R. L. Polk Marketing Systems GmbH, R. L. Polk Mitac GmbH
Publication according to § 4 e of the German Federal Data Protection Law (Bundesdatenschutzgesetz, BDSG)
1. Company Name(s)
R. L. Polk Marketing Systems GmbH
R. L. Polk Mitac GmbH
2. Management Board
a. Stephen Polk
b. Kendra Rawls
c. Joseph V. Walker
d. Markus Frömgen
Management Data Processing
Dr. Heinz-Walter Branca (Director IT, Data Operations & SW Development)
Peter Borgs (Manager System Administration)
3. Company Location
Im Teelbruch 130
D - 45219 Essen
Germany
4. Purpose of Data Collection, Data Processing and Data Usage
R. L. Polk Marketing Systems GmbH and R. L. Polk Mitac GmbH are service providers who advise and support the leading vehicle manufacturers and suppliers with regard to strategic planning, forecasting of market trends, development of dealer networks, new and used car marketing as well as customer loyalty projects.
Data collection, data processing and data usage of person-related data is performed exclusively to fulfil the defined business purposes. The affected data primarily consists of:
Employees’ personal data for personnel administration and development, job candidates’ personal data for application evaluation, acquisition data for the purpose of marketing and customer acquisition, customer, supplier and external service provider contract data, data of payment transactions as well as data used to fulfil legal requirements.
5. Description of the Affected Groups of Persons and the Corresponding Data or Data Categories
- Employees (personnel administration data, e.g. name, address, date of birth, marital status, profession, salary, bank account, performance and social behaviour data)
- Applicants (e.g. name, address, date of birth, marital status, profession, performance - data, salary expectation)
- Customers (e.g. name, address and all data required for customer contract fulfilment, both for own purposes as well as requested for the fulfilment of customer ordered services, particularly for CRM projects)
- Suppliers (e.g. name, address, invoices, payments and other data required for supplier contract fulfilment)
- Prospective Customers (e.g. name, address and other data required for the preparation of customer contracts, both for own purposes as well as requested for the evaluation of services to be ordered by customers, particularly for CRM projects)
6. Recipients or Categories of Recipients the Data can be provided to
- Public authorities, in the case of legal provisions (e.g. social insurance agency, tax authorities)
- Internal employees, in addition employees from branch offices within the EU as well as employees from the company’s headquarters based in the USA, who are involved in the execution and fulfilment of the purposes listed in section 4.
- External contractors (service companies), in accordance with § 11 BDSG
7. Standard Terms for Data Deletion
All affected data will be deleted in accordance to the retention periods legally required.
Data with no retention periods legally required will either be deleted after the cancellation of the contractual relationship or after the purpose stated in section 4. has been fulfilled.
8. Data Transfer into Third Countries
As far as it is required for purposes stated in section 4. and legally allowed customer data, supplier data as well as employee data will be transmitted to the company’s headquarters R. L. Polk & Co., 26955 Northwestern Highway, Southfield MI 48033 in the USA. The protection of the transmitted data is guaranteed in compliance with the data protection guidelines of the Safe Harbor privacy principles.
R. L. Polk uses an on-demand CRM program solution to manage its sales processes. This requires the transfer of all legally allowed and essential customer and prospective customer data to an external data centre in the USA. R. L. Polk has made sure that data protection guidelines like those of the Safe Harbor privacy principles and the TRUSTe Privacy Programs are strictly adhered to.
R. L. Polk Marketing Systems GmbH
R. L. Polk Mitac GmbH
Data Protection Officer