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
Visitor Capture:
Visitors who wish to enter the logistics centre must register at the guard's office and sign a visitors’ list. The visitor's surname, first name, company, signature and time of arrival are recorded here. When leaving the premises, the time of departure is recorded.
Purpose of Capture:
- Logging of personal activities within the premises to prevent unwanted access
- Preventive measures to avert danger (theft) and the possibility of controlling on-site presence in case of escalation (e.g. fire, evacuation)
Legal Basis
The legal basis for the processing is Art. 6 para. 1 lit. b) GDPR, insofar as the visits serve to initiate or implement a contractual relationship with a natural person.
In addition, the legal basis for visitors is Art. 6 para. 1 lit. f) GDPR, because the processing is carried out in our legitimate interest. This legitimate interest derives from the fact that we need the data to establish security on the company premises as a preventive measure to avert danger (theft) and control on-site presence in the event of escalation (e.g. fire, evacuation).
Yard Management:
Yard Management is used to document the data of persons (surname, first name, company, business address, mobile phone number, e-mail address, start and end of stay) and of vehicles (vehicle registration number, type of vehicle/truck, routes/routes) on the premises of a Rhenus site.
Yard Management consists of two components:
1. People Management
2. Vehicle Management
In people management, visitors and employees of external companies can be registered when arriving on the premises as well as when leaving the premises.
In vehicle management, appointments for deliveries and collections can be booked directly by the executing freight forwarders and transport service providers. Vehicles are also registered upon arrival at the logistics centre. Yard management can then also call registered vehicles to a free gate via SMS, where they are then loaded or unloaded. If the vehicle leaves the premises again, it is also deregistered by the system.
Purpose of Collection
Yard management offers the possibility to gain an overview of the people, visitors and vehicles on the premises and to control deliveries and collections from the system. This is particularly necessary for the timely processing of contracts and the planning of time windows for deliveries and collections. In addition, emergency lists are created for emergency evacuation.
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.
The legal basis for persons with whom no direct contractual relationship exists or is to be established 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 is required to establish security on the company premises and for the smooth and timely execution of business operations. In addition, damage caused by improper driving or accidents caused by the vehicles used can be documented and used to prove claims.
Safety Briefing
Data Collected from Visitors
Employees of external companies and, if applicable, their subcontractors must receive a safety briefing before starting work. To carry out the corresponding brieifing, 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.
Purpose of the Collection
Fulfilment of the legal obligation to provide safety instruction, such as the Occupational Health and Safety Act (Instruction §12), Ordinance §9 on Industrial Safety and Health and DGUV Regulation 1, "Principles of Prevention" Instruction § 4. In addition, the safety instruction serves to avert dangers and regulate the behaviour of visitors/external persons or external companies in case of emergencies.
Legal Basis
The legal basis for the processing is Art. 6 Para 1c) GDPR, as it is carried out to fulfil the legal obligations arising from the Occupational Health and Safety Act and the Ordinance on Industrial Safety and Health, among others.
Recipients of Personal Data
Visitor Registration
External security service where necessary.
A Rhenus Group company as service provider for the security database and information system.
Yard Management
A Rhenus Group company as service provider for the security database and information system.
Safety Briefing
A Rhenus Group company as service provider for the security database and information system.
Duration of Storage
Visitor Registration
The period of retention for the documents to be retained is 6 months after the purpose ceases to exist, provided that there are no further retention obligations.
Yard Management
The period of retention for the documents to be retained is 48 months, starting from the end of the calendar year in which the document was created.
Safety Briefing
The period of retention for the documents to be retained is 6 months after the purpose ceases to exist, provided that there are no further retention obligations.
Transfer of Personal Data to a Third Country
There are no plans for a transfer of personal data to a third country or to an international organisation.
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.
