Privacy Policy

This privacy policy clarifies the type, scope and purpose of the processing of personal data (hereinafter referred to as “data”) we collect, use and process as a part of our website, the platform, functions and contents connected with it. (hereinafter jointly referred to as the “Platform”). Doing So we have committed to a variety of Data Protection Laws and have voluntarily subscribed to the following:

the EU`s Regulation (EU) 2016/679 (General Data Protection Regulation);

California`s Consumer Privacy Act of 2018

You understand that by using the site or otherwise using the services, you agree to the terms of this privacy policy and you expressly consent to the processing of your personal data in accordance with this privacy policy.

Who we are

PrepShipHub LLC (“PSH”, “we”, “our”, “us”) prioritize safeguarding your personal information and respecting your privacy. For inquiries about your personal information or its usage, please contact us at info@prepshiphub.com.

Personal data

Personal data in this regard shall mean any information relating to an individual who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that individual.

We utilize the personal data you provide to:

• Create and manage your PSH account.

• Provide requested services and customer support.

• Administer the Services and analyze usage patterns.

• Improve service quality and user experience.

• Conduct internal procedures, risk management, and staff training.

• Send marketing materials and administrative notifications based on your preferences.

• Notify you about platform updates, changes, and improvements.

• Respond to inquiries and obtain necessary permissions for data processing.

Business data

We also collect Business Data you provide to us as you use the Services for business purposes, including, but not limited to:

• a list of catalog items with associated data from any third party integration added to PrepShipHub;

• information related to your sales and inventory; and

• information that allows us to automatically keep your inventory up to date based on your sales data.

You must obtain consent of any third person whose personal information you provide to us.

Processing

Processing shall mean any operation which is performed on personal data, such as collection, recording, organization, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.

Accuracy

It is important that the data we hold about you is accurate and current, therefore please keep us informed of any changes to your personal data.

What data do we process?

• Inventory data (e.g., names, addresses).

• Contact details (e.g., e-mail, telephone numbers).

• Content data (e.g., text input, photographs, videos).

• Contract data (e.g., object of contract, duration, customer category).

• Payment data (e.g., bank details, payment history).

• Service data (e.g., IP address, browser information, metadata, support, communication)

• System data (e.g., log files, backend databases, analytics systems)

• Communication data (e.g., phone conversations, chats)

Children Data

Our services are not intended for individuals under 18 years old. If personal data is inadvertently collected from a child without parental consent, please contact us for its removal.

What are the categories of data subjects?

Customers, interested parties, visitors and users of the online offer, business partners. Visitors and users of the online offer. In the following, we refer to the data subjects collectively as “users”.

What are the purposes for processing?

Provision of the online offer, its contents and shop functions.
Provision of contractual services, service and customer support.
Answering contact enquiries and communication with users.
Marketing, advertising and market research.
Security measures.

What are the relevant legal bases for processing your data?

Consent – This is where we have asked you to provide explicit permission to process your data for a particular purpose.

Contract – This is where we process your information to fulfil a contractual arrangement we have made with you.

Answering your business enquiries – This is where we process your information to reply to your messages, e-mails, posts, calls, etc.

Legitimate Interests – This is where we rely on our interests as a reason for processing, generally this is to provide you with the best products and service in the most secure and appropriate way. Of course, before relying on any of those legitimate interests we balance them against your interests and make sure they are compelling enough and will not cause any unwarranted harm.

Legal Obligation – This is where we have a statutory or other legal obligation to process the information, such as for the investigation of crime.

Vital interests – This is where we process your information for communications about security, privacy, and performance improvements of our services. Or for establishing, exercising, or defending our legal rights.

Your Rights

You have a number of ‘Data Subject Rights’ below is some information on what they are and how you can exercise them.

information about the processing of your personal data.
obtain access to the personal data held about you.
ask for incorrect, inaccurate or incomplete personal data to be corrected.
request that personal data be erased when it’s no longer needed or if processing it is unlawful.
object to the processing of your personal data for marketing purposes or on grounds relating to your particular situation.
request the restriction of the processing of your personal data in specific cases.
receive your personal data in a machine-readable format and send it to another controller (‘data portability’).
request that decisions based on automated processing concerning you or significantly affecting you and based on your personal data are made by natural persons, not only by computers.
You also have the right in this case to express your point of view and to contest the decision
Where the processing of your personal information is based on consent, you have the right to withdraw that consent without detriment at any time through our contact form.

The above rights may be limited in some circumstances, for example, if fulfilling your request would reveal personal information about another person, if you ask us to delete information which we are required to have by law, or if we have compelling legitimate interests to keep it. We will let you know if that is the case and will then only use your information for these purposes. You may also be unable to continue using our services if you want us to stop processing your personal information.

When do we disclose your Personal Data?

We may share your information with organizations that help us provide the services described in this policy and who may process such data on our behalf and in accordance with this policy, to support this website and our services. This will only be done on the basis of a legal authorization.

Also, if you have consented to it, or where there we have a legal obligation to do so or on the basis of our legitimate interests (e.g., when using agents, hosting providers, tax, business and legal advisors, customer care, accounting, billing and similar services that allow us to perform our contractual obligations, administrative tasks and duties efficiently and effectively).

We may also share your personal data with:

• If we commission third parties to perform functions (such as data analysis, email services, technical support, etc.) on our behalf.

• Any successor in interest to our company, or any acquirer of all or a portion of our assets, if such assets include Personal Data.

• Any PrepShipHub parent company, subsidiary, joint venture, or other company under common control with PrepShipHub (collectively, “Affiliate”). In such case, we will require that any third party service provider, successor in interest, or Affiliate agree to protect the confidentiality, security, and integrity of Personal Data to this same degree as this Privacy Policy

We may also disclose information in other circumstances such as when you agree to it or if the law, a Court order, a legal obligation or regulatory authority ask us to. If the purpose is the prevention of fraud or crime or if it is necessary to protect and defend our right, property or personal safety of our staff, the website and its users.

International transfers

Our main operations are based in the USA and your personal information is generally processed, stored and used within the USA. In some instances, your personal information may be processed outside the USA. If and when this is the case we take steps to ensure there is an appropriate level of security so your personal information is protected in the same way as if it was being used within the USA.

Data retention

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, the data processed by us will be deleted or restricted in their processing. If the data is not deleted because they are required for other and legally permissible purposes, their processing is restricted. This means that the data is blocked and not processed for other purposes. This applies, for example, to data that must be retained for commercial or tax law reasons.

How do we protect your Personal Data?

We protect your data using state of the art technical, and physical safeguards and operate a firm system of policies, confidentiality agreements, digital safeguards and procedures to ensure the highest level of administrative protection. PrepShipHub employs a commercial security certificate to guarantee that all data exchanged between PrepShipHub and users is protected by SSL technology. Additionally, communication between PrepShipHub and partner integrations is consistently encrypted using the same mechanism to safeguard your data.

Ensuring the security of your Personal Information is a top priority for us. We are dedicated to implementing and upholding security procedures and practices that are both reasonable and commercially acceptable, tailored to the sensitivity of the information we handle. These measures are designed to prevent unauthorized access, destruction, use, alteration, or disclosure of your data. Our security protocols encompass various strategies such as firewalls, comprehensive data encryption throughout our systems, SSL encryption, stringent physical and electronic access controls, as well as the enforcement of strict rules governing the access and utilization of data on our platform.

In more detail to access our database the user must be authorized. Also, the removal of Personal Data from our location is forbidden and made by using a complex encryption system very difficult. We use cutting edge antivirus and anti-malware software and up-to-date firewall protection. Moreover, authorized personnel must have a legitimate need to know interest such as being your point of contact or service your user account.

Our Website is hosted in the United States of America and is thus subject to U.S. state and federal laws. PSH strategically stores your data in locations that ensure optimal access for both PSH and its users worldwide. While access and storage controls are administered from the United States, where PSH is based, users can find the corporate headquarters address and contact details on our contact page.

By accessing our Website from jurisdictions outside the United States, you acknowledge that you are transferring your personal information to us in the United States. By using our Website, you consent to this transfer and the use of your personal information in accordance with this Privacy Policy. Additionally, you agree to comply with relevant state and U.S. federal laws governing your use of the Website and your agreements with us. Individuals accessing our Website from jurisdictions with different laws or regulations governing the use of the Internet, including personal data collection, use, and disclosure, must ensure their use of the Website is lawful in their jurisdiction.

Access to your data may be granted to PSH employees and its agents at any time, and this access may originate from countries other than where the data is stored. By using our services, PSH users consent to the transfer of their data across borders, including via intermediary countries, as part of the internet transmission process.

To exercise any of your rights, or if you have any questions or complaints about our use of your Personal Data and this policy, please contact us using our contact form.

Economic Analyses and Market Research

In order to run our business economically, to identify market trends, customer and user wishes, we analyze the data available to us on business transactions, contracts, enquiries, etc. In doing so, we process inventory data, communication data, contract data, payment data, usage data, metadata, whereby the persons concerned include customers, interested parties, business partners, visitors and users of the online offer. The analyses are carried out for the purposes of business management evaluations, marketing and market research.

In doing so, we may take into account the profiles of registered users with details, for example, of their purchasing transactions. The analyses serve us to increase user-friendliness, to optimize our offer and business efficiency and are not disclosed externally, unless they are anonymous analyses with summarized values.

If these analyses or profiles are personal, they will be deleted or made anonymous upon termination by the user, otherwise after two years from conclusion of the contract. In all other respects, the macroeconomic analyses and general trend determinations are prepared anonymously wherever possible.

Furthermore, the storage of cookies can be influenced by deactivating them in your browser settings. Please note that in this case not all functions of this online offer can be used.

Types of Data We Collect

We gather both Personal and Anonymous Data from you when you interact with our Site or utilize our Services. “Personal Data” refers to information that identifies or can be used to contact you, such as your name, address, phone number, and email address, along with any other non-public details associated with or linked to this information. On the other hand, “Anonymous Data” is data that cannot be linked to you personally and does not facilitate your identification as an individual.

1. Personal Data You Provide: When you register for our Services or create a PrepShipHub Account, we may collect information like your email address, password, name, and company name. Additionally, as you use our Services, we may gather Personal Data such as:

• Lists of catalog items from third-party integrations added to PSH.

• Sales and inventory-related information.

• Data enabling us to automatically update your inventory based on sales data.

Furthermore, if you provide feedback or contact us via email, we may collect your name, email address, and any other content included in the email to respond appropriately.

2. Personal Data Collected via Technology

We gather Personal Data and Anonymous Data through your interaction with our Site and Services, utilizing both direct and indirect methods facilitated by third-party tools. As is customary for most online services, this data collection occurs automatically and is stored in log files each time you access our website or utilize your account within our network.

Our servers, potentially managed by third-party service providers, capture Personal Data and Anonymous Data including but not limited to browser type and version, operating system, platform, Internet Protocol (IP) address (a unique identifier assigned to your device during Internet use), domain name, timestamp of your visit, and other demographic details.

• Cookies and Beacons

To enhance the functionality of our Website and improve user experience, we utilize cookies, beacons, and similar technologies, both presently and in the future. These tools aid in optimizing your browsing experience on our platform. Our service providers may also employ cookies and beacons to collect and share Non-Personally Identifiable Information about your activities on our Website and across other platforms.

Additionally, third-party entities unaffiliated with us may gather information about you, including tracking your browsing history while on our Website. Although we do not have control over these practices, you can mitigate third-party data collection by adjusting your browser settings or installing appropriate plug-ins and add-ons.

• Browser Cookies

Browser cookies, small files stored on your device’s hard drive, allow for personalized recognition and improved service delivery. We associate cookies with Personally Identifiable Information only in specific scenarios, such as utilizing restricted areas of the Website, ordering a Service, or requesting additional marketing information. However, we do not collect Personally Identifiable Information from browser cookies unless expressly provided by you.

You have the option to manage cookie settings on your device, enabling you to refuse or disable some or all browser cookies or receive alerts when cookies are being set. However, note that disabling cookies may limit your access to certain Website features.

• Flash Cookies

Certain features of our Website utilize flash cookies, which store information about your preferences and navigation. These cookies are also incorporated into third-party hosted video players to track unique viewers and provide aggregate reporting. Importantly, flash cookies do not identify you as an individual or track your online behavior, and we do not collect Personally Identifiable Information from them.

Since flash cookies operate independently of browser settings, you can manage them through the Flash player settings page on Adobe’s website. However, disabling or refusing flash cookies may impact the functionality of certain parts of our Website.

• Beacons

Our Website and email communications may contain electronic files known as beacons, facilitating various website-related statistics and tracking user engagement with our content and offerings. While beacons assist in tracking user responses and interests, you have the option to disable these technologies using device tools.

3. Cookies and Beacons: To enhance the functionality of our Website and improve user experience, we may utilize cookies, beacons, and similar technologies. These tools allow us to better understand your interactions with our Website and may be employed by our service providers as well. While we do not control third-party collection practices, you can manage your browser settings to limit these collections.

4. User Controls: We offer you certain choices regarding the information we collect:

• Email Communications: You can opt out of marketing emails at any time by following the instructions provided in our emails. However, certain emails necessary for the operation of our Website will still be sent to you.

• Cookies/Beacons: You can adjust your browser settings to manage the information collected by cookies or beacons. However, this may impact the functionality of our Website and the relevance of offers presented to you.

• Network Advertising Initiative: You can opt out of certain network advertising programs through the Network Advertising Initiative (NAI) Opt-Out Page. Note that you may still see advertisements while browsing online.

• Do Not Track: Our Website does not currently recognize or respond to Do Not Track signals, and we cannot control how third-party websites respond to these signals.

• Updating or Deleting Information: You can update your information at any time by contacting us through our support page.

Screen Sharing and Video Submissions

At PrepShipHub, we value transparent communication with our clients, which sometimes involves screen sharing and video submissions for inquiries, issue demonstrations, or feedback purposes. When clients choose to engage in screen sharing sessions or submit videos to us, we prioritize the privacy and security of their data.

1. Purpose of Screen Sharing and Video Submissions

• Client Assistance: Clients may opt to screen share with us to seek assistance, demonstrate an issue, or provide feedback on our services or products.

• Issue Demonstration: Screen sharing sessions enable clients to visually showcase problems they encounter, aiding us in understanding and resolving their concerns effectively.

• Feedback and Suggestions: Clients may submit videos to provide feedback, suggestions, or recommendations for improvements, enhancing our services and offerings.

2. Data Recording and Permissions:

• Recording Sessions: In some cases, we may record screen sharing sessions to ensure accurate documentation of client inquiries or issue demonstrations. These recordings are solely used for internal purposes, such as training, quality assurance, or resolving client queries effectively.

• Client Consent: Prior to initiating any screen sharing session or video submission, we obtain explicit consent from the client. By participating in these activities, clients acknowledge and authorize the recording of such sessions, ensuring transparency and compliance with privacy regulations.

3. Data Handling and Security Measures:

• Confidentiality: We treat all screen sharing sessions and video submissions with the utmost confidentiality and respect for client privacy. Any data shared during these interactions is handled securely and in accordance with our privacy policy.

• Access Restrictions: Access to recorded sessions or submitted videos is restricted to authorized personnel only, who are bound by strict confidentiality agreements and data protection protocols.

• Data Retention: Recorded sessions and submitted videos are retained for a limited duration necessary to fulfill the purposes outlined above. Afterward, they are securely deleted or anonymized to prevent unauthorized access or misuse.

4. Client Rights and Options:

• Opting Out: Clients have the option to decline participation in screen sharing sessions or video submissions if they are uncomfortable with recording or sharing their data.

• Data Access and Deletion: Clients can request access to their recorded sessions or submitted videos and may also request deletion of their data from our records upon completion of the interaction.

• By engaging in screen sharing sessions or submitting videos to [Your Company Name], clients acknowledge and accept the terms outlined in this privacy policy section, ensuring transparency, consent, and respect for their privacy rights.

California Specific Privacy Rights

Sources and Categories of collected personal information

(you can find all sources and categories of collected personal information above)

Business or commercial purpose for collecting information

(you can find all purposes of processing personal information above)

Categories of third parties with whom the business shares personal information

(you can find all categories of recipients of personal information listed above)

In addition to the rights as explained, under California’s “Shine the Light” law, California residents who provide personal information to obtain products or services are entitled to request and obtain from us, once per calendar year, information about the personal information we shared, if any, with other businesses for marketing uses. If applicable, this information would include the categories of personal information and the names and addresses of those businesses with which we shared such personal information for the immediate prior calendar year (e.g., requests made in the current year will receive information about the prior year).

To obtain the information about data we hold about you or to effect the opt out, please write to us at the below email address.

Do Not Track

Do Not Track is a privacy preference you can set in most browsers. We support Do Not Track because we believe that you should have genuine control over how your info gets used and our site responds to Do Not Track requests.

Do Not Sell My Personal Information

We do not sell information that directly identifies you, like your name, address, banking information, or phone records.

Secure data transmission

The transmission of your personal information during an order transaction in the online shop is encrypted using industry standard Secure Socket Layer (“SSL”) technology, (SSL encryption version 3).

Payment Information

Any financial and billing details collected through the Site are exclusively utilized for billing purposes related to the Services. We do not utilize this billing information for marketing or promotional endeavors. Third-party service providers may be engaged to manage billing and payment processes, including credit card processing. In such instances, you recognize that you might need to navigate away from the Site to furnish specific information to these third-party service providers. Any Personal Data disclosed to third-party service providers is governed by their respective privacy policies and terms of use, rather than by this Privacy Policy or the PrepShipHub Terms of Service.

Passwords

You should never disclose your password for accessing our customer portal to any third party and you should change it regularly. If you want to leave your customer account in the online shop, you should press the logout and close your browser to prevent anyone from gaining unauthorized access to it.

Personal Data Statement

Commercial Partners: Individual(s) or companies that have been approved by us as a recipient of organizational Personal Data and from which PrepShipHub has received confirmation of their data protection practices conformance with the requirements of this policy. Commercial Partners include all external providers of services to PrepShipHub and include proposed Commercial Partners. No Personal Data can be transmitted to any vendor in any method unless the vendor has been pre-certified for the receipt of such information.

Personal Data Training: All new hires entering PrepShipHub who may have access to Personal Data are provided with introductory training regarding the provisions of this policy, a copy of this policy and implementing procedures for the department to which they are assigned. Employees in positions with regular ongoing access to Personal Data or those transferred into such positions are provided with training reinforcing this policy and procedures for the maintenance of Personal Data and shall receive annual training regarding the security and protection of Personal Data and company proprietary data

Personal Data Audit(s): PrepShipHub conducts audits of Personal Data maintained by PrepShipHub in conjunction with fiscal year closing activities to ensure that this policy remains strictly enforced and to ascertain the necessity for the continued retention of Personal Data. Where the need no longer exists, Personal Data will be destroyed in accordance with protocols for destruction of such records and logs maintained for the dates of destruction.

Data Breaches/Notification:Databases or data sets that include Personal Data may be breached inadvertently or through wrongful intrusion. Upon becoming aware of a data breach, PrepShipHub will notify all affected individuals whose Personal Data may have been compromised, and the notice will be accompanied by a description of action being taken to reconcile any damage as a result of the data breach. Notices will be provided as expeditiously as possible and in no event be later than the commencement of the payroll period after which the breach was discovered.

Confirmation of Confidentiality: All company employees must maintain the confidentiality of Personal Data as well as company proprietary data to which they may have access and understand that that such Personal Data is to be restricted to only those with a business need to know. Employees with ongoing access to such data will sign acknowledgement reminders annually attesting to their understanding of this company requirement.

Violations of Personal Data Policies and Procedures: PrepShipHub views the protection of Personal Data to be of the utmost importance. Infractions of this policy or its procedures will result in disciplinary actions under PrepShipHub’s discipline policy and may include suspension or termination in the case of severe or repeat violations. Personal Data violations and disciplinary actions are incorporated in PrepShipHub’s Personal Data on boarding and refresher training to reinforce PrepShipHub’s continuing commitment to ensuring that this data is protected by the highest standards.

In addition to the above the following applies to the use of our Platform

In order to use the Platform, you may need to grant PrepShipHub access to information that, directly or indirectly, either alone or in combination with other data, identifies or uniquely relates to an individual employed or otherwise retained by you or your agents or subcontractors or contractors. Additionally, you agree to grant PrepShipHub Support Team access to your PrepShipHub account to identify and resolve the data or system related issues.

You are responsible for compliance with all municipal, provincial, and federal laws or regulations in the area of protection of privacy and personal data including where you provide PrepShipHub with or put at PrepShipHub’s disposal Personal Data.

PrepShipHub Services are provided on the basis that you have obtained any required consents under applicable municipal, provincial, and federal laws or regulations relating to data privacy legislation for collection, use, disclosure and processing to PrepShipHub of Personal Data.

If you give PrepShipHub access to any Personal Data, PrepShipHub shall be allowed to process Personal Data to perform the Services, and such processing shall adhere to the data privacy legislation applicable to the Services in the jurisdiction where the processing occurs.

You warrant that the transfer of Personal Data to PrepShipHub complies with all applicable laws and regulations on protection of Personal Data. If the processing of Personal Data by PrepShipHub is conducted in accordance with your instructions as agreed with PrepShipHub, you shall indemnify, defend and hold PrepShipHub harmless from and against any and all claims, liabilities, losses and reasonable expenses incurred by or asserted against PrepShipHub in connection with any third-party claim related to the processing of the Personal Data. You understand and accept that you bear the sole and full responsibility for the backup and redundancy of any Personal Data.

The PrepShipHub Platform processes personal data. Depending on the section of processing, this data is processed in the Platform. You and PrepShipHub determine the sections in which personal data are processed under joint controllership (Article 26 GDPR).

For the other sections of processing, where the parties do not jointly determine the purposes and means of data processing, each contracting party is a controller pursuant to Article 4 No. 7 GDPR. As far as the contracting parties are joint controllers pursuant to Article 26 GDPR, it is agreed as follows:

Each party shall ensure compliance with the legal provisions of the GDPR, particularly in regards to the lawfulness of data processing under joint controllership. The parties shall take all necessary technical and organisational measures to ensure that the rights of data subjects, in particular those pursuant to Articles 12 to 22 GDPR, are guaranteed at all times within the statutory time limits.

The Parties shall store personal data in a structured, commonly used, and machine-readable format.

You and PrepShipHubshall ensure that only personal data which are strictly necessary for the legitimate conduct of the process are collected and for which the purposes and means of processing are specified by Union or national law”. Moreover, both contracting parties agree to observe the principle of data minimisation within the meaning of Article 5 (1) lit. c) GDPR.

You and PrepShipHub commit themselves to provide the data subject with any information referred to in Articles 13 and 14 of the GDPR in a concise, transparent, intelligible, and easily accessible form, using clear and plain language. The information shall be provided free of charge. You and PrepShipHub agree that PrepShipHub provides the Platform and you provide the information on the processing of personal data in the operating range of your Business.

You and PrepShipHub shall inform each other immediately if they notice errors or infringements regarding data protection provisions during the examination of the processing activities.

You and PrepShipHub undertake to communicate the essential content of the joint controllership agreement to the data subjects (Article 26 (2) GDPR).

Within their operating range, the parties shall ensure that all employees authorised to process the personal data have committed themselves to confidentiality or are under an appropriate statutory obligation of confidentiality in accordance with Articles 28 (3), 29, and 32 GDPR for the duration of their employment, as well as after termination of their employment. The parties shall also ensure that they observe the data secrecy provisions prior to taking up their duties and are familiarised with the data protection legislation and rules relevant to them.

The parties shall independently ensure that they are able to comply with all existing storage obligations with regard to the data. For this purpose, they must implement appropriate technical and organisational measures (Article 32 et seq. GDPR). This applies particularly in the case of termination of the cooperation/agreement.

The implementation, default-setting, and operation of the systems shall be carried out in compliance with the requirements of the GDPR and other regulations. In particular, compliance with the principles of data protection by design and data protection by default will be achieved through the implementation of appropriate technological and organisational measures corresponding to the state of the art.

Changes

This Data Protection Policy and our commitment to protecting the privacy of your personal data can result in changes to this Data Protection Policy. Please regularly review this Data Protection Policy to keep up to date with any changes.

Queries and Complaints

Any comments or queries on this policy should be directed to us using the following contact details.

PrepShipHub

110 Brittany Way Bear, DE 19701 USA

+1 (302) 300-7466

info@prepshiphub.com

If you believe that we have not complied with this policy or acted otherwise than in accordance with data protection law, then you should notify us.