Data Privacy Notice

DHL International GmbH is responsible for the processing of your data. For all your questions, please contact our DPO by email: dpo.express@dhl.com.

DHL International GmbH (DHL Express Global Head Office)
Fritz-Erler-Str. 5
53113 Bonn
Germany

The following types of data we do or may process:

• Name
• Employer (legal entity)
• Job title
• Nationality
• Contact data such as work email address and telephone number
• Passport information, including date of birth
• Dietary requirements
• Sizing for polo shirt (voluntary)
• Headshot photograph
• Flight ticket data
• Medical information, if applicable
• Performance statistics from your Sales role in 2025

Your data is used for the organization and conduction of the Sales Champion’s Club event as well as for internal and external communication about it.

The following list provides you with the purposes of processing we pursue.

Administration and management of the event, also through external providers, including:

1. Validation of your person being entitled to participate in the event
2. Communication with you regarding the event
3. Travel booking and travel arrangements (including accommodation at the event)
4. Production of personalized certificates and trophies
5. Production of the SCC participants’ booklet
6. Production of polo shirts (size)
7. Organization of food and beverages
8. Security and safety at the event (such as access controls)
9. Medical care
10. Medical and evacuation insurance
11. Photograph for inclusion in the Yearbook

For being able to conduct the event we offered you and you registered for, we need the aforementioned personal data for processing and which we may transfer to other parties. You provide this data to us via the registration form or if applicable, via a template invitation letter for visa purposes, and you will inform us of any changes to this data.

The processing of your data is necessary for performing the contract to which you are a party. We offered you participation in the event under certain terms and conditions. You accepted our contractual offer by registering for the event. For delivering the event to you, your personal data is needed.

Furthermore, the data protection legislation applicable allows us in certain specific cases to process data based on legitimate interests. If we base processing on legitimate interests, we will inform you about this circumstance and your right to object.

Your data will in every case only be made available to authorized employees and persons for the above mentioned purposes. If another Group Company or an external company acts as a provider, this takes place only in accordance with applicable data protection laws and limited to the agreed purposes.

In case you are based in the European Economic Area (EEA), your data is only transferred outside the European Economic Area (EEA) to other Deutsche Post DHL Group companies, third party providers or public authorities when permitted by applicable data protection law. In such cases, we will make sure that appropriate safeguards are in place to ensure the transfer of your data (e.g. our binding corporate rules, standard contractual clauses).

The DPDHL Data Privacy Policy regulates our group-wide standards for the processing of your data.

External providers are:

• The Rachel Ley Consultancy, Arley House, 28 Main Street, Tiddington, Stratford-upon-Avon, Warwickshire, CV37 7AZ, United Kingdom (organization of the event)
•  Destination China, Room 1708, Chaowaimen Mansion, 1 Chao Tai Street, Chaoyang District, Beijing 100020, China (Organizers of transport and local activities)
• Chubb European Group, 100 Leadenhall Street, London EC3A 3BP, Great Britain (accident insurance)
• China world Summit Wing, 1 Jianguomenwai Avenue, Beijing, 100004 China(Event venue and accommodation)

We store your data for as long as it is necessary to serve the intended purpose of the processing (please see section 3) or as long as we are legally obliged to do so in accordance with legal, regulatory, tax or accounting requirements. Storage of photos and videos based on your consent will be retained in accordance with the explicit consent that you provided.

When you visit our websites, we capture your data which is necessary for us to make the website accessible to you (e.g., IP address, date, and duration of your visit). Further storage in log files is performed to ensure the functionality of our websites and the security of our systems. We therefore have a legitimate interest in processing your data. We delete your data as soon as it is no longer needed to fulfill the purpose for which it was collected.

Where applicable, data protection law provides multiple rights for you to exercise:

• Right to access information

You have the right to be informed of the information we hold on you. This includes the right to ask us supplementary information about the categories of your data we are handling, for which purpose, the categories of business partners to whom the data may be sent, and your other rights regarding our use of your data. We will provide you this information within one month after your request in so far we are not affecting the rights and freedoms of another person by doing so.

• Right of rectification

You have the right to request a correction of any inaccurate data about yourself.

• Right to object

You have the right to challenge certain types of processing when based on legitimate interest.

• Right to withdraw your consent

You have the right to withdraw your consent at any time.

• Right of portability

You have the right to port your data to another controller. We will give you an export of the data you provided to us.

• Right to erasure/be forgotten

You have the right, in certain circumstances, to request the deletion of your data. Where your right to be forgotten is valid, and only if necessary, minimal data about you can be kept to ensure you will not be contacted again.

• Right to restrict processing

You have the right to request a limitation in the way your data is used.

• Rights related to automated decision-making including profiling

You have the right to request a review of automated processing. At this moment, DHL does not apply any automated decision making with legal consequences for you. In case it will be done in the future, we will do so in accordance with the applicable law.

•  Exercising your rights

To assert your rights, please contact Brigitte van Camp, DHL International GmbH, Fritz-Erler-Str. 5, 53113 Bonn, Germany, Brigitte.vanCamp@dhl.com 

DHL cannot handle your request without sufficient proof of your identity. Please note that the applicable data protection law may impose conditions on exercising the above rights.

The competent Data Protection Officer is available to answer any questions you might have: dpo.express@dhl.com

If you come to the conclusion that your rights are not being observed sufficiently, you can also lodge a complaint with the competent national Data Protection Supervisory Authority.

We may update this policy from time to time, so please visit our website periodically and review the policy for changes.