Privacy Notice

It is important to us to protect your personal data during handling throughout the entire business process. In the following, we explain what personal data DHL Freight GmbH ("DHL Freight") collects when you visit our Active Tracing (ACT) website and how this data is processed and for what specific purposes.

 

1. What is personal data?

Personal data means any information relating to an identified or identifiable natural person ("data subject"). This includes information such as your real name, address, telephone number and shipment data. Information which cannot be linked to your real identity - such as favorite websites or number of users of a site - is not considered personal data.

 

2. Who is responsible?

This Privacy Notice applies for the data processing carried out by:

DHL Freight GmbH
Godesberger Allee 102-104
53175 Bonn
Germany

Data Protection Officer of the above Controllers; contact details:
Deutsche Post AG
Global Data Protection
53250 Bonn

If you have queries with regard to the processing of your personal data, please contact:

dataprotectionDGFF@dhl.com

 

3. What are the purposes of and the legal basis for the processing of personal data? / What are the controller´s or third party´s legitimate interests?

 

3.1. Visiting ACT website

When you visit the ACT website, our web servers temporarily save the connection data of the computer connecting to our site. These connection data include: The date of your visit, last log-in date, HTTP session which includes what has been accessed, what version of HTTP was used, and what was the source and destination IP and their ports.
Temporary storage of this data is necessary during your visit to the website in order to allow the website to be delivered to you and to ensure the functionality of the website and the security of our IT systems.
The data is deleted as soon as they are no longer needed to achieve the purpose for which they were collected. For the provision of the website, this is the case when the session terminates. The log files (access logs) are kept for administrators to access directly and exclusively for a period of 30 days.
The legal basis for the processing of the aforementioned data categories is Art. 6 (1) (f) GDPR.

 

3.2. Consignment Tracking

To get the current status of your consignments, you have to enter a search criteria (reference, DHL Order code / Consignment ID or DHL Package ID / DHL License Plate). Only one field is mandatory. Your search criteria will not be stored.
The consignment data is available for the last six months.
The legal basis of processing the search criteria, which could be personal data, is Art. 6 (1) b) GDPR since the processing is in connection with the performance of a contract to which you are a party.
In case of you being a consignee without being a customer of DHL Freight, the legal basis is Art 6 (1) f) GDPR since we have a legitimate interest for replying to the request.

 

3.3. User Account / Log-in "myACT"

DHL Freight offers their customers the opportunity to register for a myACT account to fully use the Active Tracing services. For creating your user account, you first need to register. In the registration form you will need to enter your name, company, company address, company email, company phone number, language, your local DHL Freight branch, user name and password.
Prerequisite for obtaining username and password is the conclusion of a contract with DHL Freight. For the "myACT" login your email and password will be requested. The legal basis for the processing of this data is the customer contract according to Art. 6 (1) b) GDPR.

 

3.4. Online presence and website optimization

We use tracking software to determine the number of http sessions. We do not use this software to collect personal data or individual IP addresses. The data are used solely in anonymous and summarized form for statistical purposes.

 

3.5. Cookies

"Cookies" are small files that enable us to store information related to your device and you, the user, specifically, while you visit our websites. We only use strictly necessary cookies. The processing of data by means of technically necessary cookies is based on our legitimate interest pursuant to Art. 6 (1) f) GDPR to ensure the technically flawless operation of the website.

AcT columns cookie
Cookie Name: ColumnConfiguration
Cookie Description: This cookie is used to store the desired order of Shipment Value columns displayed within the overview screens, so that if a customer changes the AcT display settings, these will be saved for the user’s next AcT usage.

AcT session ID cookie
Cookie Name: JSESSIONID
Cookie Description: This cookie is used to store the current Internet Browser Session ID of the Active Tracing session being used by each user, whereby these Session IDs are used to track each users Active Tracing session, for example to allow users to use “Back” button in Browser, to prevent loss of previously entered details and to store intermediate the authentication token of the registered area of AcT.

Connection ID for DHL loadbalancer infrastructure
Cookie Name: BIGipServerpl_activetracing.dhl.com-80 & TSxxxxxxxx (TS01a56014 & TS01a8a6ff)
Cookie Description: It shows to DHL loadbalancer that there is already an active session and to which AcT server node your connection should be forwarded.

 

4. Will my data be passed on to third parties?

DHL Freight does not share, sell, transfer or otherwise disseminate your personal data to third parties and will not do so in future, unless required by law, unless required for the purpose of the contract or unless you have given explicit consent to do so. For instance, it may be necessary to pass on your address and order data to our contractors when you order products. Further information on data protection in specific services and products is available at the relevant Customer Portal.
External service providers that process data on our behalf are contractually obliged to maintain strict confidentiality as per Art. 28 GDPR. DHL Freight retains responsibility for safeguarding your information in such circumstances. The service providers follow the instructions of DHL Freight, and this is guaranteed by technical and organizational measures, as well as by means of checks and controls.

 

5. What is the DP DHL Data Privacy Policy?

The DPDHL Data Privacy Policy regulates the Group-wide standards for data processing with a special focus on so-called third country transfers, meaning transfers of personal data to countries outside the EU, which do not have an adequate level of data protection. If you are interested in learning more about the DPDHL Data Privacy Policy, please use the following link:
DPDHL Privacy Policy.

 

6. What are my data subject’s rights?

 

6.1. Overview

Apart from the right to obtain you have the following rights:

• You can request information as to what personal data is stored.
• You can request that we correct, delete or block your personal data provided these actions are permitted by law and in compliance with existing contractual conditions.
• You can request to receive personal data you have provided in a structured, commonly used and machine-readable format.
• You may lodge a complaint with the supervisory authority. To find your competent data protection authority, please click here.

 

6.2. Right to object

The right to object applies for all processing of personal data, which is based on Art. 6 (1) f) GDPR. To exercise your right, simply get in touch with us by using the contact details mentioned above.

 

7. How about data security

DHL Freight takes all of the necessary technical and organizational security measures to protect your personal data from being lost or misused. For instance, your data is saved in a secure operating environment, which is not accessible to the public. In certain cases, your personal data is encrypted by Secure Socket Layer technology (SSL) during transmission. This means that an approved encryption procedure is used for communication between your computer and the DHL Freight servers if your browser supports SSL. Should you wish to contact DHL Freight by e-mail, we would like to point out that the confidentiality of the information sent cannot be guaranteed. The contents of e-mail messages can be read by third parties. We therefore recommend you send us confidential information only by post.

 

8. Changes to Privacy Notice

We keep our Privacy Notice under regular review. DHL Freight reserves the right to change its Privacy Notice at any time with or without prior notice. Please check back frequently to be informed of any changes.
This statement was last updated on: April 2023