1) Introduction and contact details of the responsible party
1.1 We are pleased that you are visiting our website and thank you for your interest. Below, we inform you about how we handle your personal data when you use our website. Personal data is any data that can be used to personally identify you.
1.2 The data controller for this website within the meaning of the General Data Protection Regulation (GDPR) is Vent Systems HDI GmbH, Alaskaweg 8, 22145 Hamburg, Germany, Tel.: +49 40 50694631, E-mail: info@ventsystems.de. The data controller is the natural or legal person who, alone or jointly with others, determines the purposes and means of the processing of personal data.
2) Data collection when visiting our website
2.1 When you simply browse our website for informational purposes, i.e., without registering or otherwise providing us with information, we only collect data that your browser transmits to the website server (so-called "server log files"). When you access our website, we collect the following data, which is technically necessary for us to display the website to you:
- Our visited website
- Date and time of access
- Amount of data sent in bytes
- Source/referrer from which you accessed this page
- Browser used
- Operating system used
- IP address used (possibly in anonymized form)
The processing is carried out in accordance with Article 6(1)(f) GDPR on the basis of our legitimate interest in improving the stability and functionality of our website. The data will not be disclosed or used for any other purpose. However, we reserve the right to subsequently review the server log files should there be concrete indications of unlawful use.
2.2 This website uses SSL/TLS encryption for security reasons and to protect the transmission of personal data and other confidential content (e.g., orders or inquiries to the data controller). You can recognize an encrypted connection by the "https://" prefix and the padlock symbol in your browser's address bar.
3) Hosting & Content Delivery Network
Cloudflare
We use a Content Delivery Network from the following provider: Cloudflare Inc., 101 Townsend St. San Francisco, CA 94107, USA
This service allows us to deliver large media files, such as graphics, page content, or scripts, more quickly via a network of regionally distributed servers. The processing is carried out to protect our legitimate interest in improving the stability and functionality of our website, in accordance with Article 6(1)(f) GDPR. We have concluded a data processing agreement with the provider, which ensures the protection of our website visitors' data and prohibits unauthorized disclosure to third parties.
For data transfers to the USA, the provider has joined the EU-US Data Privacy Framework, which, based on an adequacy decision by the European Commission, ensures compliance with the European level of data protection.
4) Cookies
To make your visit to our website more enjoyable and to enable the use of certain features, we use cookies, which are small text files that are stored on your device. Some of these cookies are automatically deleted after you close your browser (so-called "session cookies"), while others remain on your device for a longer period and allow us to save your website settings (so-called "persistent cookies"). In the latter case, you can find information about the storage duration in your web browser's cookie settings.
If any of the cookies we use process personal data, this processing is carried out in accordance with Art. 6 para. 1 lit. b GDPR either for the performance of the contract, in accordance with Art. 6 para. 1 lit. a GDPR in the case of consent given, or in accordance with Art. 6 para. 1 lit. f GDPR to safeguard our legitimate interests in the best possible functionality of the website and a customer-friendly and effective design of the website visit.
You can configure your browser to notify you when cookies are set and allow you to decide whether to accept them individually, or to exclude the acceptance of cookies in certain cases or entirely.
Please note that if you do not accept cookies, the functionality of our website may be limited.
5) Making contact
When you contact us (e.g. via contact form or email), personal data is processed – exclusively for the purpose of processing and responding to your request and only to the extent necessary.
The legal basis for processing this data is our legitimate interest in responding to your inquiry pursuant to Article 6(1)(f) GDPR. If your contact is aimed at a contract, the additional legal basis for processing is Article 6(1)(b) GDPR. Your data will be deleted when it is clear from the circumstances that the matter has been resolved and provided that no statutory retention obligations apply.
6) Data processing when opening a customer account
In accordance with Article 6(1)(b) GDPR, personal data will continue to be collected and processed to the extent necessary if you provide it to us when opening a customer account. You can find out which data is required for account opening in the input fields of the corresponding form on our website.
You can delete your customer account at any time by sending a message to the above address of the data controller. After your customer account is deleted, your data will be deleted provided that all contracts concluded through it have been fully processed, no statutory retention periods apply, and we have no legitimate interest in continuing to store it.
7) Data processing for order processing
7.1 Image files for order processing can be submitted via email.
On our website, we offer customers the option of ordering product personalization by submitting image files via email. The submitted image is then used as a template for personalizing the chosen product.
The customer can send us one or more image files from their device's storage via the email address provided on the website. We then collect, store, and use the files transmitted in this way exclusively for the production of the personalized product as described in the respective service description on our website. If the transmitted image files are shared with specific service providers for the production and processing of the order, you will be explicitly informed of this in the following paragraphs. No further sharing will occur. If the transmitted files or digital images contain personal data (in particular, images of identifiable persons), all processing operations described above will be carried out exclusively for the purpose of processing your online order in accordance with Article 6 Paragraph 1 Letter b GDPR.
After the order has been fully processed, the submitted image files will be automatically and completely deleted.
7.2 Insofar as necessary for the processing of the contract for delivery and payment purposes, the personal data we collect will be passed on to the commissioned transport company and the commissioned credit institution in accordance with Art. 6 para. 1 lit. b GDPR.
If we owe you updates for goods with digital elements or for digital products based on a corresponding contract, we process the contact details you provided when placing your order in order to inform you personally in accordance with our legal information obligations pursuant to Art. 6 para. 1 lit. c GDPR. Your contact details will be used strictly for the purpose of notifying you about updates we owe you and will only be processed by us to the extent necessary for the respective information.
7.3 Use of payment service providers (payment services)
- Apple Pay
If you choose the "Apple Pay" payment method from Apple Distribution International (Apple), Hollyhill Industrial Estate, Hollyhill, Cork, Ireland, payment processing is handled via the "Apple Pay" function on your iOS, watchOS, or macOS device by charging a payment card stored with "Apple Pay." Apple Pay uses security features integrated into your device's hardware and software to protect your transactions. Authorizing a payment requires entering a code you previously set and verifying your identity using your device's "Face ID" or "Touch ID" function.
For payment processing purposes, the information you provide during the ordering process, along with details of your order, will be transmitted to Apple in encrypted form. Apple then re-encrypts this data with a developer-specific key before transmitting it to the payment service provider of the payment card stored in Apple Pay. This encryption ensures that only the website where the purchase was made can access the payment information. After the payment has been processed, Apple sends your device account number and a transaction-specific, dynamic security code to the originating website to confirm the successful payment.
If personal data is processed during the described transfers, the processing is carried out exclusively for the purpose of payment processing in accordance with Art. 6 para. 1 lit. b GDPR.
Apple retains anonymized transaction data, including the approximate purchase amount, date, and time, as well as whether the transaction was successful. Anonymization completely eliminates any possibility of identifying individuals. Apple uses this anonymized data to improve Apple Pay and other Apple products and services.
When you use Apple Pay on your iPhone or Apple Watch to complete a purchase you made through Safari on your Mac, your Mac and the authorizing device communicate over an encrypted channel on Apple's servers. Apple does not process or store any of this information in a format that can identify you personally. You can disable the ability to use Apple Pay on your Mac in your iPhone's settings. Go to "Wallet & Apple Pay" and turn off "Allow Payments on Mac.".
Further information on data protection with Apple Pay can be found at the following web address: https://support.apple.com
- Google Pay
If you choose the payment method "Google Pay" from Google Ireland Limited, Gordon House, 4 Barrow St, Dublin, D04 E5W5, Ireland ("Google"), payment processing is handled via the "Google Pay" application on your mobile device, which must be running at least Android 4.4 ("KitKat") and have NFC capability. The payment will be processed by charging a payment card stored in Google Pay or a payment system verified there (e.g., PayPal). To authorize a payment via Google Pay exceeding €25, you must first unlock your mobile device using the configured verification method (such as facial recognition, password, fingerprint, or pattern).
For payment processing purposes, the information you provide during the ordering process, along with information about your order, will be shared with Google. Google will then transmit your payment information stored in Google Pay to the originating website in the form of a unique transaction number, which is used to verify the payment. This transaction number contains no information about the actual payment details of your payment method stored in Google Pay, but is created and transmitted as a unique numerical token. In all transactions via Google Pay, Google acts solely as an intermediary for processing the payment. The transaction is executed exclusively between the user and the originating website by debiting the payment method stored in Google Pay.
If personal data is processed during the described transfers, the processing is carried out exclusively for the purpose of payment processing in accordance with Art. 6 para. 1 lit. b GDPR.
Google reserves the right to collect, store, and analyze certain transaction-specific information for each transaction made through Google Pay. This includes the date, time, and amount of the transaction; the merchant's location and description; a description of the purchased goods or services provided by the merchant; photos you attached to the transaction; the name and email address of the seller and buyer or sender and recipient; the payment method used; your description of the reason for the transaction; and, if applicable, the offer associated with the transaction.
According to Google, this processing is carried out exclusively in accordance with Art. 6 para. 1 lit. f GDPR on the basis of the legitimate interest in proper accounting, verification of transaction data and the optimization and maintenance of the Google Pay service.
Google also reserves the right to combine the processed transaction data with other information collected and stored by Google when you use other Google services.
The Google Pay terms of service can be found here:
https://payments.google.com
Further information on data protection at Google Pay can be found at the following web address:
https://payments.google.com
- Paypal
This website offers one or more online payment methods from the following provider: PayPal (Europe) Sarl et Cie, SCA, 22-24 Boulevard Royal, L-2449 Luxembourg
When you select a payment method from the provider that requires you to pay in advance, your payment details provided during the ordering process (including name, address, bank and payment card information, currency, and transaction number) as well as information about the contents of your order will be transmitted to the provider in accordance with Article 6 Paragraph 1 Letter b GDPR. In this case, your data will be transmitted exclusively for the purpose of processing the payment with the provider and only to the extent necessary for this purpose.
When selecting a payment method where we make advance payments, you will also be asked to provide certain personal data during the ordering process (first and last name, street, house number, postal code, city, date of birth, email address, telephone number, and, if applicable, details of an alternative payment method).
In order to protect our legitimate interest in assessing your creditworthiness in such cases, we forward this data to the provider for the purpose of a credit check in accordance with Article 6(1)(f) GDPR. Based on the personal data you provide, as well as other data (such as shopping cart contents, invoice amount, order history, and payment history), the provider checks whether the payment option you have selected can be granted with regard to payment and/or default risks.
The credit report may contain probability values (so-called score values). If score values are included in the credit report, they are based on a scientifically recognized mathematical-statistical method. Address data is among the factors, but not the only one, used in calculating the score values.
You can object to this processing of your data at any time by sending a message to us or to the provider. However, the provider may still be entitled to process your personal data if this is necessary for processing payments in accordance with the contract.
7.4 Electronic cancellation function for distance contracts
Consumers who conclude contracts on this website where a statutory right of withdrawal exists have the option of declaring the withdrawal via an electronic withdrawal function in accordance with the applicable withdrawal regulations.
When using the revocation function, in addition to information to identify the contract to be revoked, further personal information such as the consumer's first and last name and email address must also be provided or confirmed.
The collection of this information and its transmission to us is carried out in accordance with Article 6(1)(b) GDPR and only to the extent necessary for the proper processing of the withdrawal. The personal data provided is also used, on the basis of Article 6(1)(b) GDPR, to confirm receipt of the withdrawal notice by email. A further legal basis for the processing is Article 6(1)(c) GDPR. We are legally obligated to provide an electronic withdrawal function for paid distance selling contracts for consumers.
8) Web analytics services
Google Analytics 4
This website uses Google Analytics 4, a web analytics service provided by Google Ireland Limited, Gordon House, 4 Barrow St, Dublin, D04 E5W5, Ireland ("Google"), which enables an analysis of your use of our website.
By default, Google Analytics 4 does not use cookies when you visit the website unless you explicitly consent to their use. Instead, information about your usage behavior is collected and processed through so-called pings (small data packets sent to the host of an end device). This information includes your IP address, which Google, however, shortens by removing the last digits to prevent direct identification of individuals.
The information is transferred to Google servers and processed there. This may also involve transfers to Google LLC, which is based in the USA.
Google uses the collected information on our behalf to evaluate your use of the website, to compile reports on website activity for us, and to provide other services related to website activity and internet usage. The IP address transmitted by your browser as part of Google Analytics and shortened will not be merged with other Google data. The data collected as part of the use of Google Analytics 4 is stored for a period of two months and then deleted.
All processing described above, including data transmission via "pings" and the possible setting of Google Analytics cookies, will only take place if you have given us your explicit consent in accordance with Art. 6 para. 1 lit. a GDPR.
Without your consent, Google Analytics 4 will not be used during your visit to our website. You can revoke your consent at any time with effect for the future. To exercise your right of revocation, please deactivate this service using the "Cookie Consent Tool" provided on the website.
We have entered into a data processing agreement with Google that ensures the protection of our website visitors' data and prohibits unauthorized disclosure to third parties.
Further legal information regarding Google Analytics 4 can be found at https://business.safety.google
Demographic characteristics
Google Analytics 4 uses the special feature "demographic characteristics" to generate statistics that provide information about the age, gender, and interests of website visitors. This is achieved by analyzing advertising and information from third-party providers. This allows for the identification of target groups for marketing activities. However, the collected data cannot be linked to any specific individual and is deleted after a storage period of two months.
Google Signals
As an extension to Google Analytics 4, this website may use Google Signals to generate cross-device reports. If you have enabled personalized ads and linked your devices to your Google account, Google may, subject to your consent to the use of Google Analytics pursuant to Art. 6 para. 1 lit. a GDPR, analyze your usage behavior across devices and create database models, including those related to cross-device conversions. We do not receive any personal data from Google, only statistics. If you wish to stop cross-device analysis, you can deactivate the "Personalized advertising" feature in your Google account settings. To do so, follow the instructions on this page: https://support.google.com
For more information about Google Signals, please see the following link: https://support.google.com
UserIDs
As an extension to Google Analytics 4, the "UserIDs" function may be used on this website. If you have consented to the use of Google Analytics 4 in accordance with Art. 6 para. 1 lit. a GDPR, have created an account on this website, and log in with this account on different devices, your activities, including conversions, can be analyzed across devices.
For data transfers to the USA, the provider has joined the EU-US Data Privacy Framework, which, based on an adequacy decision by the European Commission, ensures compliance with the European level of data protection.
9) Page functionalities
9.1 YouTube
This website uses plugins to display and play videos from the following provider: Google Ireland Limited, Gordon House, 4 Barrow St, Dublin, D04 E5W5, Ireland
Data may also be transferred to: Google LLC, USA
When you visit a page on our website that contains such a plugin, your browser establishes a direct connection to the provider's servers to load the content, at the latest when the video starts playing. In doing so, certain information, including your IP address, is transmitted to the provider.
When embedded videos are played via the plugin, the provider also uses cookies to collect information about user behavior, create playback statistics and prevent abusive behavior.
If you are logged into a user account with the provider during your visit to the site, your data will be directly associated with your account when you click on a video. If you do not want this association with your account, you must log out before clicking the play button.
All of the aforementioned processing activities, in particular the setting of cookies for reading information on the device used, will only take place if you have given us your explicit consent in accordance with Art. 6 para. 1 lit. a GDPR. You can revoke your consent at any time with effect for the future by deactivating this service via the "cookie consent tool" provided on the website.
For data transfers to the USA, the provider has joined the EU-US Data Privacy Framework, which, based on an adequacy decision by the European Commission, ensures compliance with the European level of data protection.
9.2 Google Customer Reviews (formerly Google Certified Shops)
We work with Google as part of the "Google Customer Reviews" program. The provider is Google Ireland Limited, Gordon House, 4 Barrow St, Dublin, D04 E5W5, Ireland ("Google"). This program allows us to collect customer reviews from users of our website. After using our services, you will be asked on our website whether you would like to participate in an email survey from Google.
If you give your consent in accordance with Article 6 Paragraph 1 Letter a GDPR, we will transmit your email address to Google. You will receive an email from Google Customer Reviews asking you to rate your shopping experience on our website. Your rating will then be aggregated with our other ratings and displayed in our Google Customer Reviews logo and in our Merchant Center dashboard. Your rating will also be used for Google Seller Ratings. The use of Google Customer Reviews may also involve the transfer of personal data to the servers of Google LLC in the USA.
You can withdraw your consent at any time by sending a message to the data controller or to Google.
For data transfers to the USA, the provider has joined the EU-US Data Privacy Framework, which, based on an adequacy decision by the European Commission, ensures compliance with the European level of data protection.
Further information on Google's privacy policy can be found here: https://business.safety.google
10) Tools and other items
Cookie consent tool
This website uses a "cookie consent tool" to obtain valid user consent for cookies and cookie-based applications that require consent. The cookie consent tool is displayed to users upon visiting the site as an interactive interface, where consent for specific cookies and/or cookie-based applications can be granted by ticking boxes. By using this tool, all cookies/services requiring consent are only loaded if the respective user grants the corresponding consent by ticking the boxes. This ensures that such cookies are only placed on the user's device if consent has been given.
This tool uses technically necessary cookies to store your cookie preferences. No personal user data is processed in this process.
If, in individual cases, personal data (such as the IP address) is processed for the purpose of storing, assigning or logging cookie settings, this is done in accordance with Art. 6 para. 1 lit. f GDPR on the basis of our legitimate interest in a legally compliant, user-specific and user-friendly consent management for cookies and thus in a legally compliant design of our website.
A further legal basis for processing is Article 6(1)(c) GDPR. As data controllers, we are subject to the legal obligation to make the use of cookies that are not technically necessary dependent on the respective user's consent.
Where necessary, we have concluded a data processing agreement with the provider, which ensures the protection of the data of our website visitors and prohibits unauthorized disclosure to third parties.
Further information about the operator and the settings options of the cookie consent tool can be found directly in the corresponding user interface on our website.
11) Rights of the data subject
11.1 The applicable data protection law grants you the following rights as a data subject (rights of access and intervention) vis-à-vis the controller with regard to the processing of your personal data, whereby reference is made to the legal basis cited for the respective conditions of exercising these rights:
- Right of access pursuant to Art. 15 GDPR;
- Right to rectification pursuant to Article 16 GDPR;
- Right to erasure pursuant to Article 17 GDPR;
- Right to restriction of processing pursuant to Article 18 GDPR;
- Right to information pursuant to Article 19 GDPR;
- Right to data portability pursuant to Art. 20 GDPR;
- Right to withdraw consent pursuant to Art. 7 para. 3 GDPR;
- Right to lodge a complaint pursuant to Article 77 GDPR.
11.2 RIGHT OF OBJECTION
If we process your personal data based on our overriding legitimate interest as part of a balancing of interests, you have the right to object to this processing at any time, on grounds relating to your particular situation, with effect for the future.
If you exercise your right to object, we will cease processing the data in question. However, further processing remains possible if we can demonstrate compelling legitimate grounds for the processing which override your interests, fundamental rights and freedoms, or if the processing serves the purpose of establishing, exercising or defending legal claims.
If we process your personal data for direct marketing purposes, you have the right to object at any time to the processing of your personal data for such marketing. You can exercise your right to object as described above.
If you exercise your right to object, we will cease processing the data in question for direct marketing purposes.
12) Duration of storage of personal data
The duration of the storage of personal data is determined by the respective legal basis, the purpose of processing and – if applicable – additionally by the respective statutory retention period (e.g. commercial and tax law retention periods).
When processing personal data on the basis of explicit consent pursuant to Art. 6 para. 1 lit. a GDPR, the data concerned will be stored until you withdraw your consent.
If statutory retention periods exist for data processed in the context of contractual or quasi-contractual obligations on the basis of Art. 6 para. 1 lit. b GDPR, this data will be routinely deleted after the expiry of the retention periods, provided that it is no longer required for the performance of a contract or for initiating a contract and/or we no longer have a legitimate interest in its continued storage.
When processing personal data on the basis of Article 6(1)(f) GDPR, this data will be stored until you exercise your right to object pursuant to Article 21(1) GDPR, unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing serves the purpose of establishing, exercising or defending legal claims.
When processing personal data for direct marketing purposes on the basis of Art. 6 para. 1 lit. f GDPR, this data will be stored until you exercise your right to object pursuant to Art. 21 para. 2 GDPR.
Unless otherwise stated in the other information in this declaration regarding specific processing situations, stored personal data will be deleted when it is no longer necessary for the purposes for which it was collected or otherwise processed.
