Common register portal of the German federal states

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Privacy Notice

The state justice administrations provide this joint register portal of the German federal states for a simple and uniform access to retrieve data from the Commercial Register (HRA and HRB), the Register of Cooperatives, the Partnerships Register and from the Register of Associations. The register portal is operated by the Ministry of Justice of the state of North Rhine-Westphalia.

In this privacy statement we would like to give you an overview of how the state justice administration makes sure your data is safe, what kind of data is collected and for what purpose such data is collected and what use is made of the data.

Since technically and editorially this website is operated by the Ministry of Justice of the state of North Rhine-Westphalia, statutory provisions of North Rhine-Westphalia will apply and the responsibility will fundamentally be with the Ministry of Justice of the state of North Rhine-Westphalia.

But the register portal will also publish data that is under the jurisdiction of the relevant register courts. You alone decide what kind of data will be entered into the register and therefore available via the register portal. That is why for such data the applicable jurisdiction will remain with the relevant state justice administrations. We therefore cannot rule out that some legal principles of other state justice administrations or legal principles of the federal government may be affected.

Responsible person / authority are:

Ministerium der Justiz des Landes Nordrhein-Westfalen
Martin-Luther-Platz 40
40212 Düsseldorf
Tel.: +49 211 8792-0

Data Protection Officer

You can contact the Data Protection Officer at the Ministry of Justice of the state of North Rhine-Westphalia by email at Datenschutz@jm.nrw.de or at the postal
address:

Ministerium der Justiz des Landes Nordrhein-Westfalen
Behördlicher Datenschutzbeauftragter
Martin-Luther-Platz 40
40212 Düsseldorf
Tel.: +49 211 8792-0

Legal Basis

The legal basis for operating this website, collecting, processing and distributing personal data through this site are Article 6 subsection 1 sentence 1 letter e) of the General Data Protection Regulation (GDPR), Section 79 of the German Civil Code (BGB) and Section 9 of the German Trade Law (HGB) in connection with Section 156 of the German Cooperative Law (GenG) and Section 5 of the German Law on Partnerships Related to Free Professions (PartGG). If any data is stored while a user is visiting this website or any data is entered into entry forms, then it shall be assumed that the user has given his or her consent under Article 6 subsection 1 sentence 1 letter e) of the GDPR Regulation which is deemed to be the basis for data processing.

Rights of the Person Concerned

Your rights with regard to personal data related to you are provided below:

The right of access to data and the right to erasure are subject to limitations provided in Sections 34 and 35 of the German Federal Data Protection Act (BDSG). Otherwise, the limititions under Section 10a HGB shall apply.

These rights may be claimed from the Ministry of Justice of the state of North Rhine-Westphalia if and to the extent that such data is under the jurisdiction of this federal state. If you want to claim your rights with regard to data that is under the jurisdiction of a certain register court, then you have to submit such claims to the respective register court.

You can withdraw a consent given to us for processing personal data at any time although the withdrawal of consent shall not affect the lawfulness of processing that has occurred prior to giving consent, provided that the processing of data was based on consent. This shall apply in the same way to any consent given to us prior to the effective date of the GDPR, i. e. before 25th May 2018. Please note that any withdrawal will be effective for the future. Any processing that has occurred before the date of withdrawal shall not be affected.

For a withdrawal please refer by email to poststelle@jm.nrw.de indicating "register portal" as subject of your message.

Right to Lodge a Complaint with the Supervisory Authority

You have the right to lodge through us a complaint regarding the processing of your personal data with the Data Protection and Freedom-of-Information Officer of the state of North Rhine-Westphalia (Article 77 GDPR ).

The competent body is the State Data Protection and Freedom-of-Information Officer. This person can be contacted under:

Landesbeauftragte für Datenschutz und Informationsfreiheit Nordrhein-Westfalen
P.O.Box 20 04 44
40102 Düsseldorf
Tel.: +49 211 38424-0
Fax: +49 211 38424-10
E-Mail: poststelle@ldi.nrw.de
https://www.ldi.nrw.de

Processing

The internet website of the register portal is hosted by IT.NRW (a so-called "Processor" under the provisions of GDPR).

Landesbetrieb Information und Technik Nordrhein-Westfalen (IT.NRW)

Oberlandesgericht Köln, Zentraler IT-Dienstleister der Justiz des Landes NRW (ITD)
Mauerstraße 51
40476 Düsseldorf
Tel.: +49 211 9449-01
Fax: +49 211 9449-8000
https://www.it.nrw

Stored Data

While you are using the information we provide personal data will be collected. This is required for technical reasons alone in order to make sure we can make available all functions of our website and maintain the security of our offer. If not mentioned otherwise, we will store data explained below:

Log Files

Each time you access any content of our website, data in the so-called log files is saved temporarily which may possibly allow the identification of a person. The data listed below is collected each time you access the website:

This data from journal and log files is used for the defence and analysis of attacks against the portal, for the improvement of the website as well as for statistical evaluation of the numbers of visits to the website. Upon expiry of a six-week period the access data is anonymised by deleting the IP address from such data records. Stored data is used for statistical purposes only. Neither the data, nor any parts of the data, will ever be provided to any third party. No comparison is made with other existing data.

User Identification Data

In addition to log files we also store data when a user account is created, a user logs in to an account, search words and search results are provided as well as any data that is required to carry out payments. In doing so, we save the following data:

• Form of address • Position
• Names and companies • Given name
• Birth date • Telephone
• User name • Password
• Country • Postcode
• City • Street
• Electronic address • Method of payment
• Bank • Account holder
• IBAN • SWIFT-BIC
• Name of the company • Short name of the company
• Register court • Register number
• Sector • Country for invoice address
• Postcode for invoice address • City for invoice address
• Street for invoice address • Reason for applying for the exemption from fees

For more details on what data is collected please refer to the related entry forms.

Data Related to Costs

Following data is stored with regard to each document retrieval action by a registered user:

The stored data is used for the ensuing calculation of costs and will not be used for any other purpose.

Service for Citizens and Email

If you wish to contact the relevant state justice administration we provide email addresses. Should you decide to use this form of contact, any personal data shall be entered expressly on a voluntary basis.

The following data from your message may be stored here:

We shall use the personal data you will enter only for your intended purpose and only within the purview of the respective state government or the authorities, agencies and institutions charged to carry out respective services.

We will delete any personal data that we receive by email or entry form or by mail as soon as the storage of this data will no longer be required for your intended purpose or for the administrative process initiated and with regard to applicable legal obligations to retain data (the relevant administrative regulations of the federal government and the federal states of Germany shall apply).

In case we cannot directly address your issue we will further your request to the competent body. Such body may be located outside the state of North Rhine-Westphalia. The respective body will then independently give you a notice on the data collected.

Protection of Children

No person below 16 years of age should provide personal data to us other than with the consent of parents or any individual entitled to custody of the child (holder of parental responsibility) (Article 8 subsection 1 GDPR). Their consent must be included expressly in the message (Article 8 subsection 2 GDPR). We will never ask children and adolescents to submit personal data. We do not collect such data deliberately.

Cookie Policy

This website uses so-called "cookies". Cookies are small text files that are downloaded to your computer and saved by your internet browser. They allow us to make our website content more user friendly and more effective. You can reject the use of cookies by making settings in your internet browser that will not allow any use of cookies. In your browser you can also make settings determining whether you want to be informed about any placement of cookies or not and accept such cookies for individual sessions, you can allow the acceptance of cookies for certain situations or reject them altogether. In addition, you can activate the browser function that automatically deletes cookies when you close your browser. These settings are specific for each browser. When you visit the website for the first time you will be automatically informed about the cookie policy.

Use of JavaScript

It will be determined whether in the browser used by the website visitor JavaScript is activated or not. If you are a registered user, then an internal ID (reference number) will be saved temporarily for user identification. Any collected data is used for statistical purposes only.

Passing Personal Data to Third Parties

Data that has been recorded or collected for a specific service while you were visiting the website of the joint register portal shall be passed on to a third party outside the state judiciary administrations only

General Provisions on Data Protection

While we continue to develop the register portal and to introduce new technologies in order to improve our service for you, this privacy statement may have to be amended from time to time.

For general information on data protection please refer to the website of the Data Protection and Freedom-of-Information Officer of the state of North Rhine-Westphalia:

https://www.ldi.nrw.de

Please note that operators of third-party internet websites links to which are provided from this portal may collect and evaluate data of individuals who visit these websites.