Privacy Policy

We appreciate your visit and your interest in our website. The protection of your personal data (also referred to as ‘data’) is very important to us and therefore of utmost importance. In the following, we would like to inform you about the collection, processing and use of your personal data when you visit our website.

Validity and changes
We reserve the right to change this privacy policy if the legal situation or this online offer or the type of data collection changes. However, this only applies to statements regarding data processing. We will, of course, always take your legitimate interests into account when making any changes. If the user's consent is required for data processing or if parts of the privacy policy contain provisions governing the contractual relationship with users, the privacy policy will only be amended with the user's consent.

Controller, contact, data protection officer
1. The controller pursuant to Art. 4 (7) of the EU General Data Protection Regulation (‘GDPR’) is dentalversender GmbH, represented by its managing director Renate Fohrn-Höver, Emil-Hoffmann-Str. 19, 50996 Cologne, info@dentalversender.de.

2. If you have any questions or comments about this privacy policy or data protection in general, please contact our company data protection officer at the following email address: datenschutz@dentalversender.de. For further information, please refer to our legal notice. If you contact us by post, please address your correspondence to the data protection officer.

Legal basis for the processing of personal data
Insofar as we obtain the consent of the data subject for the processing of personal data, Art. 6 (1) (a) of the EU General Data Protection Regulation (GDPR) serves as the legal basis.

When processing personal data that is necessary for the performance of a contract to which the data subject is party, Art. 6 (1) (b) GDPR serves as the legal basis. This also applies to processing operations that are necessary for the implementation of pre-contractual measures.

Insofar as the processing of personal data is necessary to fulfil a legal obligation to which our company is subject, Art. 6 para. 1 sentence 1 lit. c GDPR serves as the legal basis.

In the event that vital interests of the data subject or another natural person require the processing of personal data, Art. 6 para. 1 sentence 1 lit. d GDPR serves as the legal basis.

If processing is necessary to safeguard a legitimate interest of our company or a third party and if the interests, fundamental rights and freedoms of the data subject do not outweigh the former interest, Art. 6 para. 1 sentence 1 lit. f GDPR serves as the legal basis for processing.

General information on the storage period
The data processed by us will be deleted or restricted in its processing in compliance with the statutory provisions, in particular according to Art. 17 and 18 GDPR. Unless expressly stated in this privacy policy, we delete data stored by us as soon as it is no longer required for its intended purpose. Beyond the point at which the purpose no longer applies, data will only be retained if it is necessary for other, legally permissible purposes or if the data must be retained further due to statutory retention obligations. In these cases, processing will be restricted, i.e. blocked and not processed for other purposes.

Statutory retention obligations arise, for example, from Section 257 (1) sentence 1 of the German Commercial Code (HGB) (6 years for trading books, inventories, opening balance sheets, annual financial statements, commercial letters, accounting documents, etc.) and from Section 147 (1) sentence 1 of the German Fiscal Code (10 years for books, records, management reports, accounting documents, commercial and business letters, documents relevant for taxation, etc.).

Collection of personal data when visiting our shop
The scope and type of collection and use of your data differ depending on whether you visit our website only to retrieve information, e.g. to view our offers, or whether you make use of the services we offer, i.e. product orders or services.

1. Informational use

When using our website for informational purposes only, it is generally not necessary for you to actively provide personal data. In such cases, we only collect and process data in the form of log files that your internet browser transmits to our server. The following data is collected and used when you visit our website:

IP address
Date and time of access to our website
Time zone difference to Greenwich Mean Time (GMT)
Content of the request (specific page)
Access status/HTTP status code
Amount of data transferred in each case
Website from which the request originates and last visited page
Browser type
Language and version of the browser software
Operating system used and its interface.

This data is processed in order to enable you to use the websites you have accessed, for statistical purposes and to improve our website. Personal data processed in this context is automatically deleted from our servers after 7 days at the latest.

The processing of the aforementioned data is technically necessary for the provision of a website in accordance with Art. 6 (1) (f) GDPR in order to display our web pages correctly and to ensure stability and security.

2. Use of the web shop

To conclude contracts via our shop system, it is essential that you register. The processing of the data entered in the mandatory fields during registration is based on Art. 6 para. 1 sentence 1 lit. b GDPR. The processing of voluntarily provided information is based on Art. 6 para. 1 sentence 1 lit. a GDPR.

The data collected during registration is stored by us for as long as you are registered on our website and beyond that for the duration of the statutory retention periods.

The reason for this is that we only offer goods and services to persons who are not consumers within the meaning of Section 13 of the German Civil Code (BGB). You can find more information on this in our General Terms and Conditions. The legal basis for the processing of personal data for the purpose of maintaining this record is Art. 6 (1) (b), (c) GDPR.

Subject to the deletion of your account or the revocation of consent, we are obliged, for example, due to commercial and tax law requirements, to store your address, payment and order data for a period of ten years. However, we will restrict processing after the relevant warranty and guarantee periods have expired. The legal basis for this is Art. 6 (1) (b), (c) GDPR.

When you register, a customer account is created for you. In order to register, you must provide personal data beyond that required to prove that you are not a consumer, i.e. data that we need to process your order. The mandatory information required for the execution of the contracts is marked accordingly in the registration form; further information is voluntary. The following data is collected:

Email address*
Password*
Payment and billing details (information on the category of institution*, title, first name*, surname*, date of birth*, company/practice name, additional information, address*, VAT ID, telephone number*, fax number, mobile phone number, private telephone number)

We use the double opt-in procedure for registration. After you register, an email will be sent to the email address you provided, asking you to confirm that you wish to create a customer account. This is done by clicking on a hyperlink contained in the email. If confirmation via hyperlink is not provided within 24 hours, your information will be blocked and deleted after one month. In addition, we are entitled to retain your IP addresses and the times of registration and confirmation in order to verify your registration and, if necessary, to investigate any possible misuse of your personal data. The legal basis for this is Art. 6 (1) (c) and (f) GDPR.

At the time of registration, the following data is also stored beyond purely informational use:

Date and time of registration, specifying the IP address used.

We process the data you provide to process your order. For this purpose, we may pass on your payment details to our house bank or other payment service providers. We may pass on data for the processing of the order to shipping companies and/or forwarding agents. The legal basis for this is Art. 6 (1) (b) GDPR. The respective payment service provider is responsible for the further processing of the data.

We may also process the data you provide to inform you about other interesting products from our portfolio or to send you emails with technical information.

Enquiries via contact form and email
1. Our contact form is designed to enable you to get in touch with us. We require both your name and your e-mail address to process your enquiry. Your enquiry, your name and your e-mail address will be stored by us for further processing until completion and then deleted, unless longer storage is required for reasons of verifiability, further customer support or statutory retention periods. The data entered in the contact form will be processed exclusively on the basis of your consent in accordance with Art. 6 (1) (a) GDPR, provided that the enquiry is purely informational in nature. In connection with pre-contractual correspondence, processing is carried out on the basis of Art. 6 (1) (b) GDPR.

2. You also have the option of contacting us by email. In such a case, we will store your email address and other data you have voluntarily provided for further processing until completion and then delete it from the active systems, unless longer storage is required for reasons of verifiability, further customer support or statutory retention periods. In the course of further storage, processing, in particular access, will be restricted. The processing of data entered by email is based on your consent in accordance with Art. 6 (1) (a) GDPR, provided that the enquiry is purely informational in nature. In connection with pre-contractual correspondence, processing is carried out on the basis of Art. 6 (1) (b) GDPR. Any further storage required by law is carried out on the basis of Art. 6 (1) (c) GDPR.

3. The user has the option of revoking their consent to the processing of personal data at any time without affecting the legality of the processing carried out on the basis of the consent until revocation. If the user contacts us by email for informational purposes, they can object to the storage of their personal data at any time. In such a case, the conversation cannot be continued. Purely informative enquiries, i.e. those that do not lead to the conclusion of a contract or contain other content that must be retained, will be deleted by us at the end of the year after the enquiry has been processed.

Your rights
1. In accordance with the statutory provisions, you have the following rights with regard to your personal data:

Right to information (Art. 15 GDPR),
Right to rectification or erasure (Art. 16 and Art. 17 GDPR),
Right to restriction of processing (Art. 18 GDPR),
Right to data portability (Art. 20 GDPR),
Right to object to processing (Art. 21 GDPR).

To assert your rights, please send your request to the contact details listed in § 1.

2. 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.

3. The supervisory authority to which the complaint has been lodged shall inform the complainant of the status and outcome of the complaint, including the possibility of a judicial remedy under Article 78 of the GDPR. The supervisory authority responsible for our company is the State Commissioner for Data Protection and Freedom of Information of North Rhine-Westphalia.

Order processing and recipients of data
1. In some cases, we use external service providers to process your data, who are bound by our instructions. These have been carefully selected, commissioned and are regularly monitored by us. The commissions are based on agreements on order processing, in which, in accordance with Art. 28 GDPR.

2. To operate this website, we use, for example, a hosting provider who, on our behalf and on the basis of our legitimate interests in the efficient and secure provision of this online service, processes inventory data, contact data, content data, contract data, usage data, meta and communication data of visitors or customers of this website.

Advertising use and newsletters
1. Your data will only be used for advertising purposes with your prior express consent. Further information can be found under ‘Use of the web shop’. In this respect, the data will be used to present you with new products and events from our company that are tailored to your interests. This includes information on our current or future product range as well as events in which we are involved. This includes both digital advertising via e-mail and advertising in print media.

2. We use the double opt-in procedure for registration for our e-mail newsletter. After you register, an email will be sent to the email address you provided, asking you to confirm that you wish to receive the newsletter. This is done by clicking on a hyperlink contained in the email. If confirmation via the hyperlink is not received within 24 hours, your information will be blocked and deleted after one month. In addition, we are entitled to store your IP addresses and the times of registration and confirmation in order to verify your registration and, if necessary, to investigate any possible misuse of your personal data. The legal basis for this is Art. 6 (1) (a) and (c).

The only mandatory information required for registration is your email address. Any additional personal data can be provided voluntarily and is used to address you personally.

3. Consent to the use of your data for advertising purposes and to receive newsletters can be revoked at any time by sending an email to info@dentalversender.de or by following the instructions at the end of an advertising email.

Data security
This site uses SSL encryption for secure data transmission, in particular for communication data from the contact form.

When you visit our website, we use the widely used SSL (Secure Socket Layer) procedure in conjunction with the highest level of encryption supported by your browser. This is usually 256-bit encryption. If your browser does not support 256-bit encryption, we use 128-bit v3 technology instead. You can tell whether an individual page of our website is being transmitted in encrypted form by the closed display of the locked key or padlock symbol in the lower status bar of your browser.

We also use appropriate technical and organisational security measures to protect your data against accidental or intentional manipulation, partial or complete loss, destruction or unauthorised access by third parties. Our security measures are continuously improved in line with technological developments.

Online applications
We process your personal data in accordance with the applicable data protection regulations on the basis of Section 26 of the German Federal Data Protection Act (BDSG). We process the data you provide us with in your online application exclusively for the purpose of selecting applicants. Data is not processed for any other purposes.

You yourself determine the scope of the data you wish to transmit to us in your online application. Online applications are transmitted electronically to our human resources department, where they are processed as quickly as possible. The transmission is encrypted. As a rule, applications are forwarded to the heads of the relevant departments in our company. Your data will not be passed on to any other parties. Your information will be treated confidentially within our company. If your application is unsuccessful, your documents will be deleted after [6 months].

If you would like us to consider your application for other or future job vacancies, please indicate this on your application. We will then process your data on the basis of Art. 6 (1) lit. a GDPR.

Information for applicants in accordance with Art. 13 of the General Data Protection Regulation

Compliance with data protection regulations is a high priority for our company. We would like to inform you below about how we collect your personal data:

Responsible body

The company to which you have applied is responsible for data collection and processing.

Data we require

When you apply, we process data about you that we require in the context of your application. This may include contact details, all data related to the application (CV, references, qualifications, answers to questions, etc.) and, if applicable, bank details (to reimburse travel expenses). The legal basis for this is provided by Section 26 of the Federal Data Protection Act.

Data deletion

Unless there is a statutory retention period, the data will be deleted as soon as storage is no longer necessary or the legitimate interest in storage has expired. If no appointment is made, this will normally be the case no later than six months after completion of the application process.

In individual cases, individual data may be stored for a longer period (e.g. travel expense reports). The duration of storage is then based on the statutory retention obligations, e.g. from the German Fiscal Code (6 years) or the German Commercial Code (10 years).

If you have not been hired but your application is still of interest to us, we will ask you if we may retain your application for future vacancies. Confidential treatment of your data

We will, of course, treat your data confidentially and will not pass it on to third parties.

Where necessary, we use strictly bound service providers who support us in areas such as IT or the archiving and destruction of documents and with whom separate contracts for order processing have been concluded.

Your data protection rights

As a data subject, you have the right to obtain information about your personal data, to have inaccurate data corrected or deleted if one of the reasons specified in Art. 17 GDPR applies, e.g. if the data is no longer required for the purposes pursued. You also have the right to restrict processing if one of the conditions specified in Art. 18 GDPR applies and, in the cases specified in Art. 20 GDPR, the right to data portability.

Every data subject has the right to lodge a complaint with a supervisory authority if they believe that the processing of data concerning them violates data protection regulations. The right to lodge a complaint may be exercised in particular with a supervisory authority in the Member State of the data subject's habitual residence, place of work or place of the alleged infringement.

Our data protection officer

You also have the right to contact our data protection officer at any time, who is obliged to maintain confidentiality regarding your enquiry.

Data transfer to third countries

In some cases, we use service providers who process personal data in so-called third countries outside the European Union. With your consent, you also accept, within the meaning of Art. 49 (1) sentence 1 lit. a GDPR, that your data will be processed in third countries with a level of data protection that is insufficient according to EU standards.

Use of cookies
1. When you use our website, so-called cookies are transferred to the mass storage device of your end device. Cookies are small text files that are sent from our web server to your browser when you visit our website and are stored on your computer for later retrieval. They serve to make the website more user-friendly and effective overall. Some cookies are only stored for the duration of your visit to our website (so-called ‘session cookies’). Other, permanent cookies may be stored on your computer after your visit, and our website can access them each time you visit our websites again (so-called ‘ID cookies’). Some cookies that are stored when you visit our websites may be stored and accessed by other companies. Cookies cannot run programmes or transfer viruses to your computer.

2. Our website uses the following types of cookies:

Transient cookies (temporary use), see a) below.
Persistent cookies (time-limited use), see b) below.
Third-party cookies (from third-party providers), see c) below and 3.
Flash cookies (permanent use), see d)

a) Transient cookies are automatically deleted when you close your browser. These include, in particular, session cookies. These store a so-called session ID, which can be used to assign various requests from your browser to the shared session. This allows your computer to be recognised when you return to our website. Session cookies are deleted as soon as you end your browser session.

b) Persistent cookies are automatically deleted after a specified period, which may vary depending on the cookie. You can delete cookies at any time in your browser's security settings.

c) You can configure your browser settings according to your preferences and, for example, refuse to accept third-party cookies or all cookies. You can usually disable the storage of cookies entirely in your browser, restrict it to certain websites, or configure your browser to notify you automatically when a cookie is about to be set and ask for your feedback. However, for technical reasons, it may be necessary to allow the aforementioned cookies in order to use the full functionality of our website.

d) The Flash cookies used are not recorded by your browser, but by your Flash plug-in. These store the necessary data independently of the browser you use and do not have an automatic expiry date. If you do not want Flash cookies to be processed, you must install an appropriate add-on, e.g. ‘Better Privacy’ for Mozilla Firefox or Adobe Flash Killer Cookie for Google Chrome.

3. We also use cookies from the third-party providers listed below.

Analysis tools
Google Analytics
Our website uses Google Analytics, a web analysis service provided by Google Inc. (‘Google’). Google Analytics also uses ‘cookies’, which are text files stored on your computer that enable analysis of your use of the website. The information generated by the cookie about your use of this website is usually transferred to a Google server in the USA and stored there. However, if IP anonymisation is activated on this website, your IP address will be truncated by Google within member states of the European Union or in other states party to the Agreement on the European Economic Area before the data is stored on a Google server in the USA. Only in exceptional cases will the full IP address be transmitted to a Google server in the USA and truncated there. On behalf of the operator 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 relating to website activity and internet usage to the website operator.

The IP address transmitted by your browser as part of Google Analytics will not be merged with other Google data.

You may refuse the use of cookies by selecting the appropriate settings on your browser software; however, please note that if you do this, 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 and relating to your use of the website (including your IP address) and from processing this data by downloading and installing the browser plug-in available under the following link: https://tools.google.com/dlpage/gaoptout?hl=de.

We would like to point out that our website has extended Google Analytics with the code ‘anonymizeIp’ to ensure anonymous collection of IP addresses (so-called IP masking). By activating IP anonymisation on our website, your IP address will be truncated by Google within member states of the European Union or in other signatory states to the Agreement on the European Economic Area (EEA). Only in exceptional cases will the full IP address be transmitted to a Google server in the USA and truncated there. On our behalf, Google will use this information to evaluate your use of the website, to compile reports on website activity and to provide other services relating to website activity and internet usage to the website operator. The IP address transmitted by your browser as part of Google Analytics will not be merged with other Google data.

We also use Google Analytics to evaluate data from DoubleClick cookies and AdWords for statistical purposes. If you do not wish this to happen, you can deactivate it via the Ads Preferences Manager at https://www.google.com/settings/ads/onweb/?hl=de.

We use Google Analytics to analyse and regularly improve the use of our website. The statistics obtained enable us to improve our offering and make it more interesting for you as a user. For the exceptional cases in which personal data is transferred to the USA, Google has submitted to the EU-US Privacy Shield, https://www.privacyshield.gov/EU-US-Framework The legal basis for the use of Google Analytics is Art. 6 (1) (f) GDPR.

Third-party information: Google Dublin, Google Ireland Ltd., Gordon House, Barrow Street, Dublin 4, Ireland, Fax: +353 (1) 436 1001. Terms of use: https://www.google.com/analytics/terms/de.html

Overview of data protection: https://support.google.com/analytics/answer/6004245?hl=de and the privacy policy: https://policies.google.com/privacy?hl=de&gl=de.

Use of Microsoft Clarity
We use the Microsoft Clarity tool, a service provided by Microsoft Corporation, to analyse the use of our website. Clarity helps us improve the user experience through heat maps, mouse movements, click and scroll data, and session recordings. IP addresses are anonymised and sensitive entries are automatically masked.

Legal basis & consent
The use of Clarity is based exclusively on your voluntary, informed consent (Art. 6(1)(a) GDPR). Our consent management platform only loads Clarity after you have given your consent (performance cookies -> Google Tag Manager).

Processed data & storage period
Pseudonymised session data, device data, interactions and technical information are collected. Clarity usually stores the data for up to 30 days.

Order processing & data transfer
We have concluded an AV contract with Microsoft Ireland Operations Limited. Data may be transferred to the USA, whereby Microsoft complies with EU data protection standards through the EU-US Data Privacy Framework and standard contractual clauses. For more information, please visit https://commission.europa.eu/document/fa09cbad-dd7d-4684-ae60-be03fcb0fddf_en.

Your rights
You can withdraw your consent at any time – via cookie settings (performance cookies -> Google Tag Manager) or via our privacy settings. Clarity will then no longer be executed. You also have the right to access, correct or delete your data in accordance with the GDPR.