Data Privacy and Protection

Head Office
Cold Jet
455 Wards Corner Road
Loveland, OH, 45140
USA

This privacy policy applies between you, the User of this Website and Cold Jet, the owner and provider of this Website. Cold Jet takes the privacy of your information very seriously. This privacy policy applies to our use of any and all Data collected by us or provided by you in relation to your use of the Website. This privacy policy does not extend to any websites that can be accessed from this Website including, but not limited to, any links we may provide to social media websites.

The following data privacy notice informs you about the processing of your personal data by Cold Jet, LLC, Cold Jet BVBA, Cold Jet GmbH, Cold Jet A/S, Cold Jet S.L., and Cold Jet Sp. z o.o. (collectively “Cold Jet”)

From time to time, it may be necessary to adapt this privacy policy as whole as well as specific parts of it to comply with the up to date legal requirements or to cover the introduction of new services. The most recent version of our data privacy notice can be found at: https://www.coldjet.com/en/company/privacy-policy.php

I. General Information regarding Data Protection at Cold Jet

Controller and Data Protection Officer

The controller responsible for the processing of your personal data in the sense of data protection law is: Cold Jet.

The Data Protection Officer of Cold Jet is available to answer all your questions regarding data protection at Cold Jet by e-mail or mail. You can contact the DPO under the following address:

Cold Jet
Data Protection Officer
455 Wards Corner Road
Loveland, OH 45140
USA
Email: [email protected]

Your Data Privacy Rights

In connection with any processing of personal data by Cold Jet, all data subjects have the following rights pursuant to Articles 15 to 21 of GDPR – within the statutory limits of the member states:

  • Right to information
  • Right to correction
  • Right of deletion
  • Right to limitation of processing
  • Right to data transferability
  • Right of objection

Furthermore, you have the right to revoke your consent to the processing of your personal data at any time with effect for the future. Such revocation has no effect for the past, i.e. it does not affect the effectiveness of the data processing carried out up to the revocation. If you are of the opinion that the processing of personal data by Cold Jet is not in accordance with the data protection regulations or you are not satisfied with the information provided by us, you have the right to file a complaint with the competent supervisory authority (see Art. 77 GDPR).

Transfer to Third Party Countries or International Organizations

We take care not to transfer your data to recipients in countries without an adequate level of data protection (third party countries). However, in some cases, this cannot be completely avoided. Where this is the case, Cold Jet has taken, and will take, appropriate measures to ensure an adequate level of data protection at the recipient at all times.

Storage and Retention Periods

We process personal data only as long as it is necessary for the fulfillment of our contract obligations. As soon as the data concerned is no longer required for this, it is generally deleted. However, in order to comply with certain legal requirements, we must store some data beyond the termination of contractual relationships. This includes commercial and tax documentation, evidence and storage obligations. In these cases, we are generally required to safeguard or store data for three to ten years, or in rare instances, e.g. in legal disputes for much longer.

How Secure is Information About Me?

We design our systems and devices with security and privacy in mind.

We work to protect the security of your information during transmission by using Secure Sockets Layer (SSL) software, which encrypts information you input.

We do not collect credit card or other financial information through our website.

We maintain physical, electronic, and procedural safeguards in connection with the collection, storage, and disclosure of personal customer information. Our security procedures mean that we may request proof of identity before we disclose personal information to you.

II. Processing of Personal Data by Cold Jet for Core Business Purposes

Cold Jet is offering customers from the industrial retail, trade, science, research and public sectors a comprehensive product and service portfolio. Our customers, suppliers and partners are as diverse as we are. To conduct our complex international business, it is necessary to process personal data.

Type and Origin of Personal Data processed by Cold Jet

We process personal data only to the extent necessary to fulfill our contractual and legal obligations in connection with the business relationship with our customers, suppliers and partners. “Processing” means that we collect, store, delete or transfer personal data, to list a few examples. Personal data processed by us includes:

  • Master and contact data of customers and suppliers, such as name, address, telephone number, e-mail address, function, department of our contact persons, etc.
  • Data we need for invoicing and payment processing, such as bank details, tax number, credit management information, etc., as far as it concerns the data of a natural person;
  • Supplier and customer relationship management information, such as order history, etc., as far as it concerns the data of a natural person;
  • Special categories of personal data relating to customers of our healthcare business, such as diagnosis and therapy related information required for treatment.

We regularly receive the personal data processed by us within the framework of and in the course of our business relationship with our customers. In some cases, we also receive personal data from affiliated companies of Cold Jet, e.g. contact data from suppliers within Cold Jet’s supplier relationship management. In some cases, we also process personal data that we have received in another manner, in accordance with the applicable data protection laws. This is regularly the case regarding:

  • Publicly accessible sources, e.g. trade and business registers, trade fairs, exhibitions, Internet sources, newspapers, trade directories, etc.
  • Third parties who are not affiliated with Cold Jet, e.g. trade/business associations, credit agencies, insurance companies, etc.

Purpose for Processing by Cold Jet and Legal Basis

We process your personal data only for permitted purposes and in accordance with the applicable legal provisions of the GDPR and relevant national data protection laws.

We process Data to fulfill our Contractual Obligations

We process personal data to fulfill our contractual obligations towards our customers and suppliers or to carry out so-called pre-contractual measures, which take place upon a specific request.

In these cases, the purpose of data processing is determined by the contract we have concluded with our customers or suppliers and services that are provided under this contract. This also includes, for example, the processing of personal data in the context of sending catalogues, information on our services or the preparation of specific offers.

We process Data to protect Legitimate Interests

We also process personal data insofar as it is necessary to safeguard the legitimate interests of Cold Jet or Cold Jet companies as well as our costumers (and, if applicable, other third parties). Where this is the case, we process personal data only after due consideration of your relevant interests.

This includes:

  • The supply of Cold Jet products and the provision of services
  • Customer service and handling of complaints
  • Direct mail, provided you have not objected to the processing of your personal data for these purposes
  • The surveillance of publicly accessible rooms in our branches with optical-electronic equipment (video surveillance)
  • Transfer of personal data within Cold Jet for internal administrative purposes

We process Data with your Consent

We also process your personal data if you have given us your consent. You may revoke your consent at any time. Please note, however, that data processing up to the date of revocation remains permissible.

We process Data to fulfill Legal Obligations

We are required to process certain data in order to comply with legal obligations. Such obligations may arise from certain provisions of national commercial, trade, tax and social law as well as European legislation, e.g. in connection with regulations to avoid the financing of terrorism. In detail, this may also result in obligations for Cold Jet to safeguard, store, report and collect data, which generally serve control purposes from the respective authorities.

We process Website Data to Improve Customer Experience

We process your personal information collected through our websites to operate, provide, and improve the Cold Jet services that we offer to our customers. These purposes include:

  • Provide, troubleshoot, and improve Cold Jet websites. We use your personal information to provide functionality, analyze performance, fix errors, and improve usability and effectiveness of our website.
  • Recommendations and personalization. We may use your personal information to recommend features, products, and services that might be of interest to you, identify your preferences, and personalize your experience with Cold Jet websites.
  • Communicate with you. We use your personal information to communicate with you in relation to Cold Jet products and services you have requested information about.

Information regarding Change of Purpose

Should we process your personal data for any reason other than that for which we originally collected them, we will inform you of this new purpose to the extent permitted by law.

Recipients of your Data

Personal data will only be made available to other companies of Cold Jet if and insofar as this is necessary to protect our legal and contractual rights and obligations. This, for example, can be the case for the coordination of our contractual services. Typical examples are centralized supplier and customer management services, centralized IT services and internal shared service center in finance and accounting.

We cooperate with external service providers to fulfill certain contractual obligations. This is the case, for example, in connection with specific supplier and customer management services, hosting of IT infrastructure and external shared service center in finance and accounting, payment processing (credit card, direct debiting, purchase on account), logistics and delivery, promotional activities or the transaction of online orders. As far as we involve external service providers, this always takes place within the legal limits and in compliance with the applicable data protection regulations.

We only transfer personal data to other recipients outside Cold Jet if we are legally obliged to do so. In all other cases, we will only transfer your data to other third parties if you have given us your corresponding consent.

In the context of the continuous development of our business, we may divest subsidiaries or business parts or merge our business or parts thereof with another company. Such transactions typically entail the transfer of customer information pertaining to the sold or divested subsidiary or business part to the buyer or to the company created by the merger. Your personal information continues to be governed by the provisions of this privacy policy in this case. In the unlikely event of a complete sale of Cold Jet or substantial parts thereof, your personal information will also be transferred to the buyer.

Obligation to provide Data

In order to be able to provide our services to our customers, we must process certain personal data or are legally obliged to do so. We collect the corresponding data from you upon conclusion of the contract (e.g. address, business contact data and function). Without these data we cannot conclude contracts with our customers.

Automated Decision-Making and Profiling

We do not use automated decision-making processes for procedures that have legal implications or a similarly significant impact on you. No decision will be made without further human review.

Profiling within the meaning of Art. 4 (4) GDPR does not take place at Cold Jet.

III. How we use Personal Data for the purposes of our Websites

The companies of Cold Jet operate websites to provide you with information regarding the companies of Cold Jet and their products and services.

Type and Origin of Personal Data processed by Cold Jet

When you visit one of the websites of Cold Jet, we may collect certain personal data from you. Personal data processed in this connection includes your name, address, phone number or email address. Personal data processed in connection with the operation of our websites is typically provided by you in the course of using our website.

In some cases; however, personal data processed can also be provided by third parties who are not affiliated with Cold Jet, such as internet service providers, marketing affiliates or software plug-ins. The following data (in particular log information and device data) is automatically processed by Cold Jet:

  • The name of your Internet Service Provider (ISP)
  • Your IP address
  • Your browser type and your operating system (OS)
  • Date, duration and time of your visit
  • Visited websites
  • Extracted data & downloaded files
  • Your country
  • Your referrer URL
  • Your search term in case you were referred to our website by a search engine

Purpose for processing by Cold Jet and Legal Basis

We process personal data only to the extent necessary in each case.

We process Data to fulfill our Contractual Obligations

We process personal data to fulfill our contractual obligations towards our customers or to carry out so-called pre-contractual measures, which take place upon a specific request. This may be the case when you register for certain services, for online orders or our supplier portal.

We process Data to protect Legitimate Interests

We also process personal data insofar as it is necessary to safeguard the legitimate interests of Cold Jet or Cold Jet companies as well as our customers (and, if applicable, other third parties). Where this is the case, we process personal data only after due consideration of your relevant interests. This includes:

  • Measures to analyze anonymized user behavior to further improve our websites,
  • Measures to provide website functionalities such as user account management, shopping carts

We process Data with your Consent

We also process your personal data if you have given us your consent. You may revoke your consent at any time. Please note, however, that data processing up to the date of revocation remains permissible. This includes:

  • Newsletter registrations
  • Promotions
  • Contact inquiries/submissions

Recipients of your Data

Cold Jet Companies, employees and Service Providers

Cold Jet shares personal information as outlined above.

Social Media Providers

On some websites, Cold Jet integrates some additional content and publications (blogs, posts, news, videos, interviews etc.) which has already been published in other social media / social networks (e.g. Facebook, LinkedIn, Twitter). As long as you do not click on any such content, no personal information will be transmitted to the respective social media provider.

By clicking on Social Media Wall content, information may be transferred to the respective social media provider and stored, processed and used there in accordance with his privacy policy. An information banner at the Social Media Wall should inform you that by clicking on a specific content, you agree to such transfer of your personal information.

You would need to log out of each provider’s services if you want to prevent providers from directly associating the data collected through our website with your profile in that service.

You can find further details regarding the processing of your personal information by the social media providers here:

Cookies

We use cookies, pixels, and other technologies (collectively, „cookies”) to recognize your browser or device, learn more about your interests, and provide you with essential features and services.

We use cookies from:

  • Cold Jet
  • Google Analytics
  • Google AdWords and TopSpot (adwords management services)
  • HubSpot website automation

We use cookies to recognize your browser or device, learn more about your interests, and provide you with essential features and services and for additional purposes, including:

  • Recognizing you when you sign-in to use our services. This allows us to provide you with product recommendations, display personalized content and provide other customized features and services.
  • Keeping track of your specified preferences. This allows us to honor your choices (for example: language selection).
  • Keeping track of items stored in your shopping basket (Customer Service).
  • Conducting research and diagnostics to improve Cold Jet’s content, products, and services.
  • Delivering content, including suggestions, relevant to your interests on Cold Jet sites.
  • Reporting. This allows us to measure and analyze the performance of our website.

Cold Jet cookies allow you to take advantage of some of our website’s essential features. For instance, if you block or otherwise reject our cookies, you will not be able to add parts to your customer service parts request shopping cart.

Approved third parties may also set cookies when you interact with Cold Jet websites. Third parties include search engines, providers of measurement and analytics services, social media networks, and our acknowledged partners who provide services for us that we do not perform ourselves with internal resources. Third parties use cookies in the process of delivering content relevant to your interests, to measure the effectiveness of our Adwords ads, and to perform services on behalf of Cold Jet.

You can manage browser cookies through your browser settings. The ‚Help’ feature on most browsers will tell you how to prevent your browser from accepting new cookies, how to have the browser notify you when you receive a new cookie, how to disable cookies, and when cookies will expire. If you disable all cookies on your browser, neither we nor third parties will transfer cookies to your browser. If you do this, however, you may have to manually adjust some preferences every time you visit a site and some features and services may not work.

Links

Our websites contain links to other websites, which are subject to separate data protection notices of the respective operators of such websites.

IMPORTANT NOTICE

Information regarding your Right of Objection

1. Objection in particular Individual Situations

You have the right to object at any time to certain types of processing of your data for reasons arising from your particular situation. This right applies to data processing in the public interest and to data processing to protect legitimate separate interests. This right also applies to profiling, insofar as it is based on these two provisions.

In the event of a contradiction, we will cease processing your personal data. However, this does not apply if we can prove compelling reasons worthy of protection for the processing, that outweigh your interests, rights and freedoms, or if the processing serves to assert, exercise or defend legal claims.

2. Objection to processing for Direct Marketing purposes

In individual cases we process your personal data for direct marketing purposes. This is the case, for example, if we send you information about special offers or discount promotions.

You have the right to object to the processing of your personal data for these purposes. This right also applies to profiling insofar as it is connected to direct marketing.

In the event of any objection, we will no longer process your personal data for these purposes.

Your objection does not require any specific form and can be e-mailed to us at: [email protected]

Loveland, OH, USA, June 2019