Data Protection

6. Subscribing to our Newsletter

Users have the option on our website of subscribing to newsletters offered by our company. The personal data that will be transmitted to the person responsible for processing this is indicated in the input screens used for subscribing. 

Our newsletter can generally only be received by you if (1) you have a valid email address, and (2) you have registered for the newsletter. For legal reasons a confirmation mail is sent to the email address you first register for receiving the newsletter, for the purposes of a double-opt-in process. This confirmation mail serves to confirm that the owner of the email address as data subject authorises the newsletter to be sent to this email address.

When subscribing to our newsletter we also store the IP address assigned by the internet service provider (ISP) to the computer system you use at the time of registration, as well as the date and the time of the subscription being registered. Collecting these data is necessary in order to be able to reconstruct the (potential) abuse of the email address of a data subject at a later point in time so that this also serves for our legal protection. 

The personal data collected as part of the registration process to subscribe to the newsletter will only be used for the purposes of sending out our newsletter. Furthermore, it is possible for recipients of the newsletter to be notified by email, where this is necessary in order to operate the newsletter service, or where registration is necessary, such as might be the case, for example, when there are changes to the newsletter offer, or where the technological circumstances change. No personal data that are collected as part of the newsletter service are transmitted to third parties. You may cancel your subscription to our newsletter at any time. 

Any consent you give us regarding the storage of personal data for the purposes of sending out the newsletter can be withdrawn at any time. There is a link included in each newsletter for withdrawing your consent. Moreover, there is the possibility at any time to unsubscribe from the newsletter on our website, or to notify us thereof in some other manner.

7. Contact options via our website

As required by statute, the COPRO website contains information enabling you to contact us quickly and electronically, as well as enabling you to contract us directly, which includes a general email address. If you contact us by way of a contact form or via email, the personal data transmitted by you will be stored automatically. Such personal data transmitted to us voluntarily by you will be stored for the purposes of dealing with your enquiry and to enable us to contact you. Such personal data will not be transmitted to any third parties.

8. Data protection in the case of applications and application procedures

COPRO processes personal data for the purposes of vacant positions on the COPRO website as well as processing the personal data of applicants to COPRO for the purposes of carrying out the application process. Such processing may also be done in an automated manner. In particular this will be the case where an applicant submits the relevant application materials to COPRO electronically, e.g. via email or using an online form on the website. Where COPRO concludes an employment contract with an applicant, the transmitted data will be processed for the purposes of performing the employment, complying with the statutory requirements. Where COPRO does not enter into an employment contract with the applicant, the application materials will be automatically deleted two months after this decision has been communicated, unless there are any other legitimate interests of COPRO that would be contrary to this. A legitimate interest for these purposes might be an obligation to provide evidence in proceedings under the German Anti-Discrimination Law (Allgemeines Gleichbehandlungsgesetz - AGG).

9. Providing data for processing on our behalf

We partly engage with specialised service providers when processing your details. Our providers are selected carefully and underlie strict controls. They process personal data only on our behalf and strict in line with our instructions on the basis of respective contracts of order processing. 

 10. Period for which the personal data will be stored 

The criterion for the period for which personal data will be stored is the applicable statutory retention period. After expiry of this period the relevant data will be routinely deleted, provided they are no longer required for the purposes of performing the contract or for initiating a contract. 

11. Routine erasure and blocking of personal data

COPRO only processes and stores personal data of the data subject for such a period as is necessary in order to achieve the purpose of storing them, or where this is prescribed in statutes or regulations by the European legislature or other legislatures and to which COPRO is subject. 

Where the purpose for storing the data no longer exists or if some other prescribed storage period of the European legislature or some other responsible legislature, the personal data are routinely blocked or erased in compliance with the applicable statutory provisions.

12. Information regarding your rights 

If we process your personal data, you are entitled to the following rights, based on the applicable data protection laws. If you want to exercise one or several of these rights, you can contact our data protection officer at any time.

12.1 Right to information

The European legislature has enshrined the right that at any time you can request information from the controller regarding the personal data that are stored in respect of you, to receive a copy of this information and to do so free of charge. Moreover, the European legislature has granted the data subject the right to information regarding the following matters:

• the purposes of the processing
• the categories of personal data concerned
• the recipients or categories of recipient to whom the personal data have been or will be disclosed, in particular recipients in third countries or international organisations
• where possible, the envisaged period for which the personal data will be stored, or, if not possible, the criteria used to determine that period
• the existence of the right to request from the controller rectification or erasure of personal data or restriction of processing of personal data concerning the data subject or to object to such processing
• the right to lodge a complaint with a supervisory authority
• Information to be provided where personal data have not been obtained from the data subject: Any available information about the origin of those data;
• the existence of automated decision-making, including profiling, referred to in Article 22(1) and (4) and, at least in those cases, meaningful information about the logic involved, as well as the significance and the envisaged consequences of such processing for the data subject.

Moreover you are entitled to obtain information about whether any personal data were transmitted to a third country or to an international organisation. 

Where this is the case you also have the right to obtain information regarding the appropriate safeguards in connection with such transmission.

12.2 Right to rectification

As stipulated by the European legislature, you have the right to obtain from the us without undue delay the rectification of inaccurate personal data concerning you. Taking into account the purposes of the processing, you have the right to have incomplete personal data completed, including by means of providing a supplementary statement.

12.3 Right to erasure (‘right to be forgotten’)

As stipulated by the European legislature, you have the right to obtain from COPRO the erasure of personal data concerning you without undue delay where one of the following grounds applies, and where processing is not necessary:

• The personal data are no longer necessary in relation to the purposes for which they were collected or otherwise processed;
• You withdraw your consent on which the processing is based according to Article 6 (1) (a), or Article 9 (2) (a), and where there is no other legal ground for the processing;
• You object to the processing pursuant to Article 21 (1) GDPR and there are no overriding legitimate grounds for the processing, or you object to the processing pursuant to Article 21(2) GDPR.
• The personal data have been unlawfully processed.
• The personal data have to be erased for compliance with a legal obligation in Union or Member State law to which COPRO is subject;
• The personal data have been collected in relation to the offer of information society services referred to in species; 8(1) GDPR.

Where these rights are asserted COPRO’s data protection officer shall arrange that the erasure request is complied with without delay.

Where COPRO has made the personal data public and is obliged pursuant to Article 17 (1) GDPR to erase the personal data, then COPRO, taking account of available technology and the cost of implementation, shall take reasonable steps, including technical measures, to inform other controllers who are processing the personal data that you have requested the erasure by such controllers of any links to, or copy of, those personal data, provided that processing is not necessary. COPRO’s data protection officer will make the necessary arrangements on a case by case basis.

12.4 Right to restriction of processing

As stipulated by the European legislature, you have the right to demand a restriction of processing from us, where one of the following applies:

• The accuracy of the personal data is contested by you, for a period enabling COPRO to verify the accuracy of the personal data;
• The processing is unlawful and you oppose the erasure of the personal data and request the restriction of their use instead;
• COPRO no longer needs the personal data for the purposes of the processing, but they are required by you for the establishment, exercise or defence of legal claims;
• You have objected to your personal data being processed as per Article 21 (1) GDPR, and it has not yet been ascertained whether COPRO’s legitimate grounds override your legitimate interests.

 12.5 Right to object

As stipulated by the European legislature, you have the right to object, on grounds relating to your particular situation, at any time to processing of personal data concerning you which is based on point (e) or (f) of Article 6(1) GDPR. This also applies in relation to any profiling based on these provisions.

Where an objection is lodged, UMP shall no longer process the personal data unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or for the establishment, exercise or defence of legal claims.

Where personal data are processed for the purposes of direct marketing,you have the right to object to such processing of your personal data, to the extent that it is related to such direct marketing, at any time. This also applies in respect of profiling, to the extent that this is connected to any such direct marketing. Where you lodge your objection with COPRO regarding the processing for direct marketing purposes, the personal data shall no longer be processed for such purposes.

Where personal data are processed by COPRO for scientific or historical research purposes or statistical purposes pursuant to Article 89(1), you, on grounds relating to your particular situation, have the right to object to the processing of personal data concerning you, unless the processing is necessary for the performance of a task carried out for reasons of public interest.

 12.6 Right to data portability

As stipulated by the European legislature, you have the right to receive the personal data concerning you, which you have provided to us, in a structured, commonly used and machine-readable format.  Furthermore, you have the right to transmit those data to another controller without hindrance from COPRO, where the processing is based on consent as per Article 6 (1) (a) GDPR or Article 9 82) (a) GDPR, or where it is based on a contract as per Article 6 (1) (b) GDPR, and where the processing is carried out by automated means, provided that the processing is not necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.

In exercising your right to data portability pursuant to Article 20 (1) GDPR, you  have the right to have the personal data transmitted directly from COPRO to another controller, where this is technically feasible and where this does not infringe the rights and freedoms of others.

 12.7 Automated individual decision-making, including profiling

As stipulated by the European legislature, you have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning you or similarly significantly affects you, provided that (1) this decision is not required for concluding or performing a contract between you and COPRO, or (2) it is permissible pursuant to legal provisions of the Union or the member states, which COPRO is subject to, and where such legal provisions include appropriate measures in order to safeguard your rights and freedoms as well as your legitimate interests, or (3) where this takes place with your express consent.

However, as a responsible company COPRO refrains from using any automated decision making process or profiling.

 12.8 Right of withdrawal of consent in relation to data protection

As stipulated by the European legislature, you have the right to withdraw any consent you have given for the processing of personal data at any time.

The withdrawal of consent shall not affect the lawfulness of processing based on consent before its withdrawal.

12.9 Right to lodge a complaint

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.

13. Contact:

If you have any comments or requests regarding data protection, please send them to datenschutz@copro-gruppe.de.

14. Legal or contractual provisions regarding the making available of personal data; Necessity for concluding a contract; Obligation of the data subject to make personal data available; Possible consequences of not making data available

You are hereby notified that making your personal data available can be prescribed by law (e.g. tax law) or that such an obligation may arise from contractual provisions (e.g. details of the parties). Sometimes it can be necessary in order to conclude a contract that you make personal data available to us, which thereafter need to be processed by us. For example, you have an obligation to provide us with personal data if our company enters into a contract with you. Not making such personal data available could lead to a situation where we are unable to conclude the contract with you. Before making any personal data available, you are very welcome to contact our data protection officer. Our data protection officer will inform you on a case by case basis, whether the provision of personal data is a statutory or contractual requirement, or a requirement necessary to enter into a contract, as well as whether you are obliged to provide such personal data and what the possible consequences of failure to provide such data would be.

15. Amendments of the Data Protection Policy

We reserve the right to update this Data Protection Policy from time to time where this is necessary. Any such amendments will be published on our website. Any amendments shall be binding as soon as they are published on our website.

For this reason we would recommend that you regularly visit our website to check whether there have been any updates.

Last update: 30.09.2019