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Privacy

Formcase GmbH · Daimlerstraße 19, 89564 Nattheim
+49 7321 488 781-0 · [email protected]

Privacy policy of Formcase GmbH
Last updated: October 2026

Protecting your personal data matters to us. Below we inform you in accordance with Art. 13 and 14 of the General Data Protection Regulation (GDPR) about the data we process when you visit this website, and in connection with enquiries, orders and support.

1. Controller

Formcase GmbH
Daimlerstraße 19, 89564 Nattheim, Germany
Phone: +49 7321 488 781-0 · Email: [email protected]
Represented by its management (see legal notice).

2. Data protection officer

[bitte ergänzen: Name und Kontakt des Datenschutzbeauftragten – oder diesen Abschnitt löschen, falls keine Benennungspflicht besteht. Datenschutzanfragen richten Sie dann bitte an [email protected] bzw. [email protected].]

3. Your rights

You have the right at any time to

  • access the data we hold about you (Art. 15 GDPR),
  • rectification of inaccurate data (Art. 16 GDPR),
  • erasure (Art. 17 GDPR) and restriction of processing (Art. 18 GDPR),
  • data portability (Art. 20 GDPR),
  • withdraw any consent you have given, with effect for the future (Art. 7(3) GDPR),
  • lodge a complaint with a data protection supervisory authority (Art. 77 GDPR). The competent authority is the State Commissioner for Data Protection and Freedom of Information of Baden-Württemberg (Landesbeauftragter für den Datenschutz und die Informationsfreiheit Baden-Württemberg), Lautenschlagerstraße 20, 70173 Stuttgart, Germany.

Right to object (Art. 21 GDPR): Where we process data on the basis of legitimate interests (Art. 6(1)(f) GDPR), you may object at any time on grounds relating to your particular situation. You may object to processing for direct marketing purposes at any time without giving reasons.

Simply contact us at [email protected].

4. Hosting and provision of the website

This website is delivered via Cloudflare Pages of Cloudflare, Inc., 101 Townsend St., San Francisco, CA 94107, USA (content delivery network). When you access the website, Cloudflare processes technically necessary data such as IP address, date and time, the page requested, browser and operating system in server log files in order to provide the website securely and quickly and to fend off attacks. Based on the country of your IP address we may suggest the matching regional Formcase website; nothing is stored in the process.

The legal basis is our legitimate interest in a secure and stable website (Art. 6(1)(f) GDPR). Cloudflare is certified under the EU-US Data Privacy Framework; in addition, we have concluded a data processing agreement with EU standard contractual clauses.

For product data, quote requests, support tickets, uploaded files and support assistant statistics we use the Supabase database of Supabase Inc., USA, as a processor (Art. 28 GDPR). The data is stored on servers in Ireland (EU); access from the USA cannot be ruled out and takes place on the basis of EU standard contractual clauses (Art. 46(2)(c) GDPR).

5. Storage in your browser (local storage)

We store in your browser's local storage which region and language you have chosen, which products you have added to your quote request and what you have entered in the enquiry form, so that they are still there on your next visit. This storage is strictly necessary for the functions you have requested (§ 25(2) no. 2 TDDDG, German Telecommunications Digital Services Data Protection Act); the data does not leave your browser until you send a request. You can delete it at any time in your browser settings. We do not set any cookies.

6. Quote requests and contact

When you contact us via the enquiry form, by email, phone or WhatsApp, we process your details (e.g. name, organisation/school, email address, phone number, delivery country, requested products and quantities, message) to answer your enquiry and prepare a quote for you.

The legal basis is the performance of pre-contractual measures or of the contract (Art. 6(1)(b) GDPR) and our legitimate interest in handling enquiries (Art. 6(1)(f) GDPR). Enquiries are forwarded to the Formcase team responsible for your region (Formcase GmbH, Formcase UK Ltd or Formcase International Trading LLC, Dubai). Data is only passed on to the companies in the United Kingdom and the UAE if you send your enquiry from their sales territory; for the United Kingdom there is an adequacy decision of the European Commission, for the UAE we conclude EU standard contractual clauses. Your request is stored in our database (Supabase, see section 4) and sent by email via the Resend service (Resend, Inc., USA; EU standard contractual clauses) to the responsible team and to you as a confirmation. We delete requests that do not lead to a contract [please confirm: two years] after the last communication.

WhatsApp: If you use the WhatsApp button, you are forwarded to WhatsApp (WhatsApp Ireland Ltd. / Meta). WhatsApp's privacy policy applies. Please do not send us sensitive data via WhatsApp.

Live chat (3CX): Once the live chat is enabled, you can write to our team via the chat icon. The chat runs on our telephone system provided by 3CX Ltd. (Limassol, Cyprus), which we operate at formcase.my3cx.de. The chat window is only loaded when you click on the chat icon; before that, no data is transmitted to the telephone system. We process your chat messages, any name and email address you provide, and technical data such as IP address and browser. The legal basis is the handling of your request (Art. 6(1)(b) and (f) GDPR). We delete chat histories [bitte ergänzen: z. B. nach 12 Monaten] unless they are needed for a contract or a warranty case.

7. Orders, contract handling and payment

To process orders we process your contract, delivery and billing data (Art. 6(1)(b) GDPR). For delivery we pass your name, delivery address and, where applicable, phone number to the commissioned shipping company or freight forwarder.

Depending on the payment method you choose, we pass the data required for payment to the respective payment service provider:

  • PayPal (Europe) S.à r.l. et Cie, S.C.A., 22–24 Boulevard Royal, L-2449 Luxembourg,
  • Stripe Payments Europe, Ltd., 1 Grand Canal Street Lower, Dublin 2, Ireland (also for credit card payments),
  • our bank for bank transfers and payment on invoice.

The payment service providers partly process your data under their own responsibility and may carry out fraud and credit checks. Their privacy notices also apply.

Due to requirements of commercial and tax law, we keep invoices and accounting vouchers for eight years, commercial books and annual financial statements for ten years and business letters for six years (Art. 6(1)(c) GDPR in conjunction with § 147 AO (German Fiscal Code) and § 257 HGB (German Commercial Code)).

8. Support, support assistant and tickets

Support assistant (AI): On our support page and in the product search you can ask questions to an AI assistant. Your input is sent together with product information to Anthropic, PBC, 548 Market Street, San Francisco, CA 94104, USA (AI model "Claude") to generate an answer. According to Anthropic, it does not use this data to train its models and stores it only for a limited time. We store the question, the selected product and whether the problem was solved, without names or contact details, in order to improve our help articles. Please do not enter personal data in the assistant. The legal basis is our legitimate interest in providing quick help (Art. 6(1)(f) GDPR); the transfer to the USA is based on the EU standard contractual clauses.

Support ticket: When you create a ticket, we process the details in the form (e.g. name, company/school, email, phone, date of purchase, serial number, description of the problem) and the files you upload (invoice or proof of purchase, photos or videos) in order to handle your request and any warranty or guarantee claims (Art. 6(1)(b) and (f) GDPR). Tickets and files are stored in our own ticket system (Supabase database, see section 4). Emails about your ticket are sent and received via Resend (Resend, Inc., USA; EU standard contractual clauses). For a free service pickup we pass your name, address and phone number to FedEx. When you register your product, we create a service pass with serial number, product, date of purchase and warranty period. We delete ticket data three years after the case is closed unless longer retention obligations apply; service pass data is kept for the life of the product, at most ten years.

9. No cookies, no analytics or advertising services

We do not use any cookies or any analytics, tracking or advertising services on this website (e.g. Google Analytics, Google Ads or the Meta pixel). We do not send a newsletter at present. Should this change, we will ask for your consent beforehand (Art. 6(1)(a) GDPR, § 25(1) TDDDG) and update this privacy policy.

10. External content and links

Fonts, program libraries and videos: We load fonts, scripts and product videos exclusively from our own web server (Cloudflare Pages, see section 4). No data is transferred to Google or other third parties for this purpose when you open our pages.

YouTube and social networks: We only link to our videos on YouTube and our profiles on Facebook, Instagram and LinkedIn; product videos on our pages are played from our own server. Data is only transferred when you click on the link and open the respective platform. Its privacy policy applies there.

11. Job applications

We accept job applications via our careers portal career.formcase-international.com. Separate privacy information is provided there.

12. Data security

This website uses TLS encryption (recognisable by "https://"). We take technical and organisational measures to protect your data against loss, manipulation and unauthorised access.

13. Obligation to provide data and automated decision-making

You are not required by law or contract to provide your data. However, without the details marked as mandatory in the enquiry or ticket form we cannot process your request. There is no automated decision-making, including profiling, within the meaning of Art. 22 GDPR.

14. Changes

We update this privacy policy when our website, our services or the law change. The version published here at any given time applies.