Privacy Policy
Last updated: 12 December 2025
1. Introduction
This Privacy Policy explains how HD Mining Parts GmbH & Co. KG processes personal data when you visit our website, submit a request for spare parts, request technical information, or communicate with us as a business partner.
We process personal data exclusively in accordance with the EU General Data Protection Regulation (GDPR), the German Federal Data Protection Act (BDSG) and the Telecommunications and Telemedia Data Protection Act (TTDSG).
Our website is aimed at business customers worldwide (B2B) in the heavy machinery and mining sectors. We do not target private consumers.
2. Data Controller
HD Mining Parts GmbH & Co. KG
Fritz-Reuter-Str. 12
25451 Quickborn
Germany
Email: Show email address
3. Categories of Personal Data We Process
We may process different categories of personal data depending on how you interact with our website.
3.1. Website and server data
When you access our website, our systems automatically process technical data, including:
- anonymized IP address
- browser type and version, device type and operating system
- date and time of access
- accessed pages and file paths
- referral URLs (the website from which you reached us)
- general usage statistics and log files
This data is technically necessary to display the website, ensure stability and security, and to prevent abuse.
3.2. Inquiry and quotation data (B2B)
When you contact us via forms, email or phone to request spare parts, technical information, or quotations, we process in particular:
- name and business contact details
- company name and role/position
- business email address and phone number
- information about machines and equipment (models, OEM references, serial numbers, etc.)
- technical documentation or drawings you provide (optional)
- delivery destinations and logistics preferences (if necessary)
- content of your inquiry and follow-up communication
3.3. Communications data
We process data from any communication with you (contact forms, email, phone) to handle your request and maintain business relationships.
3.4. Supplier and partner data
If you cooperate with us as a supplier, OEM partner or logistics provider, we process typical B2B contact and contractual data (contact persons, communication history, contractual documents).
3.5. Cookies and analytics data
We use cookies and similar technologies only insofar as this is technically necessary or if you have provided your consent via the cookie banner. Details are defined in our separate Cookie Policy.
4. Purposes of Processing
We process personal data only for clearly defined and legitimate purposes.
4.1. Responding to inquiries and preparing offers
We process your data to:
- identify the required spare parts and components
- cross-check OEM part numbers and compatibility
- prepare quotations and availability information
- clarify shipping, export and logistics questions
Legal basis: Art. 6(1)(b) GDPR (contract initiation and execution).
4.2. Business communication and relationship management
We process contact and communication data to maintain and develop relationships with customers, suppliers and partners.
Legal basis: Art. 6(1)(f) GDPR (legitimate interest in efficient B2B communication).
4.3. Ensuring website functionality and security
Technical and log data is processed to operate the website securely, prevent attacks and ensure error-free delivery of content.
Legal basis: Art. 6(1)(f) GDPR (legitimate interest in secure and stable operation of our online services).
4.4. Analytics and performance measurement
With your consent, we use privacy-friendly analytics tools to understand how our website is used by professional visitors and to improve structure, content and usability.
Legal basis: Art. 6(1)(a) GDPR (consent) in conjunction with § 25 TTDSG. You may withdraw your consent at any time with effect for the future.
We do not engage in profiling or automated decision-making within the meaning of Art. 22 GDPR.
5. Cookies and Tracking Tools
Our website uses:
- essential cookies that are necessary for basic website functions (no consent required),
- analytics cookies that are only activated after your explicit consent via the cookie banner.
We currently do not use marketing or tracking cookies for advertising purposes, unless explicitly stated and activated in the future.
More information about the type, purpose and storage duration of cookies can be found in our separate Cookie Policy.
6. Legal Basis for Processing
Depending on the specific processing operation, we rely on the following legal bases according to Art. 6 GDPR:
- Art. 6(1)(b) GDPR – performance of a contract or steps prior to entering into a contract,
- Art. 6(1)(f) GDPR – our legitimate interests (e.g. IT security, business communication, optimisation of our services),
- Art. 6(1)(a) GDPR – your consent (e.g. analytics cookies, optional form fields).
We do not intentionally process special categories of personal data (Art. 9 GDPR).
7. Data Sharing and International Transfers
7.1. Internal processing
Within HD Mining Parts GmbH & Co. KG, personal data is only made available to departments that require it to fulfil the purposes described in this Privacy Policy (sales, logistics, administration, management).
7.2. Processors (service providers) according to Art. 28 GDPR
We may use carefully selected external service providers to support our operations, for example:
- hosting and infrastructure providers,
- IT security and maintenance partners,
- email and communication systems,
- analytics providers.
These service providers act on our behalf and are contractually bound to comply with GDPR and to process personal data only according to our documented instructions.
7.3. Logistics and export partners (B2B context)
For international deliveries and mining equipment logistics, we may share necessary contact details and delivery information with:
- transport and freight companies,
- customs agents and logistics partners,
- insurance providers involved in the shipment.
7.4. Transfers to third countries
If personal data is transferred to recipients outside the EU/EEA, we ensure an appropriate level of data protection through:
- adequacy decisions by the European Commission, or
- standard contractual clauses (SCC) issued by the European Commission.
We do not sell or rent personal data to third parties.
8. Data Retention
We retain personal data only for as long as necessary to fulfil the purposes described in this Privacy Policy or as required by statutory retention obligations.
Typical retention periods include:
- inquiry and quotation data: generally 3–10 years in accordance with German commercial and tax law (HGB, AO),
- server log files: typically 7–30 days,
- analytics and cookie data: according to the provider's retention settings, usually less than 12 months,
- cookie consent records: typically 6–12 months.
Where statutory retention obligations apply, they may override your request for deletion during the legally required period.
9. Your Rights Under GDPR
As a data subject, you have the following rights under the GDPR:
- Right of access to your personal data (Art. 15 GDPR),
- Right to rectification of inaccurate data (Art. 16 GDPR),
- Right to erasure ("right to be forgotten", Art. 17 GDPR),
- Right to restriction of processing (Art. 18 GDPR),
- Right to data portability (Art. 20 GDPR),
- Right to object to processing based on legitimate interests (Art. 21 GDPR),
- Right to withdraw consent at any time (Art. 7(3) GDPR) with effect for the future.
To exercise these rights, you can contact us.
You also have the right to lodge a complaint with a supervisory authority, in particular with:
Landesbeauftragte für Datenschutz Schleswig-Holstein
Holstenstraße 98
24103 Kiel
Germany
10. Data Security
We use state-of-the-art technical and organisational measures to protect personal data, taking into account the specific requirements of international B2B operations in the heavy equipment and mining sectors. These measures include in particular:
- encrypted data transmission via SSL/TLS,
- secure hosting within the EU,
- access control and role-based authorisation,
- regular security updates and monitoring,
- the principle of data minimisation and privacy by design.
11. Children’s Data
Our website and services are designed exclusively for professional users in a business context and are not intended for minors. We do not knowingly collect personal data from individuals under the age of 16.
12. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in legal requirements, our services or technical standards. The latest version is always available on this page.
Significant changes will be indicated in an appropriate manner on our website.
1. Introduction
This Privacy Policy explains how HD Mining Parts GmbH & Co. KG processes personal data when you visit our website, submit a request for spare parts, request technical information, or communicate with us as a business partner.
We process personal data exclusively in accordance with the EU General Data Protection Regulation (GDPR), the German Federal Data Protection Act (BDSG) and the Telecommunications and Telemedia Data Protection Act (TTDSG).
Our website is aimed at business customers worldwide (B2B) in the heavy machinery and mining sectors. We do not target private consumers.
2. Data Controller
HD Mining Parts GmbH & Co. KG
Fritz-Reuter-Str. 12
25451 Quickborn
Germany
Email: Show email address
3. Categories of Personal Data We Process
We may process different categories of personal data depending on how you interact with our website.
3.1. Website and server data
When you access our website, our systems automatically process technical data, including:
- anonymized IP address
- browser type and version, device type and operating system
- date and time of access
- accessed pages and file paths
- referral URLs (the website from which you reached us)
- general usage statistics and log files
This data is technically necessary to display the website, ensure stability and security, and to prevent abuse.
3.2. Inquiry and quotation data (B2B)
When you contact us via forms, email or phone to request spare parts, technical information, or quotations, we process in particular:
- name and business contact details
- company name and role/position
- business email address and phone number
- information about machines and equipment (models, OEM references, serial numbers, etc.)
- technical documentation or drawings you provide (optional)
- delivery destinations and logistics preferences (if necessary)
- content of your inquiry and follow-up communication
3.3. Communications data
We process data from any communication with you (contact forms, email, phone) to handle your request and maintain business relationships.
3.4. Supplier and partner data
If you cooperate with us as a supplier, OEM partner or logistics provider, we process typical B2B contact and contractual data (contact persons, communication history, contractual documents).
3.5. Cookies and analytics data
We use cookies and similar technologies only insofar as this is technically necessary or if you have provided your consent via the cookie banner. Details are defined in our separate Cookie Policy.
4. Purposes of Processing
We process personal data only for clearly defined and legitimate purposes.
4.1. Responding to inquiries and preparing offers
We process your data to:
- identify the required spare parts and components
- cross-check OEM part numbers and compatibility
- prepare quotations and availability information
- clarify shipping, export and logistics questions
Legal basis: Art. 6(1)(b) GDPR (contract initiation and execution).
4.2. Business communication and relationship management
We process contact and communication data to maintain and develop relationships with customers, suppliers and partners.
Legal basis: Art. 6(1)(f) GDPR (legitimate interest in efficient B2B communication).
4.3. Ensuring website functionality and security
Technical and log data is processed to operate the website securely, prevent attacks and ensure error-free delivery of content.
Legal basis: Art. 6(1)(f) GDPR (legitimate interest in secure and stable operation of our online services).
4.4. Analytics and performance measurement
With your consent, we use privacy-friendly analytics tools to understand how our website is used by professional visitors and to improve structure, content and usability.
Legal basis: Art. 6(1)(a) GDPR (consent) in conjunction with § 25 TTDSG. You may withdraw your consent at any time with effect for the future.
We do not engage in profiling or automated decision-making within the meaning of Art. 22 GDPR.
5. Cookies and Tracking Tools
Our website uses:
- essential cookies that are necessary for basic website functions (no consent required),
- analytics cookies that are only activated after your explicit consent via the cookie banner.
We currently do not use marketing or tracking cookies for advertising purposes, unless explicitly stated and activated in the future.
More information about the type, purpose and storage duration of cookies can be found in our separate Cookie Policy.
6. Legal Basis for Processing
Depending on the specific processing operation, we rely on the following legal bases according to Art. 6 GDPR:
- Art. 6(1)(b) GDPR – performance of a contract or steps prior to entering into a contract,
- Art. 6(1)(f) GDPR – our legitimate interests (e.g. IT security, business communication, optimisation of our services),
- Art. 6(1)(a) GDPR – your consent (e.g. analytics cookies, optional form fields).
We do not intentionally process special categories of personal data (Art. 9 GDPR).
7. Data Sharing and International Transfers
7.1. Internal processing
Within HD Mining Parts GmbH & Co. KG, personal data is only made available to departments that require it to fulfil the purposes described in this Privacy Policy (sales, logistics, administration, management).
7.2. Processors (service providers) according to Art. 28 GDPR
We may use carefully selected external service providers to support our operations, for example:
- hosting and infrastructure providers,
- IT security and maintenance partners,
- email and communication systems,
- analytics providers.
These service providers act on our behalf and are contractually bound to comply with GDPR and to process personal data only according to our documented instructions.
7.3. Logistics and export partners (B2B context)
For international deliveries and mining equipment logistics, we may share necessary contact details and delivery information with:
- transport and freight companies,
- customs agents and logistics partners,
- insurance providers involved in the shipment.
7.4. Transfers to third countries
If personal data is transferred to recipients outside the EU/EEA, we ensure an appropriate level of data protection through:
- adequacy decisions by the European Commission, or
- standard contractual clauses (SCC) issued by the European Commission.
We do not sell or rent personal data to third parties.
8. Data Retention
We retain personal data only for as long as necessary to fulfil the purposes described in this Privacy Policy or as required by statutory retention obligations.
Typical retention periods include:
- inquiry and quotation data: generally 3–10 years in accordance with German commercial and tax law (HGB, AO),
- server log files: typically 7–30 days,
- analytics and cookie data: according to the provider's retention settings, usually less than 12 months,
- cookie consent records: typically 6–12 months.
Where statutory retention obligations apply, they may override your request for deletion during the legally required period.
9. Your Rights Under GDPR
As a data subject, you have the following rights under the GDPR:
- Right of access to your personal data (Art. 15 GDPR),
- Right to rectification of inaccurate data (Art. 16 GDPR),
- Right to erasure ("right to be forgotten", Art. 17 GDPR),
- Right to restriction of processing (Art. 18 GDPR),
- Right to data portability (Art. 20 GDPR),
- Right to object to processing based on legitimate interests (Art. 21 GDPR),
- Right to withdraw consent at any time (Art. 7(3) GDPR) with effect for the future.
To exercise these rights, you can contact us.
You also have the right to lodge a complaint with a supervisory authority, in particular with:
Landesbeauftragte für Datenschutz Schleswig-Holstein
Holstenstraße 98
24103 Kiel
Germany
10. Data Security
We use state-of-the-art technical and organisational measures to protect personal data, taking into account the specific requirements of international B2B operations in the heavy equipment and mining sectors. These measures include in particular:
- encrypted data transmission via SSL/TLS,
- secure hosting within the EU,
- access control and role-based authorisation,
- regular security updates and monitoring,
- the principle of data minimisation and privacy by design.
11. Children’s Data
Our website and services are designed exclusively for professional users in a business context and are not intended for minors. We do not knowingly collect personal data from individuals under the age of 16.
12. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in legal requirements, our services or technical standards. The latest version is always available on this page.
Significant changes will be indicated in an appropriate manner on our website.