Privacy Policy

 With the following privacy policy, we would like to inform you about the types of your personal data (hereinafter also referred to as “data”) that we process, for what purposes and to what extent. This privacy policy applies to all processing of personal data carried out by us, both in the context of providing our services and in particular on our websites, in mobile applications and within external online presences, such as our social media profiles (hereinafter collectively referred to as the “online offering”).

The terms used are not gender-specific.

Last updated: 28 May 2026

Table of Contents

  • Controller
  • Overview of Processing Activities
  • Applicable Legal Bases
  • Security Measures
  • General Information on Data Retention and Deletion
  • Rights of Data Subjects
  • Use of Cookies
  • Contact and Enquiry Management
  • Changes and Updates
  • Definitions

Controller

Xenia Gerdes

c/o Block Services,

Stuttgarter Str. 106

70736 Fellbach

Mail: service@postaxenia.com

Overview of Processing Activities

The following overview summarises the types of data processed and the purposes of their processing, and refers to the data subjects concerned.

Types of data processed

  • Master data
  • Contact data
  • Content data
  • Usage data
  • Meta, communications and procedural data

Categories of data subjects

  • Communication partners
  • Users
  • Third parties

Purposes of processing

  • Communication
  • Organisational and administrative procedures
  • Feedback
  • Provision of our online offering and user experience

Applicable Legal Bases

Applicable legal bases under the GDPR: Below you will find an overview of the legal bases of the GDPR on which we process personal data. Please note that, in addition to the provisions of the GDPR, national data protection regulations may apply in your country or our country of residence or establishment. Where more specific legal bases apply in individual cases, we will inform you of these in the privacy policy.

  • Consent (Art. 6(1)(a) GDPR): The data subject has given their consent to the processing of their personal data for one or more specific purposes.
  • Performance of a contract and pre-contractual enquiries (Art. 6(1)(b) GDPR): Processing is necessary for the performance of a contract to which the data subject is party, or in order to take steps at the request of the data subject prior to entering into a contract.
  • Legal obligation (Art. 6(1)(c) GDPR): Processing is necessary for compliance with a legal obligation to which the controller is subject.
  • Legitimate interests (Art. 6(1)(f) GDPR): Processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data.

National data protection regulations in Germany: In addition to the data protection provisions of the GDPR, national data protection regulations apply in Germany. These include in particular the Federal Data Protection Act (Bundesdatenschutzgesetz — BDSG). The BDSG contains specific provisions on the right of access, the right to erasure, the right to object, the processing of special categories of personal data, processing for other purposes and transmission, as well as automated individual decision-making, including profiling. State data protection laws of the individual federal states may also apply.

Security Measures

In accordance with legal requirements, taking into account the state of the art, implementation costs and the nature, scope, circumstances and purposes of processing, as well as the varying likelihood and severity of the risk to the rights and freedoms of natural persons, we implement appropriate technical and organisational measures to ensure a level of protection appropriate to the risk.

These measures include in particular ensuring the confidentiality, integrity and availability of data by controlling physical and electronic access to the data, as well as access to, input of, disclosure of, ensuring availability of and separation of data. We have also established procedures to ensure the exercise of data subjects’ rights, the deletion of data and responses to data security threats. Furthermore, we take the protection of personal data into account from the outset when developing or selecting hardware, software and procedures, in accordance with the principle of data protection by design and by default.

Securing online connections via TLS/SSL encryption technology (HTTPS): To protect the data of users transmitted via our online services from unauthorised access, we use TLS/SSL encryption technology. Secure Sockets Layer (SSL) and Transport Layer Security (TLS) are the cornerstones of secure data transmission on the internet. These technologies encrypt the information transmitted between the website or app and the user’s browser (or between two servers), thereby protecting the data from unauthorised access. TLS, as the more advanced and secure version of SSL, ensures that all data transmissions meet the highest security standards. When a website is secured by an SSL/TLS certificate, this is indicated by the display of HTTPS in the URL, serving as an indicator to users that their data is being transmitted securely and in encrypted form.

General Information on Data Retention and Deletion

We delete personal data that we process in accordance with statutory provisions as soon as the underlying consents are revoked or no longer any legal basis for processing exists. This applies in cases where the original purpose of processing no longer applies or the data is no longer required. Exceptions apply where statutory obligations or special interests require longer retention or archiving of the data.

In particular, data that must be retained for commercial or tax law reasons, or whose storage is necessary for the pursuit of legal claims or the protection of the rights of other natural or legal persons, must be archived accordingly.

Our privacy notices contain additional information on the retention and deletion of data that applies specifically to certain processing activities.

Where multiple retention periods or deletion deadlines are specified for a piece of data, the longest period always applies. Where data is retained not for its original purpose but due to statutory requirements or other reasons, we process it exclusively for the reasons justifying its retention.

Retention and deletion of data: The following general deadlines apply for retention and archiving under German law:

  • 10 years: Retention period for books and records, annual financial statements, inventories, management reports, opening balance sheets, and the working instructions and other organisational documents required for their understanding (§ 147(1)(1) in conjunction with (3) AO, § 14b(1) UStG, § 257(1)(1) in conjunction with (4) HGB).
  • 8 years: Accounting records, such as invoices and expense receipts (§ 147(1)(4) and (4a) in conjunction with (3)(1) AO and § 257(1)(4) in conjunction with (4) HGB).
  • 6 years: Other business documents: received commercial or business letters, copies of sent commercial or business letters, other documents insofar as they are relevant for taxation purposes, e.g. hourly wage records, cost accounting sheets, calculation documents, price lists, as well as payroll documents insofar as they are not already accounting records, and till rolls (§ 147(1)(2), (3), (5) in conjunction with (3) AO, § 257(1)(2) and (3) in conjunction with (4) HGB).
  • 3 years: Data required to account for potential warranty and damages claims or similar contractual claims and rights, and to process related enquiries, based on past business experience and standard industry practice, is retained for the duration of the standard statutory limitation period of three years (§§ 195, 199 BGB).

Period commencing at the end of the year: Where a period does not expressly begin on a specific date and is at least one year in duration, it automatically starts at the end of the calendar year in which the event triggering the period occurred. In the case of ongoing contractual relationships in the context of which data is stored, the triggering event is the date on which the termination or other ending of the legal relationship takes effect.

Rights of Data Subjects

Rights of data subjects under the GDPR: As a data subject, you have various rights under the GDPR, arising in particular from Articles 15 to 21 GDPR:

  • Right to object: You have the right to object at any time, on grounds relating to your particular situation, to the processing of personal data concerning you which is carried out on the basis of Art. 6(1)(e) or (f) GDPR; this also applies to profiling based on those provisions. Where personal data concerning you is processed for direct marketing purposes, you have the right to object at any time to the processing of personal data concerning you for such marketing; this also applies to profiling insofar as it is related to such direct marketing.
  • Right to withdraw consent: You have the right to withdraw consent given at any time.
  • Right of access: You have the right to request confirmation as to whether data concerning you is being processed, and to obtain information about that data as well as further information and a copy of the data in accordance with statutory requirements.
  • Right to rectification: You have the right, in accordance with statutory requirements, to request the completion or correction of inaccurate data concerning you.
  • Right to erasure and restriction of processing: You have the right, in accordance with statutory requirements, to request that data concerning you be erased without delay, or alternatively to request restriction of the processing of the data.
  • Right to data portability: You have the right to receive data concerning you that you have provided to us, in a structured, commonly used and machine-readable format, or to request its transmission to another controller, in accordance with statutory requirements.
  • Right to lodge a complaint with a supervisory authority: 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 provisions of the GDPR.

Use of Cookies

The term “cookies” refers to functions that store and retrieve information on users’ devices. Cookies may also be used for various purposes, such as ensuring the functionality, security and convenience of online offerings, and for the creation of visitor flow analyses. We use cookies in accordance with statutory provisions. Where required, we obtain users’ prior consent. Where consent is not necessary, we rely on our legitimate interests. This applies where the storage and retrieval of information is essential in order to provide explicitly requested content and functions — for example, saving settings and ensuring the functionality and security of our online offering. Consent may be withdrawn at any time. We provide clear information about the scope of consent and which cookies are used.

Notes on the legal bases under data protection law: Whether we process personal data using cookies depends on whether consent has been given. Where consent exists, it serves as the legal basis. Without consent, we rely on our legitimate interests, as explained in this section and in the context of the respective services and procedures.

Storage duration: The following types of cookies are distinguished with regard to storage duration:

  • Temporary cookies (also: session cookies): Temporary cookies are deleted at the latest once a user has left an online offering and closed their device (e.g. browser or mobile application).
  • Persistent cookies: Persistent cookies remain stored even after the device is closed. For example, the log-in status can be saved and preferred content displayed directly when a user revisits a website. Usage data collected via cookies may also be used for reach measurement. Unless we provide users with explicit information on the type and storage duration of cookies (e.g. when obtaining consent), users should assume that cookies are persistent and that the storage duration may be up to two years.

General information on withdrawal and objection (opt-out): Users may withdraw their consent at any time and also object to processing in accordance with statutory requirements, including via the privacy settings of their browser.

  • Types of data processed: Meta, communications and procedural data (e.g. IP addresses, timestamps, identification numbers, persons involved).
  • Data subjects: Users (e.g. website visitors, users of online services).
  • Legal bases: Legitimate interests (Art. 6(1)(f) GDPR). Consent (Art. 6(1)(a) GDPR).

Further notes on processing activities, procedures and services:

  • Processing of cookie data on the basis of consent: We use a consent management solution by which users’ consent is obtained for the use of cookies or for the procedures and providers referred to in the consent management solution. This procedure is used to obtain, record, manage and withdraw consents, in particular relating to the use of cookies and comparable technologies used for storing, reading and processing information on users’ devices. Within this procedure, users’ consents are obtained for the use of cookies and the associated processing of information, including the specific processing activities and providers referred to in the consent management procedure. Users also have the option to manage and withdraw their consents. Consent declarations are stored in order to avoid repeated requests and to provide evidence of consent in accordance with statutory requirements. Storage takes place server-side and/or in a cookie (known as an opt-in cookie) or by means of comparable technologies, in order to be able to assign consent to a specific user or their device. Where no specific information on the providers of consent management services is available, the following general information applies: the duration of storage of consent is up to two years. A pseudonymous user identifier is created and stored together with the time of consent, details of the scope of consent (e.g. categories of cookies and/or service providers concerned) and information about the browser, system and device used. Legal basis: Consent (Art. 6(1)(a) GDPR).
  • Complianz: Storage and management of consents (agreement to cookies and data processing), recording of user decisions, display of data protection and cookie notices, enabling users to withdraw or adjust consents. Service provider: operated on servers and/or computers under its own data protection responsibility. Website: https://complianz.io/. Privacy policy: https://complianz.io/legal/. Further information: An individual user ID, language and types of consents along with the time they were given are stored server-side and in a cookie on users’ devices.

Contact and Enquiry Management

When you contact us (e.g. by post, contact form, email, telephone or via social media) and in the context of existing user and business relationships, the information provided by the enquiring persons is processed insofar as this is necessary to respond to the contact enquiries and any requested measures.

  • Types of data processed: Contact data (e.g. postal and email addresses or telephone numbers); content data (e.g. text or image messages and posts and the information relating to them, such as details of authorship or time of creation). Meta, communications and procedural data (e.g. IP addresses, timestamps, identification numbers, persons involved).
  • Data subjects: Communication partners.
  • Purposes of processing and legitimate interests: Communication; organisational and administrative procedures; feedback (e.g. collecting feedback via online form). Provision of our online offering and user experience.
  • Retention and deletion: Deletion in accordance with the information in the section “General Information on Data Retention and Deletion”.
  • Legal bases: Legitimate interests (Art. 6(1)(f) GDPR). Performance of a contract and pre-contractual enquiries (Art. 6(1)(b) GDPR).

Further notes on processing activities, procedures and services:

  • Contact form: When contact is made via our contact form, by email or other communication channels, we process the personal data transmitted to us in order to respond to and handle the respective enquiry. This generally includes details such as name, contact information and, where applicable, further information provided to us that is required for appropriate handling. We use this data solely for the stated purpose of making contact and communicating. Legal bases: Performance of a contract and pre-contractual enquiries (Art. 6(1)(b) GDPR), Legitimate interests (Art. 6(1)(f) GDPR).

Changes and Updates

We ask you to inform yourself regularly about the content of our privacy policy. We update the privacy policy as soon as changes to the data processing carried out by us make this necessary. We will notify you as soon as the changes require action on your part (e.g. consent) or any other individual notification.

Where we provide addresses and contact details of companies and organisations in this privacy policy, please note that addresses may change over time and we ask you to verify the details before making contact.

Definitions

This section provides an overview of the terms used in this privacy policy. Where terms are defined by law, their legal definitions apply. The following explanations are intended primarily to aid understanding.

  • Employees: Employees are persons in an employment relationship, whether as workers, employees or in similar positions. An employment relationship is a legal relationship between an employer and an employee established by an employment contract or agreement. It includes the employer’s obligation to pay the employee remuneration, while the employee provides their work. The employment relationship encompasses various phases, including its establishment when the employment contract is concluded, its performance when the employee carries out their work, and its termination when the employment relationship ends, whether by notice, termination agreement or otherwise. Employee data includes all information relating to these persons in the context of their employment, covering aspects such as personal identification data, identification numbers, salary and banking data, working hours, holiday entitlements, health data and performance assessments.
  • Master data: Master data comprises essential information necessary for the identification and management of contractual partners, user accounts, profiles and similar assignments. This data may include personal and demographic details such as names, contact information (addresses, telephone numbers, email addresses), dates of birth and specific identifiers (user IDs). Master data forms the basis for any formal interaction between persons and services, institutions or systems by enabling clear assignment and communication.
  • Content data: Content data comprises information generated in the course of creating, editing and publishing content of all kinds. This category of data may include texts, images, videos, audio files and other multimedia content published on various platforms and media. Content data is not limited to the actual content itself but also includes metadata providing information about the content, such as tags, descriptions, author information and publication dates.
  • Contact data: Contact data is essential information enabling communication with persons or organisations. It includes telephone numbers, postal addresses and email addresses, as well as communication means such as social media handles and instant messaging identifiers.
  • Meta, communications and procedural data: Meta, communications and procedural data are categories containing information about the manner in which data is processed, transmitted and managed. Metadata, also known as data about data, includes information describing the context, origin and structure of other data. It may include details such as file size, date of creation, the author of a document and change histories. Communications data captures the exchange of information between users via various channels, such as email traffic, call logs, messages on social networks and chat histories, including the persons involved, timestamps and transmission paths. Procedural data describes the processes and workflows within systems or organisations, including workflow documentation, transaction and activity logs, and audit logs used for tracking and reviewing operations.
  • Usage data: Usage data refers to information that captures how users interact with digital products, services or platforms. This data covers a wide range of information showing how users use applications, which functions they prefer, how long they spend on certain pages and the paths they take through an application. Usage data may also include frequency of use, activity timestamps, IP addresses, device information and location data. It is particularly valuable for analysing user behaviour, optimising user experiences, personalising content and improving products or services. Usage data also plays a key role in identifying trends, preferences and potential problem areas within digital offerings.
  • Personal data: “Personal data” means any information relating to an identified or identifiable natural person (hereinafter “data subject”); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier (e.g. a cookie) or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.
  • Controller: “Controller” means the natural or legal person, public authority, agency or other body which, alone or jointly with others, determines the purposes and means of the processing of personal data.
  • Processing: “Processing” means any operation or set of operations which is performed on personal data, whether or not by automated means. The term is broad and encompasses virtually any handling of data, whether collecting, evaluating, storing, transmitting or erasing.

Created with the free privacy policy generator at Datenschutz-Generator.de by Dr Thomas Schwenke.