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Privacy Policy letter mail and parcels
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Mandatory information according to Art 13 and 14 GDPR of a purely informative nature. Status: September 2023
In this document, you will find information about data processing that takes place during the processing of parcels and certified letter mail items. This document includes the following sections:
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Österreichische Post AG, Rochusplatz 1, 1030 Vienna, Austria
Which of your data can we process for this purpose? For this purpose, we process the following data: address data, identification data, contact data, usage data, personal master data, payment data, image recordings of items, writing speed and writing pressure (signature)
What is the legal basis for this processing? The legal basis for this processing is
How long can your data be stored? Recipient data will be processed in the distribution centre for a maximum of 3 years from the time the item was recorded.
Accounting data and customs-related data are stored as part of item processing and delivery for a maximum of 7 years from the end of the calendar year in which the entry was last included in the balance sheet, depending on the data category. Data on certified letter mail items can be processed for a maximum of 5 years from the start of storage.
With whom are we allowed to share your data?
Processors Public authorities International partners of Austrian Post
In the area of postal services, international item data may, given the contractual duty to deliver mail and the Treaty of Bern for international mail delivery signed by Austria, be processed in any third-country in the world, provided that this is necessary for the delivery of a specific item (Article 49 (1) (b), (c), (d) of the GDPR).
For delivery purposes, address data that cannot be read automatically at our distribution centres are coded remotely via video on our behalf. For this purpose, we use a contract processor in Vietnam. In these cases, data transmission is based on EU standard data protection clauses and is performed along with a documented case-by-case check of the adequacy of the protection level (safeguard pursuant to Article 46 of the GDPR); these are available upon request on post.at/sonstigedatenschutzanliegen.
Other information about this processing: If you do not provide the data necessary for the item, we will not be able to process the item.
4.2. Advance dispositions and redirection orders Your data will be processed to carry out advance dispositions and redirection orders and thus for logistics purposes, because without this data it is not possible to carry out your orders. Even after the end of the agreement, the names and current address of all persons will continue to be processed in order for us to deliver items. If you have moved, we will make a note for the old address that the persons in question have moved.
Which of your data do we process for this purpose? For this purpose, we process the following data:
Address data Identification data Contact information Personal master data
How long can your data be stored? To comply with the Austrian Federal Tax Code, we will process order data for up to seven years after the end of the calendar year when the order was performed. For logistics reasons, we will store your data as long as required for the delivery of items to your address, e.g., to plan the delivery process. This also includes the general entry of information that you receive mail at a given address or that you have moved from an address.
With whom are we allowed to share your data? For the purpose of fulfilling the contract as well as for legal obligations, your data may be transferred to the following recipients/categories of recipients:
Postal service providers Processors Public authorities
Other information about this processing: You are under no contractual or legal obligation to provide your data for this service. If you do not provide the above information, advance dispositions and redirection orders cannot be set up.
4.3 Handling of AllesPost customer data at Post Customer Service (PKS) If you are a customer of the AllesPost (AP) product, your data may be used by the Post Customer Service (PKS) to contact you in two cases:
PKS may contact you in writing or by telephone. To do so, we will use the e-mail address or telephone number you have stored in your AllesPost account or in your Post account, respectively.
Which of your data can we process for this purpose? Address data, contact information What is the legal basis for this processing? The legal basis is the contract for the product AllesPost which we have concluded with you (Article 6 (1) (b) of the GDPR); our legitimate interest in ensuring that AllesPost items are properly delivered and that losses/misdeliveries are avoided for the benefit of our customers.
4.4. Sending item-related status information We process your data for delivering item-related status information. In doing so, you will be informed about the status of the item on behalf of the sender. This information can be provided either via text message or e-mail. If an item can be matched to a user registered with Austrian Post, the recipient will be informed about the item assigned to them via the Austrian Post app.
Which of your data do we process for this purpose? For this purpose, we process the following data: personal master data, usage data, identification data, contact data.
What is the legal basis for this processing? The legal bases for this processing are
How long will your data be stored? Your data will be retained for a period of three years after the fulfilment of the contract to defend against warranty and compensation claims.
With whom are we allowed to share your data? For the purpose of sending item-related status information, your data may be transferred to the following categories of recipients:
Processors
We work with a processor in Turkey to host a text message platform. In these cases, the transfer of data is based on EU standard data protection clauses (safeguard pursuant to Art. 46 of the GDPR) including a documented case-by-case assessment of the adequacy of the level of protection; these are available upon request at post.at/sonstigedatenschutzanliegen
4.4. Quality management We process your data as part of our quality assurance process for items to determine measures to improve quality and reduce potential losses along the process chains. This also includes documentation of security incidents.
Which of your data can we process for this purpose? For this purpose, we process the following data: address data, personal master data, identification data, contact data.
How long will your data be stored? Your data will be stored as part of our item quality assurance processes for no more than 2 years from the end of the calendar year in which the storage was made, depending on the data category.
With whom are we allowed to share your data? Your data will be transferred to the following recipients as part of our item quality assurance process:
Processors Postal service providers
Under certain conditions, you may request the restriction of processing as well as the rectification and deletion of your personal data. For more information, please refer to Articles 16 to 19 of the GDPR.
In addition, under certain conditions, you also have the right to data portability, meaning that we would give you all personal data you have disclosed to us in a structured, standard, and machine processable format. For more information, please refer to Article 20 of the GDPR.
As a data subject, you have the right to object to the use of your data if the processing serves the purpose of direct marketing. In addition, you have the right to object at any time to the processing of your data carried out in the legitimate interests of Austrian Post or third parties if reasons arise from your specific circumstances. For more information, please refer to Article 21 of the GDPR. The processing of your personal data may be based on your consent pursuant to Art. 6 (1) (a) of the GDPR. You can revoke this consent at any time without giving reasons with future effect; until then, we will process your data lawfully.
For information about the legal basis of our data processing, please see item 4 "Information about possible data processing").
Would you like to exercise your rights or do you have further questions, suggestions, or feedback? In this case, please go to item 8 ("How can you get in touch with us?") and contact the indicated person.
In addition, you have the option of filing a complaint with the Austrian Data Protection Authority:
Austrian Data Protection Authority, Barichgasse 40-42, 1030 Vienna Austria
Telephone: +43 1 52 152-0 E-mail: dsb@dsb.gv.at
