III. Shipment data and recipients
1. Data categories, data processing purposes and legal basis
For the execution of parcel services and, therefore, to fulfill the contract with your customers (shippers), including volume delivery, payment of services, tax payments, claims management, measuring the quality of deliveries by static, resolving tracking issues of volumes, acknowledgment of receipt, GLS Portugal needs shippers’ data (address details and contact details, payment information and other relevant contractual data according to the services requested by the shipper) as well as recipient data (name, address , postal code, city, country, optionally, phone number and email address).
The data of the recipients transferred to the GLS companies, as well as the interface documentation (“scans” of the volumes in different locations) and the proof of delivery (POD) can be processed and registered by several GLS subsidiaries. GLS uses shipping data and recipient data only to fulfill its contractual obligations. Any other use is not permitted.
In some cases, we may process data with the consent of its processing, necessary for the performance of a contract to which the data subject is a party or to take action at the request of the data subject before entering into a contract; or due to our legitimate interest (in particular with regard to the following purposes: solvency checks, Compliance program).
Compliance with applicable statutory data protection regulations is a duty of every GLS company. The transfer of data by a shipper to a GLS company is not data processing on behalf of others.
Additional services such as FlexDeliveryService and ShopDeliveryService require that the recipient’s email address inform you of the status of the delivery of orders. GLS companies receive the telephone number and / or email address of the dispatcher who requested these additional services. The sender is also responsible for the proper collection of this data and, in particular, for the consignee’s consent to the transfer of his e-mail address and / or telephone number to GLS.
If you have questions about this procedure, contact your contractual partner (consignor). You will also be able to express your non-consent to the GLS “Country”. In this case, please use the contact details of the Data Protection Manager of that Portugal. If you intend to contact us via unencrypted email, please note that the confidentiality of the information transmitted cannot be guaranteed. Unencrypted emails can be read by unauthorized third parties.
You can also contact GLS by sending a written letter to the Data Protection Manager at GLS Portugal
3. Sharing of Data and Recipients
Generally, only the shipper and the recipient of an order are entitled to receive information about the order. GLS provides ordering information to third parties (for example, government authorities) only on the basis of statutory regulations.
GLS will not sell or lend personal data to third parties. However, there are certain circumstances in which GLS may share your personal data without further notice. Parties that can receive your data include:
GLS subsidiaries and contractors in other EU countries or outside the EU for the purpose of delivering orders from the shipper to the recipient.
Affiliated or non-affiliated third parties that are under contract to perform services for or on behalf of GLS (Processors), in particular IT service providers, GLS Portugal has concluded appropriate data protection contracts with these parties.
Other persons or organizations, as permitted by applicable law or regulation.
Law enforcement agents and agencies for the purpose of meeting national security requirements or as part of a legal process to protect our property or to investigate a violation of GLS rules and policies, unauthorized access or use of GLS equipment or any other illegal activity
4. Retention and Elimination
GLS Portugal processes personal data as long as it is necessary for the purpose for which we use it. We will determine how long to keep the data based on the following requirements:
- Operational requirements: the time that the information is needed to provide the services.
- Legal requirements: for example, where GLS Portugal needs to keep records for a certain period of time to comply with the law.
Archived data is recorded on storage media accessible only to authorized personnel. After the statutory retention period has expired, the data is deleted.