Privacy policy

We are pleased that you are interested in our company and our products and services and would like you to feel secure when visiting our website with regard to the protection of your personal data. We take the protection of your personal data very seriously. Compliance with the provisions of the General Data Protection Regulation (GDPR) of Europe and the Bundesdatenschutzgesetz (BDSG) of Germany is a matter of course for us.

We want you to know when we collect which data and how we use it. We have taken technical and organizational measures to ensure that the regulations on data protection are observed both by us and by external service providers. Nevertheless, we would like to point out that data transmission on the Internet (e.g. when communicating via e-mail) can have security gaps. Despite all security measures, complete protection of data against access by third parties is not possible.

Responsible entity:

mailworXs GmbH Berner Str. 2, 97084 Würzburg, Germany
E-mail: datenschutz@mailalliance.net

Contact details of data protection officer

mailworXs GmbH has appointed a data protection officer. You can contact him:

Dr. Nils Haag
Phone: +49 40 790235402
E-mail: DSB-mailworXs--at--intersoft-consulting.de

intersoft consulting Services AG
Beim Strohhause 17
20097 Hamburg
www.intersoft-consulting.de

Personal data

Personal data is information about your identity. This includes, for example, information such as name, address, telephone number, e-mail address. It is not necessary for you to disclose personal data in order to use our website. In certain cases, however, we need your name and address as well as other information so that we can provide the requested services.

The same applies, for example, to the sending of information material and ordered goods or to answering individual questions. Where this is necessary, we will point this out to you accordingly. In addition, we only store and process data that you provide to us voluntarily or automatically.

If you make use of services, we will only collect data that we require to provide the services. If we ask you for further data, this is voluntary information. Personal data is processed exclusively to fulfill the requested service and to protect our own legitimate business interests.

Billing-relevant information is retained in accordance with the statutory retention periods.

Purpose of the personal data

We use the personal data you provide only to respond to your inquiries, process your orders or provide you with access to specific information or offers. In order to maintain customer relationships, it may also be necessary for us or a service company contracted by us to use this personal data to inform you about product offers that are useful for your business or to conduct online surveys to better meet the tasks and requirements of our customers.

Of course, we will respect your wishes if you do not want us to use your personal data to support our customer relationship (especially for direct marketing or market research purposes). We will not sell or otherwise market your personal data to third parties. Consent to share data can be withdrawn at any time,

Use for a specific purpose

We process your data exclusively for the purposes communicated to you. Your personal data will not be passed on to third parties without your required consent.

The collection of personal data as well as their transmission to state institutions and authorities entitled to receive information will only take place within the framework of the relevant laws or if we are obliged to do so by a court decision. Employees and service companies commissioned by us are obliged to maintain confidentiality and to comply with the provisions of data protection law.

Data processing when visiting our website

When using our website, the following data is stored for organizational and technical reasons:

• names of the pages accessed,
• browser,
• operating system,
• date and time of access,
• search engines used,
• names of downloaded files and your
• shortened IP address (deletion of last 8 digits).

We evaluate this technical data for statistical purposes only, in order to be able to constantly optimize our Internet presence and make our Internet offers even more attractive. This data is stored separately from personal information on secure systems and does not allow any conclusions to be drawn about an individual person. Your personal data and your privacy are therefore protected at all times.

The collection of this data is technically necessary to provide you with our website and to ensure stability and security. We regularly do not know who is behind an IP address. We do not combine the data listed above with other data.

The legal basis is Art. 6 para. 1 p. 1 lit. f GDPR; as far as an absolutely necessary access to information stored in the user's terminal equipment takes place, also Section 25 para. 2 No. 2 TTDSG.

Since the collection of data for the provision of the website and the storage in log files are absolutely necessary for the operation of the website and to protect against misuse, our legitimate interest in data processing prevails at this point.

SSL-encryption

This site uses SSL encryption for security reasons and to protect the transmission of confidential content, such as requests that you send to us as site operator. You can recognize SSL encryption by the fact that the address line of the browser changes from "http://" to "https://" and by the lock symbol in your browser line. If SSL encryption is activated, the data you transmit to us cannot be read by third parties.

Cookies

Cookies are small text files that are sent to your browser from a web server and stored on your computer's hard drive.

When using the website, security-related (randomly generated) information is set as a cookie, which is removed by the browser after the session has expired (e.g. closing the window).

With the exception of the Internet protocol address, no personal data of the user is stored. This information is used to automatically recognize you the next time you visit our websites and to make navigation easier for you. Cookies allow us, for example, to optimize a website or to save your password so that you do not have to re-enter it each time.

We only use technically necessary cookies that do not require consent. The legal basis is therefore Art. 6 para. 1 p. 1 lit. f GDPR and Section 25 para. 2 no. 2 TTDSG. We have a legitimate interest in storing cookies for the technically error-free and optimized provision of our services.

Of course, you can also view our websites without cookies. If you do not want us to recognize your computer, you can prevent cookies from being stored on your hard drive by selecting "do not accept cookies" in your browser settings. Please refer to the operating instructions of your browser manufacturer for details on how this works. If you do not accept cookies, however, this may lead to functional restrictions of our offers.

Contacting us by e-mail or contact form

When you contact us by e-mail or via a contact form, the data you provide (your e-mail address, name and telephone number, if applicable) will be stored by us in order to answer your questions and process your requests. The legal basis in this respect is Art. 6 para. 1 p. 1 lit. f GDPR. Insofar as we request input via our contact form that is not required for contacting you, we have always marked this as optional. This information serves us to specify your request and to improve the processing of your request. Providing this information takes place expressly on a voluntary basis and with your consent, Art. 6 para. 1 p. 1 lit. a GDPR. Insofar as this involves information on communication channels (for example, e-mail address, telephone number), you also consent to us contacting you via this communication channel, if necessary, in order to respond to your request. You can, of course, withdraw this consent at any time for the future.

Your data that we have received in the course of contacting you will be deleted as soon as it is no longer required to achieve the purpose for which it was collected, your request has been fully processed and no further communication with you is necessary or desired by you.

As the data controller, our company has implemented numerous technical and organizational measures to ensure that the personal data processed via this website is protected as completely as possible. Nevertheless, internet-based data transmissions can generally have security gaps. Absolute protection cannot be guaranteed; in any case, sending unencrypted e-mails is not secure. We therefore ask you not to send sensitive data by unencrypted e-mail, but to use either encrypted communication channels or the postal service.

Job Applications

When you contact us, we have stored the data you have provided (e.g. e-mail address, first name, last name, address, telephone numbers, etc.) in order to be able to contact you.

Your information will be used for the processing of your application and the decision on the establishment of an employment relationship. The legal basis is Section 26 para. 1 in conjunction with para. 8 p. 2 BDSG and Art. 6 para. 1 p. 1 lit. b GDPR. Furthermore, your personal data may be processed insofar as this should be necessary for the defense of asserted legal claims against us arising from the application process. The legal basis for this is Art. 6 para. 1 p.1 lit. f GDPR. The stated purposes also constitute the legitimate interest in the processing.

Insofar as an employment relationship arises between you and us, we may, in accordance with Section 26 para. 1 BDSG and Art. 6 para. 1 p. 1 lit. b GDPR, further process the personal data already received from you for the purposes of the employment relationship if this is necessary for the implementation or termination of the employment relationship or for the exercise or fulfillment of the rights and obligations of the representation of the interests of employees resulting from a law or a collective agreement, a works agreement or a service agreement (collective agreement). We process your personal data for the performance of a contract.

• Form of address, first name, last name
• Address, e-mail address
• Telephone numbers
• Date of birth
• Information about qualification/work experience
• Expected salary

The data you provide will only be made available to the specialists and managers involved in the application process. This can be ensured by restrictive authorization management within our systems.

Data will not be passed on to third parties unless there is a legal obligation to do so.

Please note that unencrypted e-mails are not transmitted with access protection.

Notes on deletion regarding job applications

The data collected will be stored for 6 months after completion of the application process, if we have rejected your job application. After this period, the data will be securely deleted in accordance with data protection regulations.

There is only an exception to this if legal obligations to retain data force us to retain data for a longer period or if you give us your consent to retain your data for a longer period. A legal obligation in this sense is, for example, a duty to provide evidence in proceedings under the General Equal Treatment Act (AGG).

WhatsApp

If you contact us via WhatsApp Business, we process your provided or available personal data (first and last name, WhatsApp name, phone number, Messenger ID, messages) to answer your inquiry, prepare and execute any orders and as well as to send promotional information (e.g. offers). "WhatsApp" is an instant messaging service provided by WhatsApp Ireland Limited, 4 Grand Canal Square, Grand Canal Harbour, Dublin 2, Ireland. An existing messaging account is required to use this service.

We would like to point out that WhatsApp Ireland Limited may also possibly pass on personal data (in particular metadata of the communication) to WhatsApp Inc. so that your data could also be processed on servers in states outside the EU (e.g. USA) where there is no general adequate level of data protection. WhatsApp may share this data with other companies within and outside the Meta group of companies. Further information can be found in the WhatsApp Business privacy policy (https://www.whatsapp.com/legal/business-policy/). Supplementary information on data transfer by WhatsApp can be found at the following link: https://www.whatsapp.com/legal/business-data-transfer-addendum-20210927/?lang=de. We have neither precise knowledge nor influence on the data processing by WhatsApp Ireland Limited or WhatsApp Inc.

In addition to the recipients already specifically named above, we use other service providers (order processors) to fulfill our obligations.

We would like to point out that you can withdraw your consent to the processing of your data for the future at any time without giving reasons. Send your withdrawal via WhatsApp with a message stating "Stop" or via email to the contact details stated in this privacy policy.

The above-mentioned data will be deleted by us in accordance with the legal requirements as soon as the consent to the processing is withdrawn or if the purpose of the processing of this data has ceased to apply or it is not necessary for the purpose.

If the data is not deleted because it is required for other and legally permissible purposes, its processing will be limited to these purposes. I.e., the data is blocked and not processed for other purposes. This applies, for example, to data that must be retained for reasons of commercial or tax law or whose storage is necessary for the assertion, exercise or defense of legal claims or for the protection of the rights of another natural or legal person.

Data processing when using the application 
"Sendungsmanager"

Our “Sendungsmanager” allows you to manage, track, and organize orders and shipments. This involves the processing of personal data to ensure the functionality of the service.

The processing of your personal data is carried out for the purpose of providing and using the “Sendungsmanager,” in particular for managing orders and shipments, communicating with you, and tracking shipments.

The legal basis is Art. 6 (1) (b) GDPR (performance of a contract) and, where necessary, Art. 6 (1) (f) GDPR (legitimate interest in efficient shipping and customer communication).

When using the "Sendungsmanager", the following data in particular is processed:

• Last name, first name
• Address data (shipping address and, if applicable, recipient address)
• Contact details (email address, telephone number)
• Shipment numbers and tracking information
• Usage data (e.g., logins, timestamps, IP address)

Your data will not be passed on to third parties unless this is necessary for the fulfillment of the contract (e.g., transfer to logistics partners or IT service providers) or you have expressly agreed to this. Data will only be transferred to third countries if this is necessary for the fulfillment of the contract and in compliance with legal requirements.

Access to the "Sendungsmanager" is restricted to employees of mail alliance, partner companies, senders, and, where applicable, printing and mailing service providers. There is no general option to register independently and create a user account.

When creating an account, we process the following data:

• Last name, first name
• Email address
• Password (changed by the user after initial login)
• Phone number
• Partner company
• User role

In addition, at least the following personal data will be processed:

• Log data
• IP address
• Date of password changes

Further personal data may be provided on a voluntary basis in order to specify the request and improve your inquiry.

Data processing is used for authentication and administration of user access, to ensure the technical functionality and security of the application, and to process requests. Your data will only be stored for as long as is necessary for the purposes stated above or for as long as legal retention periods exist.

Data processing when using the application
"tomato"

The application "tomato" is used for billing and communication with our partners (including for documenting and processing complaints).

Only employees of mail alliance and employees of partner companies have access to Tomato. There is no general option to register independently and create a user account.

We create the accounts and process the following data received from the partner company:

• Last name, first name
• Email address
• Password (changed by the user after initial login)
• Partner company
• User role

In addition, at least the following personal data will be processed:

• Log data
• IP address
• Date of password changes

Further personal data may be provided on a voluntary basis in order to specify the request and improve your case.

Data processing serves to authenticate and manage user access, ensure the technical functionality and security of the application, and process requests. Processing is carried out for the fulfillment of a contract or for the implementation of pre-contractual measures (Art. 6 (1) (b) GDPR) and to safeguard legitimate interests in the secure and trouble-free provision of the portal (Art. 6 (1) (f) GDPR).

We store your data required for the performance of the contract until you have your access deleted by us. Please contact us using the contact details provided in this privacy policy. Upon deletion of the account, all personal data that is not subject to a legal retention obligation or Article 17(3) GDPR will be deleted.

Data processing when using our mail alliance-partner area

We provide a partner area for our mail alliance partners on our website. The partner area allows all partners to access information and manuals required for the performance of postal services. Quality evaluations are also available in the partner area. It is also possible to access the "Sendungsmanager" and "tomato" via our partner area.

The partner area can only be accessed after registration. Only employees of mail alliance and employees of partner companies have access to the partner area. There is no general option to register independently and create a user account.

We create the accounts and process the following data received from the partner company:

• Last name, first name
• Email address
• Password (changed by the user after initial login)
• Partner company
• User role

No further data is required when creating the account.

Since our company creates the accounts, it is not possible to add optional information when creating an account. Once the account has been created, you will receive personal, password-protected access and can view the data stored in it.

When using our partner area, the following data is processed:

• Downloads
• Log data
• Date of password changes

We store your data required for the fulfillment of the contract until you have your account deleted by us. To do so, please contact us using the contact details provided in this privacy policy. Upon deletion of the account, all personal data that is not subject to a legal retention obligation or Article 17 (3) GDPR will be deleted.

As part of the administration of our partner area, we use service providers as processors who are obliged to maintain data protection in accordance with Art. 28 GDPR.

The legal basis for this data processing is Art. 6 (1) (a), (b) and (f) GDPR.

Shipment tracking “Warensendungen Plus” 

You can view the status of your Warensendung Plus shipment on our shipment tracking website (https://sendungsverfolgung.tomatotools.de/). 

To do this, you need to enter the shipment number and the postal code (ZIP code) of the destination address. 

This data is processed solely for the purpose of displaying the shipment history. 

The information displayed in the shipment history (date and description of scan events, such as processing status and estimated delivery) is transferred from our tomato system via an interface and does not contain any personal data. 

The data is processed on the basis of Art. 6 (1) lit. b GDPR (fulfillment of a contractual relationship). 

The data is not passed on to third parties. 

The data entered is only processed for the duration of the query and is not stored permanently.

Children and adolescents

Persons under the age of 18 should not transmit any personal data to us without the consent of their parents or legal guardians. We do not request personal data from children and adolescents, do not collect it and do not pass it on to third parties.

Security

We have taken technical and organizational security measures to protect your personal data from loss, destruction, manipulation and unauthorized access. All our employees and all third parties involved in data processing are obliged to comply with the GDPR and the Federal Data Protection Act / Bundesdatenschutzgesetz and to handle personal data confidentially.

When collecting and processing personal data, the information is transmitted in encrypted form to prevent abuse of the data by third parties. Our security measures are continuously revised in accordance with technological developments.

Data transfer

A transfer of your data to third parties will not take place except in the cases mentioned, unless we are legally obliged to do so, or the data transfer is necessary for the implementation of the contractual relationship or you have previously expressly consented to the transfer of your data.

External service providers and partner companies, such as online payment providers or the shipping company commissioned with the delivery, will only receive your data insofar as this is necessary. In these cases, however, the scope of the transmitted data is limited to the necessary minimum. Insofar as our service providers come into contact with your personal data, we ensure within the framework of order processing pursuant to Art. 28 GDPR that they comply with the provisions of data protection laws in the same manner. Please also note the respective data protection notices of the providers. The respective service provider is responsible for the content of third-party services, whereby we check the services for compliance with the legal requirements within the scope of reasonableness.

We make a point of processing your data within the EU / EEA. However, we may use service providers that process data outside the EU / EEA. In these cases, we ensure that an adequate level of data protection comparable to the standards within the EU is established at the recipient prior to the transfer of your personal data.

Right of access, rectification, erasure and data portability

According to Art. 15 GDPR, you have the right of access about the personal data we have stored about you.

Furthermore, you have the right to have this data corrected or deleted (Art. 16 GDPR or Art 17 GDPR). If we must continue to store your data due to legal retention obligations, your data will initially be blocked and deleted after the expiry of these periods.

Furthermore, you have a right to restrict the processing of your data in accordance with Art. 18 GDPR.

If you have given us consent to collect, process and use your personal data, you can withdraw this consent at any time and with effect for the future (Art. 7 para. 3 GDPR).

You may assert your rights at any time by contacting  our data protection officer.

Right of complaint to the supervisory authority

You have the right to lodge a complaint with a responsible data protection authority. To do so, you can contact for example the data protection authority responsible for your place of residence or federal state or the data protection authority responsible for us. This is:

Bavarian State Office for Data Protection Supervision (BayLDA), Promenade 18, D-91522 Ansbach, poststelle@lda.bayern.de

Scope of application

This data protection declaration applies to all Internet pages for which mailworXs GmbH is responsible. Insofar as our Internet pages contain links to external companies, this data protection declaration does not extend to these links. If we offer links, we make every effort to ensure that they also comply with our data protection and security standards. However, we have no influence on compliance with data protection and security regulations by other providers. Therefore, please also inform yourself on the websites of the other providers about the data protection declarations provided there.

Change of our privacy policy

We reserve the right to change our security and data protection measures if this becomes necessary due to technical developments or new legal requirements. In these cases, we will also adjust our privacy policy accordingly. Please therefore note the current version of our data protection declaration.

Status: 27.08.2025