does not affect the lawfulness of the data processed until the withdrawal.

3. Exercising your Rights

To exercise your rights or for withdrawal of your consent, please contact datenschutz@gls-germany.com and declare which right you wish to exercise so that GLS Germany may take further steps required to work on your request.

Please note, that we may ask you for a proof of identity in order to protect your personal information from unauthorised access or alteration.

4. Right to lodge a complaint

If you think that the processing of your personal data does not comply with privacy regulations, please contact us. You also have the right to lodge a complaint with the responsible data protection authority if you believe that your rights have been violated. (Art. 77 GDPR in conjunction with §19 BDSG)

Responsible supervisory authority:

Federal Commissioner for Data Protection and Freedom of Information
Husarenstr. 30
53117 Bonn

https://www.bfdi.bund.de

V. Updates to this privacy information

GLS Germany is entitled to update this information by publishing the amended information on its website. Developing and optimizing our services is a continuous process. So we might add new services or functions from time to time. If this affects the way your personal data is processed, we will inform you in our privacy information.

This information was last updated on January 04, 2019.