Privacy notice

1. Controller and contact

Woodsellers GmbH is the controller under the General Data Protection Regulation (GDPR). You can request access, correction, deletion, restriction, object to processing or withdraw consent by emailing info@woodsellers.com.

Further corporate information is available in the linked legal notice. You can send privacy enquiries directly to the contact address above.

2. Website access and technical operation

When you access Woodclips, your browser transmits technically necessary connection data. This may include your IP address, date and time, requested page or file, referrer, browser, operating system, status code and transferred data volume. We process this information to deliver the service, maintain stability, investigate errors and prevent abuse or attacks.

The legal basis is Article 6(1)(f) GDPR. Our legitimate interest is the secure and reliable operation of the application. Technical logs are generally retained for no more than six months unless a security incident or the establishment, exercise or defence of legal claims requires longer purpose-limited retention.

3. Photo and video submissions

When you submit a community project, we process the uploaded photo or video, a required private email address, the required synchronized Woodsellers product you selected, the submission time and the recorded version of your declaration. You may optionally provide a public display name and project description.

We do not publish your email address. We use it to associate the submission, contact you with questions and reliably verify withdrawal or deletion requests. The original remains private. The system creates technically sanitized and bounded image or video derivatives for moderation and possible publication; originals are not served publicly.

We process voluntarily submitted personal data and media based on your consent under Article 6(1)(a) GDPR. Technical validation, abuse prevention and proof of the declaration additionally rely on Article 6(1)(f) GDPR. The project cannot be submitted without the file, email address, product selection and confirmation; name and description remain optional.

4. Moderation and publication

Every submission is private at first and reviewed by authorized Woodsellers administrators. Moderation may confirm the selected product or replace it with a suitable active product, assign priority and approve or reject the submission. Publication is not guaranteed.

If approved, only the reviewed media derivative, optional public name, optional description and confirmed product association may appear in the Woodclips project grid. The private email address, original, internal moderation notes and technical storage information are not published. The published project links to the confirmed Woodsellers product page.

5. Content rights and permission to use

By submitting, you confirm that you hold the necessary rights and may permit Woodsellers to display the content after review on Woodclips and in its own community channels. This permission concerns copyright and usage rights and is separate from data-protection consent.

You may withdraw data-protection consent and permission for future use by email. Processing before withdrawal remains lawful. After a confirmed withdrawal, we remove the project from public surfaces and place it into the deletion process described below, unless legal obligations or overriding legal claims require continued restricted retention.

6. Storage, hosting and recipients

The application stores submission data in PostgreSQL and media in file storage that is either non-public or published through controlled access. Operation and backups take place in the server environment operated for Woodsellers. Hosting provider netcup GmbH processes technical and stored data as a processor acting on Woodsellers' instructions.

Access is limited to authorized administrators and technical service providers where necessary for operation, security, moderation, support or legal obligations. Private upload data is not disclosed for advertising. Restricted local database and media backups are created daily and overwritten or deleted after seven days.

7. Retention, withdrawal and deletion

A pending submission remains private until moderation is completed or we handle a valid deletion request. An approved project remains stored and published until it is withdrawn, hidden, archived or removed following a valid request.

Rejected, hidden and archived community submissions immediately lose public eligibility and receive a 30-day deletion deadline. After expiry, a daily bounded process deletes the database record together with originals, private derivatives and formerly published media. A larger backlog may require several daily runs. Local backup copies then expire within seven days.

You can request deletion by emailing info@woodsellers.com. Please provide the email used for the upload and describe the project so we can identify it safely. Where data is exceptionally required for legal obligations or the establishment, exercise or defence of legal claims, it is restricted to that purpose and deleted afterwards.

8. Internal audience measurement

Optional internal audience measurement starts only after you accept the Analytics category in privacy settings. We record bounded events such as page views, visible sections, media interaction, submission status and clicks on products or external links. These events may include page path, time, device category, viewport width, referrer without query parameters, campaign parameters and technical session identifiers.

Raw IP addresses are not stored in analytics events. If configured, a non-reversible visitor hash may be derived from the IP address, user agent and session using a secret salt. The legal basis is Article 6(1)(a) GDPR. You can withdraw consent through the persistent privacy settings; no new optional events are collected afterwards. Existing event data is kept only while necessary for audience reporting, security and error analysis, then deleted or aggregated without personal references.

Matomo is currently disabled. Any later activation requires separate technical configuration, remains consent-dependent and will be reflected transparently in this notice before use.

9. Woodsellers shop and Instagram

Woodclips does not automatically load Instagram embeds, Meta pixels or remote shop content. Images and videos in the experience are generally served as controlled first-party resources.

A connection to the relevant provider is established only when you deliberately follow a Woodsellers shop or Instagram link. Your browser then transmits the connection data needed to retrieve that page; product links may also include UTM campaign parameters. The provider's privacy notice applies to subsequent processing. Instagram may process data in third countries.

10. Your data-protection rights

Subject to the statutory conditions, you have rights of access, correction, deletion, restriction, data portability and objection. You may withdraw consent at any time for the future. You may also complain to a data protection supervisory authority, particularly in your place of residence, place of work or the place of the alleged infringement.

The State Commissioner for Data Protection and Freedom of Information Mecklenburg-Western Pomerania is generally available for Woodsellers. Official GDPR and EDPB sources are linked below. We update this notice when the application, its service providers or legal requirements materially change.