Privacy Policy
Valid as of August 2023
Tradants GmbH (hereinafter referred to as “we,” “us,” “our,” “Tradants,” or “the Company”) is committed to protecting your privacy and handling your data openly and transparently. The personal data we collect and process depends on the product or service requested and agreed upon in each case.
The present privacy policy:
provides an overview of how the Company collects, processes and uses your personal data and informs you about your rights under the local data protection law and the EU General Data Protection Regulation (‘GDPR’)
is directed to natural persons who are either current or potential customers of Tradants, or are authorised representatives/agents or beneficial owners of legal entities or of natural persons which/who are current or potential customers of Tradants
is directed to natural persons who had such a business relationship with the Company in the past
contains information about when we share your personal data with third parties (for example, our service providers, licensors or suppliers)
Through this privacy policy, your data may be called either “personal data” or “personal information”. We may also sometimes collectively refer to handling, collecting, protecting and storing your personal data or any such action as “processing” such personal data.
For this statement, personal data shall mean any information that identifies or may identify you, including your name, address, and other online identifiers (IP address and e-mail).
Please read the full Privacy Policy and Cookie Policy to understand the terms governing your comprehensive use of our services.
1. Consent to process data
When contacting the Company, you must use our website (by filling in a contact form) or any other available means. At that point, you are requested to agree to the terms listed in the given Privacy Policy. You confirm acceptance of these terms by submitting the contact form. If you do not choose to submit the form, then it is considered that you are not giving your consent, and the Company cannot collect and process your data or provide any additional services to you.
If you have given us your specific consent for processing (other than for the reasons set out below), then the lawfulness of such processing is based on that consent. You also consent when the Company transfers your personal information outside the European Economic Area, where it is necessary to fulfil its contractual obligations. You have the right to revoke consent at any time. However, any processing of personal data before the receipt of your revocation will not be affected.
Furthermore, we must collect such personal data to commence and execute a business relationship with you and perform our contractual, regulatory, statutory, and legal obligations.
Please note that if you do not provide us with the required data, we will not be allowed to commence or continue our business relationship with you as an individual, the authorised representative/agent, or the beneficial owner of a legal entity.
2. Personal data we collect
The Company must receive or collect your information to respond to your enquiry. We also collect data to operate, provide, improve, understand, customise, and support our services concerning your enquiry and correctly identify and communicate with you on any other relevant occasion.
We also have the right and the duty, if necessary, to check the accuracy of the client data contained in the databases by periodically asking you to update, correct or confirm the accuracy of the client data provided. We ask, collect from our clients and process the personal data information regarding their use of Tradants’ services below:
Contact Data: When you contact us via the online channels provided on our website, we may require certain information, such as your name and email address. We may also need (based on the context) your telephone number, preferred time for calling you, and your time zone.
Tax Data: we may collect information such as the country of your billing address, tax identification number and other billing details for invoicing purposes.
Any other data needed from the Company to perform its due diligence obligations and any other statutory, regulatory, or legal obligations, i.e. your IP address.
We may also collect and process personal data that we lawfully obtain not only from you but also from other third parties, e.g., public authorities, companies that introduce you to us, companies that process card payments, and publicly available sources, which we lawfully obtain and are permitted to process.
You can contact us via this website and provide any personal details requested at your discretion.
3. Reasons as to why we process your personal data and on what legal basis
As mentioned above, we are committed to protecting your privacy and handling your data openly and transparently. As such, we process your personal data following the General Data Protection Regulation (GDPR) and the German data protection law for one or more of the following reasons:
3.1. For the performance of a contract
We process personal data to offer you our services based on your contracts and complete our acceptance procedure to enter into a business relationship with you or other prospective customers. The extent of processing personal data depends on whether the customer is a natural or legal entity and the requirements for each service.
As a customer of Tradants, you may receive regular product notifications from us by email or phone. We deliver these notifications as a part of the service you bought and/or started using, regardless of whether you have subscribed to a newsletter. This way, we can provide essential information about your client's status. If you no longer want to receive such notifications from us, you can object to this anytime. A message sent to the contact details mentioned in point 13 of this Privacy Policy is sufficient.
To the extent allowed by the existing applicable technologies and to ensure the highest possible quality of all our services in line with the Cookie Policy, we may also use your personal data:
To personalise your experience and deliver the type of content and product offerings in which you are most interested
To improve our website to serve you better
To better respond to your customer service requests
To follow up with you after correspondence (live chat, email or phone inquiries)
3.2. For identification purposes
The Company needs to perform its due diligence measures before entering a client relationship to prevent actions, such as fraud and perform other duties imposed by law. Therefore, we collect information from our clients’ identity and location verification (such as name, IP address, tax identification number, billing address) or other authentication information (when applicable). Furthermore, the Company can use third parties to conduct identity checks on its behalf.
3.3. For compliance with a legal obligation
We are subject to several legal obligations arising from relevant laws and statutory requirements, as well as the laws and regulations of various supervisory authorities. These obligations and requirements impose on us necessary personal data processing activities for identity verification, compliance with court orders, tax law, or other reporting obligations. These include, amongst others, transaction reporting requirements.
3.4. To safeguard legitimate interests
We process personal data to protect the legitimate interests pursued by us or by a third party. A legitimate interest is when we have a business or commercial reason to use your information. But even then, it must not unfairly go against what is right and best for you. Examples of such processing activities include:
Initiating court proceedings and preparing our defence in litigation procedures
Means and processes we undertake to support the Company’s IT and system security, preventing potential crime, asset security, admittance controls and anti-trespassing measures
Measures to manage the business and for further developing products and services
Transactions processing
Sharing your personal data with other third parties for updating/verifying your personal data, following the relevant services
The transfer, assignment (whether outright or as security for obligations) and/or sale to one or more persons and/or charge and/or encumbrance over any or all of the Company’s benefits, rights, title or interest under any agreement between the customer and the Company.
3.5. For marketing purposes
The Company may use client data, such as location, usage, or transaction history, to deliver any news, analysis, research, reports, campaigns, and training opportunities that may interest the client to their registered email address. You always have the right to change your option if you no longer wish to receive such communications.
For sending you email newsletters in which we regularly provide you with news about our services as well as valuable tips, appointments and promotions, we may use the so-called ‘opt-in’ procedure, i.e. we can only send you a newsletter by email if you have previously explicitly confirmed to us that we should activate the newsletter service either by submitting an online form, ticking a checkbox or clicking on a link to confirm that you wish to receive our newsletter.
If you no longer wish to receive newsletters from us later, you can object to them anytime. A message sent to the contact details mentioned in point 13 of this Privacy Policy is sufficient. Of course, you will also find an unsubscribe link in every newsletter.
3.6. Other specific purposes
With your explicit consent obtained through an opt-in functionality, we may utilise your collected contact information specifically for the following:
To administer a contest, promotion, survey or other site feature
To enable you to rate and review our services or products
4. Who receives your personal data?
Your personal data may be provided to various departments and subsidiaries within the company during the performance of our contractual and statutory obligations. Multiple service providers and suppliers may also receive your personal data so that we may perform our duties. Such service providers and suppliers enter into contractual agreements with the Company by which they observe confidentiality and data protection according to the data protection law and GDPR.
We may disclose data about you for any of the reasons set out hereinabove, if we are legally required to do so, if we are authorised under our contractual and statutory obligations, or if you have given your consent.
Under the circumstances referred to above, recipients of personal data may be:
Supervisory and other regulatory and public authorities, notary offices, tax authorities, criminal prosecution authorities, as much as statutory obligation exists
Credit and financial institutions such as banks, payment systems and processors, institutions participating in the trade execution and execution venues (for example, regulated markets, multilateral trading facilities, trade repositories and other local or foreign brokers)
External legal consultants authorised by the Company
Financial and business advisors authorised by the Company
Auditors and accountants authorised by the Company
Marketing and advertising agencies
Fraud prevention agencies
File storage companies, archiving and/or records management companies, and cloud storage companies
External authorised processors for processing client data
Debt collectors subject to bankruptcy or insolvency claims
Potential or actual purchasers and/or transferees and/or assignees and/or charges of any of the Company’s benefits, rights, title or interest under any agreement between the customer and the Company, and their professional advisers, service providers, suppliers and financiers
Subsidiaries
Affiliate partners of the Company
We may also contractually engage companies for statistical purposes to improve the firm’s marketing and business analytics. As a result, some or all of your personal data may be shared anonymously (personally non-identifiable) and aggregated only.
5. How do we treat your personal data for marketing activities, and is profiling used?
We may process your personal data to inform you about products, services and offers that interest you. The personal data we process for this purpose consists of information you provide and data we collect and/or infer when you use our services, such as information on your transactions. We study all such information to form a view on what we think you need or what interests you. In some cases, profiling may be used, i.e., we process your data automatically to evaluate certain personal aspects and provide you with targeted marketing information on products.
We can only use your personal data to promote our products and services to you if we have your explicit consent to do so, either by clicking on the tick box during the submission of a relevant online form or, in some instances, if we consider that it is in our legitimate interest to do so.
Further, you can choose whether to receive marketing-related emails (company news, information about campaigns, the company’s newsletter, product newsletters, etc.) at your provided email address by clicking the relevant tick box in the appropriate online form.
You have the right to object at any time to the processing of your personal data for marketing purposes or unsubscribe to the Company's provision of marketing-related emails by clicking on the respective “Unsubscribe” link in the email received or contacting our customer support department at the contact details mentioned in point 13.
6. Period of keeping your personal information
The Company will keep your personal data for as long as a business relationship exists with you, either as an individual or in respect of our dealings with a legal entity you are authorised to represent or are a beneficial owner. Once your business relationship has ended, we must keep some of your data for a maximum of ten years to meet our regulatory and legal requirements.
If reasonably necessary or required to meet other legal, contractual, or regulatory requirements, resolve disputes, prevent fraud and abuse, or enforce our terms and conditions, we may also keep some of your information for an additional time, even after the abovementioned period.
When we no longer need personal data, we securely delete or destroy it.
7. Your rights
You have the following rights in terms of the personal data we hold about you:
7.1 Receive access to your personal data.
This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
7.2 Request rectification/correction of the personal data we hold about you.
This enables you to correct any incomplete or inaccurate data. We may request additional information and documentation to validate the need for the requested data change.
7.3 Request erasure of your personal information.
You can ask us to erase your personal data, exercising your right “to be forgotten”, where there is no good reason for us to process it. This request to erase your personal data will result in the termination of the client relationship. However, the Company is required to maintain the client’s personal data to comply with its legal and regulatory requirements and follow internal compliance requirements concerning the maintenance of records. We shall preserve financial and accounting data for at least ten years following the termination of the client relationship, unless other terms for preserving data or documents are prescribed by law.
7.4 Object to the processing of your personal data.
It’s where we rely on a legitimate interest, and something about your particular situation makes you want to object to processing on this ground. If you object, we will no longer process your personal data unless we can demonstrate compelling legitimate grounds for such processing that override your interests, rights, and freedoms or processing is required to establish, exercise, or defend legal claims.
7.5. Object to processing your personal data for direct marketing purposes.
You also have the right to object to the processing of your personal data for direct marketing purposes. This includes profiling as far as it is related to direct marketing. If you object to the processing for direct marketing purposes, then we shall stop processing your personal data.7.6 Request to receive a copy of the personal data concerning you.
You have the right to receive a copy of the personal data concerning you in a structured and commonly used format and transmit such data to other organisations. You also have the right to have your personal data transmitted directly by us to other organisations you will name (“right to data portability”).
If you want to exercise any of your rights or have any other questions about our use of your personal data, please contact us using the methods mentioned in point 13.
8. Automated decision‒making
We generally do not use automated decision-making to establish and carry out business relationships. However, we may process some of your data automatically to assess certain personal aspects (profiling), enter into or perform a contract with you for data assessments (including on payment transactions) carried out in the context of combating fraud. These measures may also protect you. You will always be notified of the results from such automated decisions or profiling, and the actions you may undertake in this regard.
9. Geographical area of processing
Generally, client data is processed within the European Union/European Economic Area (EU/EEA). Still, in some cases, it is transferred to and processed in countries outside the EU/EEA. You agree to let us do this when you give us your personal data. This exception applies to the transfer of client data when it is required by law, e.g. reporting obligation under tax law and other tax treaties.
Processors in third countries must comply with European data protection standards and provide appropriate safeguards regarding the transfer of your data following GDPR Article 46. Upon request, you may receive further details on data transfer to countries outside the EU/EEA.
We are using the following international service providers that may transfer and process your personal data within their corporate structures outside the EU/EEA:
Twilio Inc. – for processing your first name, last name, email, username, account registration date and time, login details, newsletter subscriptions, and account status.
Google Ireland Limited — for processing your activity on our website, storing historical data of your engagement with our website and services, analysing on an anonymous basis the website users’ behaviour, and storing data in the cloud on our own servers located in the EU.
They have offices in the EU/EEA. When transferring your data outside the EU/EEA, they ensure internally that they comply with applicable data protection laws, including the GDPR. More detailed information on their data processing terms may be found in the privacy policies published on their websites.
10. Other related information
We use appropriate technical, organisational and administrative security measures to protect any information we hold in our records from loss, misuse, and unauthorised access, disclosure, alteration and destruction. Unfortunately, no company or service can guarantee complete security. Unauthorised entry or use, hardware or software failure, and other factors may compromise the security of user information at any time.
Information transmitted via regular email exchange is not always completely secure. The Company, however, exercises all possible actions to protect clients’ personal data, yet it cannot guarantee the security of client data transmitted via email; any transmission is at the clients’ own risk. Once the Company has received the client information, it will use procedures and security features to prevent unauthorised access.
When you send the Company a message via email or any other online messaging feature, you disclose some personal data, like your name or email address. Such data will be used to respond to your query and verify your identity. Emails are stored on our standard internal contact systems, which are secure and cannot be accessed by unauthorised external parties.
11. Your right to file a complaint
If you have exercised any or all of your data protection rights and still feel that we have not adequately addressed your concerns about how we use your personal data, you have the right to complain by contacting us. You also have the right to complain to the German Commission for Personal Data Protection.
12. Changes to this privacy statement
The Company reserves the right to modify or amend this Privacy Statement unilaterally at any time following this provision.
If this privacy statement is changed, we will notify you accordingly. The revision date shown in this document will also be amended. However, we encourage you to review it occasionally so that you are always informed about how we are processing and protecting your personal information.
13. Contact details
For any questions you may have or if you want more details about how we use your personal information, you can contact us via the means specified below:
Address: Tradants GmbH, Osterholzallee 140/144, 71636 Ludwigsburg, Germany
14. Cookies
Our website uses small files known as cookies to enhance its functionality and improve your experience. Through such cookies, we have enabled and use Google Analytics Advertising Features that are not available through the standard Google Analytics implementation and include:
Remarketing with Google Analytics
Google Analytics Demographics and Interest Reporting
Integrated services that require Google Analytics to collect data via advertising cookies and anonymous identifiers.
Google Display Network Impression Reporting
To find out more about how we use cookies, please see our Cookie Policy.
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