Privacy policy
Privacy Policy – Hospital Purchasing Group Int. (HPG)
Effective date: 1.10.2010
Last updated: 1.11.2025
- General Information
This Privacy Policy describes how Hospital Purchasing Group Int. (HPG) (“we,” “us,” or “our”) collects, processes, and protects personal data of visitors and clients through our website and related online services.
Data Controller:
Hospital Purchasing Group Int. (HPG)
Köpenicker Str. 40B, 10179 Berlin, Germany
E-mail: cs@hpgmedical.com
- Types of Data We Collect
We may collect and process the following categories of personal data:
• Identification data (e.g. first name, last name, company name)
• Contact details (e.g. e-mail address, telephone number)
• Technical data (e.g. IP address, browser type, operating system, device type)
• Website usage data (e.g. pages visited, time spent, interactions)
• Communication data (e.g. messages sent via contact forms or e-mail)
All personal data are provided voluntarily unless otherwise stated. However, failure to provide data may make it impossible to provide services or respond to inquiries.
- Purpose and Legal Basis for Processing
We process your personal data for the following purposes:
• responding to inquiries or requests for quotation,
• preparing and performing contracts,
• presenting offers, products, and services,
• maintaining customer relationships and service quality,
• fulfilling legal obligations (e.g. accounting, invoicing),
• conducting marketing, analytics, and improving website usability.
Legal bases:
• Your consent (Article 6 (1)(a) GDPR),
• Contract performance or pre-contractual steps (Article 6 (1)(b) GDPR),
• Legal obligations (Article 6 (1)(c) GDPR),
• Legitimate interests of HPG (Article 6 (1)(f) GDPR) such as IT security, analytics, and business communication.
You may withdraw consent at any time. Withdrawal does not affect the legality of processing prior to withdrawal.
- Automated Decision-Making and Profiling
We do not make decisions based solely on automated processing.
However, we may use limited profiling for marketing purposes (e.g. to display relevant content or advertisements). You can object to profiling at any time.
- Data Recipients and International Transfers
Your data may be shared with:
• HPG employees and authorized partners involved in handling your inquiry,
• IT, hosting, and analytics providers (e.g. Google LLC, Meta Platforms, Inc.),
• External contractors providing marketing or support services,
• Public authorities if required by law.
If your data are transferred outside the European Economic Area (EEA), such transfer will occur only where appropriate safeguards exist, including Standard Contractual Clauses (SCCs) approved by the European Commission.
- Data Retention Periods
We retain your personal data only as long as necessary to achieve the purpose for which they were collected, or as required by law:
• inquiries and contact forms – up to 12 months from the last communication,
• contractual documentation – up to 5 years after contract termination (or longer if required by tax/accounting law),
• marketing data – up to 3 years from the last contact or until consent withdrawal,
• cookies and analytics data – according to the cookie’s lifespan or browser settings.
After expiry of the retention period, data will be securely deleted or anonymized.
- Your Rights under GDPR
You have the right to:
• access your personal data,
• rectify inaccurate or incomplete data,
• erase data (“right to be forgotten”),
• restrict processing,
• object to processing based on legitimate interest or for marketing purposes,
• data portability – receive your data in a structured, machine-readable format,
• withdraw consent at any time,
• lodge a complaint with the President of the Personal Data Protection Office (UODO) – ul. Stawki 2, 00-193 Warsaw, Poland.
You can exercise your rights by contacting us at [contact e-mail].
- Cookies and Similar Technologies
Our website uses cookies and similar technologies. Cookies are small text files stored on your device that help ensure proper website operation and improve your experience.
We use:
• Essential cookies – necessary for basic website functions,
• Analytical cookies – to analyze website traffic (Google Analytics),
• Marketing cookies – to deliver relevant ads (e.g. Google Ads, Meta Ads).
Cookies may be session-based (deleted when you close your browser) or persistent (stored for a defined period).
You can manage cookie preferences through your browser settings or via the cookie banner displayed when you visit the site.
Blocking some cookies may limit website functionality.
- Data Security Measures
HPG applies appropriate technical and organizational measures to ensure data confidentiality and integrity, including:
• SSL/TLS encryption for all transmitted data,
• regular password changes and limited administrative access,
• frequent system updates and security audits,
• regular encrypted data backups,
• staff training on data protection.
We take data security seriously and continuously improve our practices in line with GDPR 2025 guidelines.
- Changes to this Privacy Policy
HPG may update this Privacy Policy from time to time to reflect legal or technical changes.
The updated version will always be available on our website with the date of the last revision clearly indicated.