Legal Notice & Privacy Policy

2. General Information

INCAP Europe GmbH is committed to protecting personal data, respecting business confidentiality, and maintaining transparency regarding the collection, processing, and storage of information.

This Privacy Policy explains how personal data is processed when visitors access our website, submit inquiries, communicate with our company, or engage in business relationships with INCAP Europe GmbH.

We process personal data in accordance with applicable data protection laws, particularly the European Union General Data Protection Regulation (GDPR) and the German Federal Data Protection Act (BDSG).

3. Data Controller

The controller responsible for processing personal data through this website is:

INCAP Europe GmbH
Am Weidenbach 3
82362 Weilheim in Oberbayern
Germany

Email: klemens.huber@incap.sale

For questions concerning data protection, the processing of personal information, or requests regarding your personal data, please contact us using the email address above.

Data Protection Officer:
Klemens H uber

4. Collection and Processing of Personal Data

We collect and process personal data only where necessary for legitimate business purposes, compliance with legal obligations, or other purposes permitted by applicable data protection legislation.

Personal data may include:

• Full name
• Company name
• Business email address
• Telephone number
• Company website
• Country or business location
• Business correspondence
• Product inquiries and project requirements
• Technical and commercial project information
• Information voluntarily provided through our website or subsequent communications

Personal data is processed only for specified, legitimate purposes and is not sold to third parties.

5. Contact Forms and Business Inquiries

When submitting an inquiry through our website, visitors may be requested to provide the following information:

• Full name
• Company name
• Email address
• Contact number
• Company website
• Country
• Preferred INCAP closure size and configuration
• INCAP content type
• Formulation development status
• Intended product application
• Product ingredients or dosing requirements
• Additional project information and messages

Purpose of Processing

Information submitted through our contact form is used to:

• Respond to inquiries and requests for information
• Evaluate the technical feasibility of proposed applications
• Assess compatibility with INCAP dispensing closure technology
• Prepare quotations and commercial proposals
• Coordinate product samples and technical evaluations
• Organize engineering discussions and project development
• Maintain communication regarding potential or ongoing business relationships

Legal Basis

Depending on the nature of the inquiry, processing is based on:

Article 6(1)(b) GDPR: Processing necessary for pre-contractual measures requested by the individual or for the performance of a contract.

Article 6(1)(f) GDPR: Our legitimate interest in responding to business inquiries, evaluating commercial opportunities, and maintaining professional business relationships.

Where processing requires consent, Article 6(1)(a) GDPR applies.

Voluntary Information

Information submitted voluntarily in the message field is processed for the purpose of understanding and evaluating the inquiry.

Visitors are encouraged not to submit highly sensitive personal information or confidential proprietary formulations unless necessary for the intended evaluation.

6. Confidentiality of Business and Project Information

INCAP Europe GmbH recognizes that customers and prospective business partners may disclose commercially sensitive information during product development and technical evaluation.

Such information may include:

• Product concepts and business ideas
• Ingredient compositions and formulations
• Technical specifications
• Product development plans
• Manufacturing requirements
• Commercial forecasts
• Pricing and sourcing information
• Proprietary business documentation

We treat this information as confidential business information and take appropriate organizational and technical measures to protect it against unauthorized access, disclosure, alteration, or loss.

Information is accessible only to authorized personnel and, where necessary, approved technical partners or service providers involved in evaluating or executing the project.

We do not sell confidential project information or disclose it to third parties for their independent marketing purposes.

Where the exchange of particularly sensitive technical or commercial information is required, INCAP Europe GmbH may enter into a separate Non-Disclosure Agreement (NDA).

Submission of information through the website does not itself establish a formal NDA or contractual confidentiality agreement.

7. Customer Relationship Management (CRM)

INCAP Europe GmbH uses Pipedrive, a customer relationship management platform, to organize and manage inquiries, prospective customers, business contacts, and ongoing customer relationships.

Information submitted through our website or exchanged during subsequent communications may be recorded and stored in our CRM system.

This may include:

• Personal and business contact details
• Company information
• Inquiry and project descriptions
• Product requirements and technical specifications
• Email correspondence and communication history
• Meeting notes and project evaluations
• Quotations and commercial proposals
• Project status and follow-up activities

Purpose

CRM processing supports:

• Efficient communication with customers and prospective business partners
• Technical and commercial project evaluation
• Sales and opportunity management
• Preparation and follow-up of quotations
• Administration of ongoing business relationships
• Internal coordination and project documentation

Legal Basis

Processing is based on Article 6(1)(b) GDPR where necessary for contractual or pre-contractual purposes, or Article 6(1)(f) GDPR based on our legitimate interest in effective customer relationship management.

CRM Service Provider

Pipedrive acts as a service provider for CRM-related data processing.

The applicable Pipedrive contracting entity, processing locations, subprocessors, and any international data transfers are governed by the relevant contractual and data protection arrangements.

Personal information stored in our CRM is subject to appropriate access restrictions and internal data protection procedures.

8. Website Hosting and Server Log Files

When visitors access our website, certain technical information may be processed automatically to ensure the secure and reliable operation of the website.

Depending on the technical configuration, this may include:

• IP address
• Date and time of access
• Requested pages and files
• Browser type and version
• Operating system
• Referring website
• Technical connection information

Such information is processed for website delivery, system security, troubleshooting, and protection against unauthorized access.

The legal basis is Article 6(1)(f) GDPR, reflecting our legitimate interest in maintaining a secure and functional website.

9. Cookies and Similar Technologies

Our website may use cookies or similar technologies to support website functionality, improve user experience, and analyze website performance.

Cookies are small data files stored on a visitor’s device.

Cookies and comparable technologies may be classified as:

Essential Technologies

Technologies necessary for the technical operation, security, and functionality of the website.

Analytics Technologies

Technologies used to understand website traffic, visitor interactions, and website performance.

Marketing Technologies

Technologies that may be used to measure advertising performance or support marketing activities.

Where legally required, non-essential cookies and similar technologies are used only after obtaining the visitor’s consent.

Visitors may withdraw or modify their consent through the available cookie settings.

10. Google Analytics

Our website uses Google Analytics 4, a web analytics service provided by Google.

Google Analytics helps us understand how visitors interact with our website and supports improvements to website functionality, content, and user experience.

Depending on the configuration, Google Analytics may process information concerning:

• Pages visited
• Duration of visits
• User interactions
• Approximate geographic location
• Device and browser information
• Technical identifiers and usage data

Where required by applicable law, Google Analytics is activated only after the visitor has provided consent.

The legal basis for processing based on consent is Article 6(1)(a) GDPR.

Consent may be withdrawn at any time through the available cookie settings.

Data processing may involve Google entities and international data transfers. Where applicable, such transfers are subject to appropriate legal safeguards.

Further information is available in Google’s Privacy Policy.

11. Email Communication

When individuals contact INCAP Europe GmbH by email, we process the information contained in the correspondence.

This may include:

• Sender and recipient information
• Email addresses
• Message content
• Attachments
• Dates and times of communication
• Related technical or commercial information

The information is processed for communication, inquiry management, project coordination, contractual purposes, and business documentation.

Depending on the circumstances, the legal basis is Article 6(1)(b) or Article 6(1)(f) GDPR.

Emails may be stored in our business email systems and, where relevant, associated with customer or project records in our CRM.

We apply appropriate security measures to protect business correspondence.

12. Disclosure of Information to Third Parties

We do not sell personal information to third parties.

Personal information may be disclosed where necessary to:

• Authorized employees and representatives
• Contracted IT and hosting providers
• CRM and communication service providers
• Technical development and engineering partners
• Manufacturing and fulfillment partners
• Logistics and transportation providers
• Professional advisers
• Public authorities where legally required

Any disclosure is limited to what is necessary for the relevant purpose and must comply with applicable data protection requirements.

Where service providers process personal data on our behalf, appropriate contractual data protection arrangements are implemented where legally required.

13. International Data Transfers

INCAP Europe GmbH operates internationally and may cooperate with business partners and service providers located outside Germany or the European Economic Area.

Where personal data is transferred to countries outside the European Economic Area, we ensure that an appropriate legal basis and the required safeguards are in place.

Depending on the destination and circumstances, safeguards may include:

• Adequacy decisions issued by the European Commission
• Standard Contractual Clauses approved by the European Commission
• Other legally recognized transfer mechanisms

Where applicable, additional protective measures are implemented.

Information about relevant international transfers and applicable safeguards may be requested using the contact details provided in this Privacy Policy.

14. Data Retention

We retain personal data only for as long as necessary to fulfill the purposes for which it was collected or to comply with applicable legal obligations.

Retention periods depend on the type of information and the nature of the business relationship.

These may include:

Business Inquiries

Information is retained for the duration of inquiry processing and any subsequent legitimate business follow-up.

Customer and Project Records

Information may be retained throughout the business relationship and for any additional period required by applicable contractual, commercial, or legal obligations.

Accounting and Transaction Records

Documents subject to statutory retention requirements are stored for the applicable legally prescribed periods.

Inactive Prospective Customers

Information relating to inactive leads is periodically reviewed and deleted or anonymized when continued retention is no longer necessary or legally justified.

Technical Project Documentation

Technical documentation is retained for as long as necessary for legitimate project, contractual, quality assurance, or legal purposes.

15. Data Security

INCAP Europe GmbH implements appropriate technical and organizational measures to protect personal and business information.

These measures are designed to prevent unauthorized access, accidental loss, alteration, destruction, or unauthorized disclosure.

Depending on the system and processing activity, measures may include:

• Access controls
• Restricted user permissions
• Secure communication protocols
• Authentication mechanisms
• Data backup procedures
• Contractual confidentiality obligations
• Internal data protection procedures

Security measures are reviewed and adjusted where necessary to reflect technical developments and relevant risks.

16. Rights of Data Subjects

Under the GDPR, individuals have the following rights, subject to the applicable legal requirements:

Right of Access – Article 15 GDPR

You may request information about the personal data we process concerning you.

Right to Rectification – Article 16 GDPR

You may request the correction of inaccurate or incomplete personal data.

Right to Erasure – Article 17 GDPR

You may request deletion of your personal data where the applicable legal conditions are met.

Right to Restriction of Processing – Article 18 GDPR

You may request that processing of your personal data be restricted under certain circumstances.

Right to Data Portability – Article 20 GDPR

Where applicable, you may request to receive personal data in a structured, commonly used, machine-readable format.

Right to Object – Article 21 GDPR

You may object to processing based on legitimate interests for reasons relating to your particular situation.

Where personal data is processed for direct marketing, you have the right to object to such processing at any time.

Right to Withdraw Consent – Article 7(3) GDPR

Where processing is based on consent, you may withdraw that consent at any time.

Withdrawal does not affect the lawfulness of processing carried out before the withdrawal.

Right to Lodge a Complaint – Article 77 GDPR

You have the right to lodge a complaint with a competent data protection supervisory authority if you believe that your personal data has been processed unlawfully.

For requests relating to your personal data, please contact:

INCAP Europe GmbH
Email: klemens.huber@incap.sale

17. Automated Decision-Making

INCAP Europe GmbH does not use personal data submitted through its website for automated decision-making, including profiling, that produces legal effects or similarly significant effects within the meaning of Article 22 GDPR.

18. Social Media and External Links

Our website may contain links to external websites and social media platforms.

When visitors follow an external link, they leave the INCAP Europe GmbH website and become subject to the privacy policies and data processing practices of the respective third-party providers.

We are not responsible for the content or privacy practices of independently operated third-party websites.

Where social media plugins or embedded content process personal data directly through our website, the relevant processing activities and legal bases must be disclosed separately

19. Copyright and Intellectual Property

Unless otherwise indicated, the content of this website, including texts, illustrations, graphics, photographs, technical descriptions, product documentation, and other materials, is protected by applicable copyright and intellectual property laws.

Unauthorized reproduction, distribution, modification, or commercial use is prohibited unless permitted by law or expressly authorized in writing by the respective rights holder.

All trademarks, product names, and company names remain the property of their respective owners.

20. Website Content and Liability

INCAP Europe GmbH makes reasonable efforts to ensure that the information published on this website is accurate, complete, and up to date.

However, product specifications, technical information, illustrations, and other content may be subject to changes or further technical validation.

Information published on this website does not constitute a binding technical guarantee, product specification, or contractual commitment unless expressly confirmed in writing.

Any limitation of liability applies only to the extent permitted by applicable law.

Mandatory statutory liability remains unaffected.

21. External Websites

Our website may contain links to websites operated by independent third parties.

INCAP Europe GmbH has no control over the content or operation of these external websites.

The respective operators are responsible for their own content and data protection practices.

If we become aware of unlawful content on a linked website, we will review the relevant link and take appropriate action.

22. Website Development and Technical Support

Website development and technical services: