1. Who controls your personal data
The controller responsible for the processing described in this notice is:
- Trading brand
- WOOVE
- Legal entity
- LIMITED LIABILITY COMPANY WOOVE
- Registration
- Company Registration No. 46329225
- Registered office
- Office 15, Building 7/8, Zakhysnykiv Ukrainy Square, Kharkiv, Kharkiv Region, 61001, Ukraine
- European fulfilment
- Order preparation and dispatch coordination in Weilimdorf, Germany. This fulfilment location is not presented as WOOVE's registered office.
- Privacy contact
- sales@woovegmbh.com — use the subject line “Privacy Request”.
Read About WOOVE for the distinction between the legal seller and European fulfilment operation. Transaction documents identify the relevant contracting seller and order-specific responsibilities.
2. Scope of this notice
This notice applies to personal data processed through woovegmbh.com and through related B2B communications connected with the website, including quotation requests, email exchanges, WhatsApp conversations, supplier or customer due diligence, order administration, fulfilment coordination and after-sales communication.
It covers information relating to identifiable people, such as purchasing contacts, directors, sole traders, employees, consultants, delivery contacts and supplier representatives. Information about a company is not always personal data, but information that identifies a person acting for that company may be.
This notice does not govern the independent privacy practices of third-party websites, messaging providers, banks, carriers, customs authorities or other organisations that determine their own purposes and methods of processing.
3. Categories of personal data we may collect
The information collected depends on how you interact with WOOVE and whether an enquiry progresses into a transaction.
| Category | Examples | Why it may be needed |
|---|---|---|
| Identity and contact data | Name, business email, telephone or WhatsApp number, job title and preferred language. | To identify the contact, communicate and manage a business relationship. |
| Company and verification data | Legal company name, website, business type, company, VAT, tax, importer or resale-registration number and public-registry information. | To qualify B2B enquiries, prevent fraud, meet tax or trade requirements and conduct supplier/customer due diligence. |
| Quotation and product data | Requested brands, variants, can sizes, cases, pallet quantities, load format, label language, BBD requirement and reorder frequency. | To assess availability, prepare an offer and document the requested goods. |
| Delivery and logistics data | Country, city, postcode, destination port, delivery address, warehouse opening hours, unloading facilities, customs broker and preferred Incoterm. | To calculate freight, plan delivery, coordinate fulfilment and complete transport or customs documentation. |
| Contract and transaction data | Quotation, sales correspondence, order confirmation, proforma invoice, payment status, invoice, packing list, claims and delivery records. | To perform and evidence the transaction, keep accounts and resolve disputes. |
| Communication data | Messages, attachments, enquiry history, call notes and communication preferences. | To respond, maintain an accurate business record and provide support. |
| Technical and usage data | IP address, timestamp, requested URL, referrer, browser, device, operating system, approximate location, security events and cookie preferences. | To deliver, secure, diagnose and improve the website, and to respect privacy choices. |
| Rights and consent data | Form acceptance, cookie choice, unsubscribe request, privacy request, identity-verification record and response history. | To demonstrate and manage privacy choices and legal rights. |
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4. How we obtain personal data
WOOVE may receive personal data:
- directly from you through a website form, email, WhatsApp, telephone conversation, meeting or transaction document;
- from the company or organisation you represent;
- from publicly available company websites, professional profiles, sanctions lists, VAT systems, trade databases and official business registers when due diligence is necessary;
- from fulfilment providers, carriers, customs brokers, banks, insurers, professional advisers or authorities involved in a proposed or completed transaction; and
- automatically through standard server logs, security technologies and permitted cookies when you use the website.
If another person provides your details, that organisation or person should have a lawful reason to do so and, where required, should tell you that your information has been shared.
5. Purposes and lawful bases
Where the EU GDPR or UK GDPR applies, WOOVE relies on the lawful basis appropriate to the activity. The principal bases are steps requested before a contract, performance of a contract, legal obligation, legitimate interests and consent where consent is legally required.
| Processing purpose | Typical lawful basis | WOOVE's interest or obligation |
|---|---|---|
| Responding to an enquiry and preparing a quotation | Steps at your request before a contract; legitimate interests. | Assessing a genuine B2B request and communicating with the buyer or company representative. |
| Company, buyer and transaction verification | Legitimate interests; legal obligation where applicable. | Preventing fraud, sanctions exposure, misrepresentation, non-payment and unlawful trade. |
| Managing an order, payment, fulfilment and delivery | Contract; steps before contract; legal obligation. | Supplying the agreed goods, coordinating delivery, maintaining accounts and meeting tax, customs and trade duties. |
| Keeping commercial and legal records | Legal obligation; legitimate interests. | Accounting, audit, insurance, dispute handling, claims, compliance and defence of legal rights. |
| Operating and securing the website | Legitimate interests; legal obligation where applicable. | Availability, performance, abuse prevention, troubleshooting, backups and cybersecurity. |
| Remembering cookie or privacy preferences | Legal obligation; legitimate interests; consent where required. | Respecting choices and avoiding repeated consent prompts where technically possible. |
| Optional analytics or marketing technologies | Consent where required by applicable cookie or communications law. | Understanding website use and measuring communications without overriding the visitor's legal choices. |
| Relevant B2B follow-up | Legitimate interests or consent, depending on the recipient and jurisdiction. | Following up an enquiry, existing relationship or closely related commercial requirement. |
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The European Commission provides an official overview of lawful grounds for processing personal data. Where WOOVE relies on legitimate interests, it considers the business need, necessity and potential impact on the individual.
6. Wholesale enquiries, quotations and customer communications
The wholesale quotation form asks for information needed to assess the company, products, quantity, destination, shelf-life requirement and delivery scope. Required fields are intended to reduce incomplete or misleading offers. If a field is not relevant, explain that in the message rather than entering sensitive information.
Enquiry data may be used to check product availability, label or market version, pallet configuration, delivery feasibility, customs or registration requirements and commercial documentation. An enquiry does not guarantee acceptance, stock allocation or a contract.
Communications may be retained with the related quotation or transaction so WOOVE can understand what was requested, avoid repeating questions, maintain consistent instructions and resolve later discrepancies. Read the B2B Terms & Conditions for the commercial ordering framework.
Direct marketing
WOOVE may follow up a request or existing B2B relationship with information relevant to that commercial context where permitted. General newsletters or unrelated promotional communications should be sent only where an appropriate legal basis exists. You may object to direct marketing or use any unsubscribe method provided. WOOVE will keep the minimum suppression information needed to respect that choice.
7. Payments, transaction records and fraud prevention
The public website is not designed to collect payment-card details or online-banking passwords. When an order proceeds, the relevant payment instructions are provided in the applicable quotation, proforma invoice or sales agreement. WOOVE may receive confirmation from a bank or payment service that a payment was sent, received, rejected, returned or investigated.
WOOVE may process company and representative information to verify identity, beneficial ownership where required, tax status, sanctions exposure, transaction consistency and delivery legitimacy. This protects WOOVE, buyers, fulfilment providers, financial institutions and the integrity of cross-border trade.
Do not send confidential banking credentials through the website form or WhatsApp. If beneficiary information changes unexpectedly, verify the change using the contact details published on this website before transferring funds.
8. Cookies, server logs and analytics
Cookies are small files or similar storage technologies used by websites and services. Some are necessary to provide security, remember a privacy choice or maintain technical functionality. Others, such as optional analytics or advertising technologies, may require prior consent depending on the visitor's location.
| Category | Purpose | Typical control |
|---|---|---|
| Strictly necessary | Security, network delivery, load balancing, form protection, administrator login and essential site operation. | Usually active because the website cannot operate securely without them. |
| Preference | Remembering language, display or cookie choices where such functionality is enabled. | Managed through the relevant preference or browser controls. |
| Analytics | Aggregated information about visits, page use, device type, performance and acquisition channels. | Should be activated only under the required consent or other lawful mechanism. |
| External-service interaction | Data generated when a visitor chooses to open WhatsApp, an external authority, social service or embedded third-party content. | Usually initiated by clicking the external link or enabling the relevant content. |
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Standard server logs may record technical information even when optional cookies are refused. Logs are used for security, fault diagnosis, abuse prevention and system administration.
Where Google Analytics or another optional Google measurement service is enabled, Google may process online identifiers, device information and usage events under its own terms. Review the Google Privacy Policy and information about how Google uses cookies. Optional analytics should be blocked until a valid consent choice where applicable.
The UK's Information Commissioner's Office explains that valid cookie consent must be informed and involve positive action. See its official cookies and similar technologies guidance.
Browser controls
You can delete or block cookies using your browser settings. Blocking necessary storage may affect forms, security features or page operation. Browser controls do not always stop server logs or data created after you deliberately open an external service.
9. Contact Form 7, email, WhatsApp and external platforms
Website forms
The website uses Contact Form 7 to structure and transmit quotation requests. Contact Form 7 states that the site operator—not the plugin publisher—is responsible for the data submitted through installed forms. Its official guidance explains how to create privacy-friendly contact forms. Form submissions are delivered to WOOVE's configured email system and may also be processed by hosting, security or email-delivery services involved in the transmission.
Email messages pass through the sender's and recipient's email providers and may be scanned for malware, spam and abuse. Do not assume ordinary email is suitable for highly sensitive information. WOOVE may retain messages with the relevant commercial record.
German WhatsApp contact
If you click the German WhatsApp button or message +49 1573 2986336, your use of WhatsApp is also governed by WhatsApp's terms and privacy practices. WhatsApp may receive your telephone number, account information, technical data and interaction information. Review the current WhatsApp Privacy Policy for the European Region or the version applicable where you live.
WOOVE uses WhatsApp for business communication initiated by or relevant to the contact. Do not send card details, banking passwords, account credentials or unrequested sensitive information through WhatsApp.
Spam and security services
If a spam-filtering or anti-abuse service is enabled, the form content, IP address and technical request data may be evaluated to identify automated or malicious submissions. The active service and its privacy impact should be reflected in the website's current cookie or technology register.
10. When personal data may be shared
WOOVE does not sell or rent personal data. Information may be disclosed only where reasonably necessary for the purposes described in this notice, including to:
- authorised personnel, contractors and advisers who need the information to perform their role;
- website hosting, infrastructure, cybersecurity, backup, email and technical-support providers;
- European fulfilment providers, warehouses, packaging services, carriers, freight forwarders and delivery coordinators;
- customs brokers, inspection bodies, insurers, product-registration advisers and destination agents involved in the requested route;
- banks, payment providers, auditors, accountants, tax advisers, lawyers and debt-recovery or dispute-resolution providers;
- manufacturers, suppliers or allocation partners where product verification or procurement requires it;
- regulators, tax authorities, customs authorities, courts, law enforcement or other public bodies where disclosure is legally required or necessary to protect legal rights; and
- a purchaser, investor or adviser in a genuine restructuring, financing, merger or transfer of business, subject to appropriate confidentiality and legal safeguards.
Service providers acting for WOOVE should process data only under appropriate instructions and safeguards. Independent organisations, such as a bank, carrier, customs authority or WhatsApp, may also process information under their own legal responsibilities.
11. International transfers
WOOVE's registered legal entity is in Ukraine, European fulfilment is coordinated in Germany, and buyers, suppliers and service providers may be located in different countries. Personal data may therefore be processed outside the country where it was originally collected.
Where EU, EEA or UK transfer rules apply, WOOVE will use a legally recognised transfer basis when required. Depending on the destination and provider, this may include an adequacy decision, approved standard contractual clauses, a contractual data-protection addendum or another permitted safeguard. Certain transfers may also be necessary to perform a contract requested by the data subject or to establish, exercise or defend legal claims.
The European Commission explains the rules for international transfers and publishes its Standard Contractual Clauses.
You may request information about the safeguard relevant to your data. Some contractual or security information may be redacted where necessary to protect confidential information and the rights of others.
12. How long personal data is kept
WOOVE retains personal data only for as long as reasonably necessary for the relevant purpose, legal obligation, dispute period or security requirement. The following periods are operating guidelines rather than a promise to keep every record for the maximum time.
| Record | Typical retention approach | Why |
|---|---|---|
| Unsuccessful or inactive enquiries | Ordinarily up to 24 months after the last meaningful communication, unless an earlier objection or deletion request applies or a longer period is justified. | Follow-up, quotation history, fraud prevention and avoiding repeated assessment. |
| Customer, supplier and transaction records | For the relationship and the period required by applicable accounting, tax, customs, sanctions, limitation and record-keeping laws. | Contract performance, audit, legal obligations and defence of claims. |
| Website security logs | Normally 30–90 days, unless a security event, investigation, backup cycle or legal duty requires longer. | Security, diagnosis, abuse prevention and incident response. |
| Cookie and consent records | For the lifetime of the preference and an appropriate evidence period after replacement or withdrawal. | Respecting and demonstrating the user's privacy choice. |
| Privacy requests and complaints | For the request lifecycle and a reasonable period afterwards, commonly up to three years unless law or dispute risk requires longer. | Demonstrating the response and protecting legal rights. |
| Marketing suppression record | Minimal contact information may be retained for as long as needed to honour an objection or unsubscribe request. | Preventing unwanted future marketing. |
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When data is no longer required, WOOVE will delete, anonymise or securely isolate it, subject to feasible backup cycles and legal holds.
13. Security and confidentiality
WOOVE applies technical and organisational measures appropriate to the nature of the data and risk. Depending on the system, measures may include encrypted website transport, access controls, least-privilege permissions, account protection, software updates, malware and spam controls, backups, logging, staff confidentiality and service-provider review.
No internet transmission, email platform, messaging service or storage system can be guaranteed completely secure. You are responsible for using appropriate devices, protecting your accounts and avoiding sensitive credentials in ordinary forms or messages.
If WOOVE becomes aware of a personal-data breach, it will assess the incident and make notifications required by applicable law.
14. Your privacy rights
Depending on the law that applies and the circumstances, you may have some or all of the following rights:
How to exercise a right
Email sales@woovegmbh.com with the subject “Privacy Request”. Describe the right and information concerned. WOOVE may request proportionate information to verify identity and authority, particularly when a request comes from an agent or a different email address.
Rights are not absolute. A request may be limited where necessary to protect another person's rights, comply with law, preserve legal privilege, retain required transaction records or establish, exercise or defend legal claims. WOOVE will explain the applicable reason where required.
The official text of the EU General Data Protection Regulation and the European Commission's data-protection information for organisations provide further detail.
15. Questions and complaints
Please contact WOOVE first so the issue can be reviewed and, where possible, resolved. Use sales@woovegmbh.com with the subject “Privacy Complaint”.
If the EU GDPR applies, you may have the right to complain to the data-protection authority in your habitual residence, workplace or the place of the alleged infringement. The European Data Protection Board's authority directory lists national EEA supervisory authorities.
Individuals in the United Kingdom can review the Information Commissioner's Office complaint process. Ukraine's official legislation database publishes the Law of Ukraine on Protection of Personal Data.
16. Children and sensitive personal data
This website is directed to professional B2B buyers and is not intended for children. WOOVE does not knowingly seek personal data from children through its wholesale enquiry process. If you believe a child has submitted information, contact WOOVE so the circumstances can be reviewed.
WOOVE does not ask website visitors to provide health information, biometric identifiers, political opinions, religious beliefs, sexual-orientation data or other special-category data through a quotation form. Do not submit such information unless WOOVE has specifically requested it through an appropriate channel and identified a lawful basis.
17. External websites and links
This website links to product manufacturers, public authorities, logistics information, WhatsApp, Google and other third-party websites. Clicking a link may send the destination service standard technical information such as your IP address, browser details and the referring page. The third party controls its own site and privacy practices.
WOOVE provides authority and service-provider links for transparency and buyer research. A link does not mean WOOVE controls, endorses or accepts responsibility for the third party's data processing.
18. Changes to this Privacy Policy
WOOVE may update this notice when data practices, website technologies, service providers, legal requirements or business operations change. The effective date at the top will be revised when a material update is published.
Where a change materially affects an existing processing activity, WOOVE may provide additional notice by email, through the website or in another appropriate way. Previous versions may be retained for accountability.
19. Contact WOOVE about privacy
For access, correction, deletion, objection, consent withdrawal, cookie questions or a complaint about personal data, contact the controller using the details below.
Privacy request contact
LIMITED LIABILITY COMPANY WOOVE · Registration No. 46329225
Office 15, Building 7/8, Zakhysnykiv Ukrainy Square, Kharkiv, Kharkiv Region, 61001, Ukraine
Email: sales@woovegmbh.com · Subject: Privacy Request
For product and commercial questions, use the wholesale contact page. For information about products, delivery and buyer procedures, visit Wholesale Products, Shipping & Logistics, Markets We Supply, Buyer Resources or the Wholesale FAQ.
Official privacy and data-protection resources
These followed links lead to primary authorities and service-provider privacy information relevant to this notice.