| Common Processing Activity | Agreed purposes | Legal basis | Personal Data | Retention period |
| CS Investigation & claim management | • Customer service back-office communication tool between customer services of BUs for cross-border parcels • Measurement of BU's performance • Monitoring the performance of BU’s customer service employees by managers of BU’s CS | Performance of a contract (for claim management) + Legitimate interest (for the measurement of BU's performance) | Sender or receiver data, when is Consumer only: Name, address (street number, zip code, city, country) e-mail, phone number, parcel number, collection request number, case number, COD amount, POD, free text fields for parcel content for example | 6 months after case closure database and 6 months in archive database (not anonymized) Anonymization of consignee’s personal data for reporting |
| Parcel delivery & unauthenticated consignee interaction | - Shipment and labeling process - Track and trace by Geopost employees - Consultation of the parcel’s status by customers via dedicated applications - Delivery tool management - Order management / collection requests - Parcel’s temperature (containing food) monitoring throughout their life cycle and generate alerts in the event of a break in the cold chain - Calculation of an estimated number of days to deliver parcel based on zip code of both the origin and the destination - Facilitating delivery services with delivery instructions - Track and trace the parcels by the consignees via consignee application - Knowledge improvement and interaction with consignees and prospects - Parcel return management - Collection of the level of satisfaction of the consignees | Performance of a contract + Legitimate interest + Legal obligation | Sender or receiver data, when is Consumer only: First / last name, username, e-mail, address (including home GPS coordinates), phone number, parcel number, date of birth, home GPS coordinates, POD, picture of front door or safe place, COD, contact details, ID numbers, additional information necessary for ID check, free text fields for more detail about the address for example (door code) Depending on BUs, some other personal data can be stored and managed locally. | 6 months in active database + archive database for regulatory purposes (indicated in other processing) Postal address (House number, street name, city, Post code, Country code, Longitude, Latitude) will be kept for 3 years based on the necessity to have reliable data and be able to calculate tactical planning scenarios). |
| Geocheck (Embargo) | - Comparison of personal data against Denied Party Lists (DPLs) published by organizations - Generation of events according to verification results - Decision whether or not to block the parcel - Request of licenses if designated persons are confirmed among the workforce | Legal obligation | Receiver data, when is Consumer only: Name, e-mail, address, phone number, parcel number, result of the comparison/verification These personal data concerns also the employees of DPDgroup. | 30 days in live/production database From 30 days to 2 years on a restricted database (restricted access for LECO only) From 2 years to 10 years in archive (legal requirements, restricted access only for Geocheck administrator) |
| Customs process | - Notification management and payment for duties and taxes - Generation of proofs of payment | Legal obligation | Sender and receiver data, when is Consumer only: Name, e-mail, address (including street and house number, city, country, zip code), phone number, SMS, contact, parcel number, IP address, content of the parcels associated to value of goods | 6 months in active database and 5 years in archive database (unless advised differently by BUs) |
| Reporting KPI | - Leverage data from X months/years for sales/marketing/ops analysis for market assessment - Measurement of the quality of the performance | Legitimate interest | Sender and receiver data, when is Consumer only: Name, e-mail, address, phone number, parcel number | 6 months (anonymization after) Postal address (House number, street name, city, Post code, Country code, Longitude, Latitude) will be kept for 3 years based on the necessity to have reliable data and be able to calculate tactical planning scenarios) |
| Authenticated consignee interaction | - Management of notifications to consignees via e-mail or SMS or social media (Predict, etc.) - Execution of prospecting operations to improve the offers and services of Geopost and its subsidiaries - Collection of the level of satisfaction of the consignees - Consumers profiling according to uses of Geopost services, frequency of delivery, delivery experiences and customer service interactions, etc. (without automated decisions) - Display of advertising, newsletters, personalized campaign - Loyalty program | Performance of a contract + Legitimate interest + Consent | Sender and receiver data, when is Consumer only: Name, e-mail, address, phone number, parcel number Sender and receiver data, when is Consumer only: Name, e-mail, address (street, street number, house number, postcode, city), phone number, parcel number, title (Mr, Ms), company, free text fields, ID numbers and passports, HS code, login, gender, delivery preferences (preferred PUDO location, safeplace, etc.), communication preferences (email, SMS, push, etc) Data may concern also 3rd person and/or neighbor who retrieve the parcel instead of the consignee | 2 years following last connection Postal address (House number, street name, city, Post code, Country code, Longitude, Latitude) will be kept for 3 years based on the necessity to have reliable data and be able to calculate tactical planning scenarios) |
| Export Control | Allow Geopost and its subsidiaries to verify export authorisations and permits for dual-use goods | Legal obligation | - Name, First name - Postal address - Parcel content (HS code and description) - Origin country of the parcel - Destination country of the parcel - Telephone number | 30 days in a live/production database - 30 days to 2 years on a restricted database (restricted access only for LECO - Local Embargo Compliance Officer) - 2 years to 6 years in archives (legal requirements, restricted access only for ECM administrator |
| Professionnal whistleblowing / Safecall | - Receiving and recording whistleblowing alerts - Investigation and monitoring of the alerts - Closure of alerts - Development of activity data (statistics) on anonymous data | Legal obligation Legitimate interest | - Email address - Date and purpose of whistleblowing alert - Phone number - First name, last name - Any other data communicated as part of the alert and/or investigation | Relevant data to process the whistleblowing shall be kept during the processing. If the alert: - is not eligible, data anonymized within 30 days of receipt. - is admissible but not reasoned or does not give rise to disciplinary/legal action, it is anonymised within 2 months of its closure. - gives rise to disciplinary or legal actions, the data are kept until the end of the actions or measures and are anonymized within 2 months, unless legal obligations impose another retention period |
