INFORMATION REQUIREMENTS FOR SUPPLIERS PURSUANT TO ART. 13 GDPR

With the following information, we would like to give you an overview of the processing of your personal data by Rhenus Warehousing Solutions SE & Co. KG and the rights to which you are entitled under data protection law. In order to fulfil our information obligations according to Art. 13 DSGVO (GDPR – General Data Protection Regulation), we are pleased to present our data protection information below:

The controller for the processing of personal data is:

Rhenus Warehousing Solutions SE & Co. KG

Rhenus-Platz 1
59439 Holzwickede

Data Protection Officer Contact:

If you have any questions regarding data protection or the processing of your personal data by us, please contact:

[email protected]

Purpose of Processing and Legal Basis

We process personal data of our suppliers and service providers when contacting them, when commissioning and using services, when commissioning deliveries of goods or when carrying out the business and customer relationship.

Data Collected during Processing

In most cases, these are the contact details of the internal contact persons provided to us by our suppliers.

These data can be:

Name, first name, company, e-mail address, telephone number, mobile number, position in the company

This data is processed exclusively for the purpose for which you have given us the data. Such purposes can be e.g.:

When handing over a business card, the purpose is to establish contact at a later date to discuss common business interests.
When naming a contact person, the purpose is the implementation of concrete contractual measures.

Data Collected during the Safety Briefing

Employees of external companies and, if applicable, their subcontractors must receive a safety briefing before starting work. To carry out the corresponding briefing, a form is filled out and signed by both the employee of the external company/visitor and the responsible Rhenus employee. The surname, first name and company as well as the signature and date of the safety instruction are all recorded here.

The aforementioned regulation applies to visitors or other external persons if they do not move around the company premises in the constant company of a Rhenus employee but on their own.

The signed proof is scanned by the person responsible for maintaining the R.I.S. safety database and archived in the safety database. The original is then destroyed.

The data is processed exclusively for the purpose for which you have given us this data, such as the fulfilment of the legal obligation to provide safety instruction, e.g. in accordance with of the Occupational Health and Safety Act (Instruction §12), §9 of the Ordinance on Industrial Safety and Health and the DGUV Regulation 1 "Principles of Prevention," Instruction §4. In addition, the safety instruction serves to avert dangers and regulate the behaviour of suppliers/external persons or external companies in case of emergencies.

Legal Basis

The legal basis for the processing is Art. 6 para. 1 lit. b) GDPR, insofar as the data is processed for the initiation or implementation of a contractual relationship.

In addition, in the case of employees as contact persons, the legal basis is Art. 6 para. 1 lit. f) GDPR, as the processing is carried out in our legitimate interest.

This legitimate interest derives from the fact that the data was handed over to us for the purpose of maintaining contacts and to make contact at a later date. In addition, the processing of contact person data is necessary to maintain a business relationship.

For services that are carried out by you or your employees on our premises, a safety briefing is also required. This safety briefing is documented by us. The legal basis for the safety training is Art. 6 para. 1 lit. c) GDPR.

For more information on data processing in the context of the security briefing, please see the “Visitors” section.

Recipients of Personal Data

Data from a safety briefing that has taken place is processed as part of our safety and work management. For administration purposes, access by IT (Rhenus Assets & Services GmbH) cannot be excluded.

Subsidiaries of Rhenus Warehousing Solutions SE & Co. KG or Rhenus SE & Co. KG, insofar as this is necessary for the performance of the specific contractual relationship.

A Rhenus Group company as service provider for the security database and information system.

Transfer of Personal Data to a Third Country

No transfer of personal data to a third country or to an international organisation is planned unless the third country referral is known to and wished for by the customer on the basis of the specific contractual relationship and it is intended by the supplier or service provider.

Duration of Storage

Data that you have provided to us in the context of offers or contractual relationships are subject to the statutory retention periods that may result from tax regulations, the AO, the HGB and other laws. We delete this data 10 years after the end of the contractual relationship.

We retain your data collected as part of the safety briefing for 6 months after the purpose no longer applies, provided there are no further retention obligations.

Your Rights as a Data Subject

Right to Information
On request, we will provide you with information in writing or electronically as to whether and what personal data we have stored about you (Art. 15 GDPR).

Right to Rectification
You have the right to rectification (Art. 16 GDPR) and/or completion vis-à-vis the controller if your personal data are inaccurate or incomplete.

Right to Deletion

You may request the controller to erase the personal data concerning you without delay (Art. 17 GDPR).

Right to Objection
A data subject shall have the right at any time to object with future effect to the processing of personal data concerning him or her based on his or her particular situation. This shall not affect previous processing operations. The controller shall no longer process the personal data in the event of the objection, unless it can demonstrate 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 (Article 21 of GDPR).

Right to Restriction of Processing

You have the right to request the restriction of processing (Art. 18 GDPR).

Right to Data Portability
You have the right to data portability (Art. 20 GDPR).

Right of Appeal to the Supervisory Authority

The data subject has the right to lodge a complaint with a supervisory authority,
without prejudice to any other administrative or judicial remedy, under Article 77 GDPR. The data subject may exercise this right before a supervisory authority in the member state of his or her residence, place of work or the place of the alleged infringement.

Revocation of Consent
If you have given consent for the collection or use of personal data and wish to revoke this, you can do so with future effect at any time by e-mail or letter.

Provision of Personal Data

You are under no legal or fundamental contractual obligation to provide Rhenus Warehousing Solutions SE & Co. KG with your data for the above-mentioned purpose. However, if you refuse to make your data available, Rhenus Warehousing Solutions SE & Co. KG cannot grant you access to its buildings and premises for reasons of information security.

Automated Decision-making/Profiling

Automated decision making (including profiling) does not occur with your data.