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Privacy information

 

The information we have provided below tells you how your personal data is handled whenever you use our website. Personal data as defined by Art. 4 No. 1 of the EU General Data Protection Regulation (GDPR) is any information that can be personally related to you as the data subject, e.g. name, address, e-mail addresses, user behaviour.

1. The name and contact details of the responsible body and of the company’s data protection officer

coeo Inkasso GmbH, Kieler Straße 16, 41540 Dormagen, Tel.: 02133 2463-0

You can contact the responsible data protection officer at the address above - Data Protection Department - or at datenschutz@coeo-inkasso.de.

2. Collection and storage of personal data and purpose of use

a) When visiting the websites

Whenever you visit our websites, the browser used on your terminal device automatically sends information to the server used for our websites. This information is temporarily stored in what is known as a log file. The following information will be collected without your intervention and stored until it is deleted automatically:

  • IP address of the computer making the request,
  • Date and time of access
  • name and URL of the retrieved file,
  • website from which access is made (referrer URL),
  • browser used and, if applicable, your computer’s operating system.

The data mentioned will be processed by us for the following purposes:

  • To ensure a smooth connection to the website,
  • to ensure that our website is easy to use,
  • to evaluate our system security and stability as well as
  • for other administrative purposes.

The legal basis for data processing is Art. 6 para. 1 clause 1 lit. f GDPR. Our justified interest follows from the purposes listed above for the collection of data. Under no circumstances do we use the collected data for the purpose of drawing conclusions about your person.

In addition, we use cookies and analysis services whenever you visit our website. You will find more detailed information on this under point 8 et seq. of this privacy statement.

b) When using our contact form

If you have any questions, you have the option to contact us using a form provided on our websites. So that we know who sent the request and are then able to answer it, we require a valid e-mail address and/or telephone number.

Data processing for the purpose of contacting us is carried out in accordance with Art. 6 para. 1 clause 1 lit. a GDPR on the basis of your voluntary consent.

c) For login via one of our service portals

If you would like to use our service portals (for debtors as well as for clients) in a personalised way, you will need to log in, which you can do, for example, by scanning the QR code contained in one of our letters or using a link. With the login we collect usage data for the purpose of adapting the presentation of the content for you and to provide you with a user-friendly, appropriate and secure repayment option for the outstanding claim. The usage-related data will not be transmitted to our client or other third parties. You have the option to take a look at your data on the respective portal and to contact us. The following information is stored:

  • Login data, contact data, debtor data
  • your request
  • documents you submit that contain personal data
  • further information, such as the setting of new receivables
  • further voluntary information

Information on use: operating system, settings of your end device (e.g. screen resolution), browser type and version, language settings. A legitimate interest in the processing of data arises from the optimisation of communication channels and the resulting effective and user-friendly payment processing, Art. 6 para. 1 lit. f GDPR.

In addition, we use cookies and analysis services whenever you visit our website. You will find more detailed information on this under point 8 et seq. of this privacy statement.

d) For payment by credit card

When you pay by credit card, you agree that the data you enter may be transferred to the credit company (Visa, Master Card, American Express) via the service provider.

The transfer of your data takes place on the basis of Art. 6 Para. 1 lit. a GDPR (consent) and Art. 6 Para. 1 lit. b GDPR (processing for the fulfilment of a contract). The collection and processing are carried out on the basis of your contractual obligation to pay the fee you owe for the service provided by the client, whereby the method of payment can be freely chosen by you. You have the option to withdraw your consent to data processing at any time. Any withdrawal of consent has no effect on data processing operations in the past.

We store your data for this purpose as long as you or the client can assert claims against us, e.g. due to improper payment processing, for the duration of the regular limitation period of three years. This period shall begin at the end of the year in which the payment has been settled or in which settlement has ceased. The legal basis for this is our legitimate interest in defence against legal claims, Art. 6 Para. 1 lit. f GDPR. We then check whether we still need your data or whether there are any commercial or fiscal obligations to retain it.

3. Recipients of personal data:

  • internal departments of coeo Inkasso GmbH
  • creditor
  • companies that handle orders as defined by Art. 28 GDPR, in particular the providers of analysis tools used, such as Google Analytics.

4. Duration of storage

Personal data will be processed until the purposes mentioned above have been achieved in full. When the purpose has been fully achieved, the data will be deleted, provided that this does not conflict with legal retention obligations. The person responsible also has a policy in place, which ensures that the obligations to delete data are reviewed regularly. Visitor data is deleted within a maximum period of six months after visiting our websites.

5. Rights of the data subject

If the legal requirements have been met, you are entitled to the following rights according to Art. 15 to 22 GDPR: right to information, correction, deletion, restriction of processing, data transferability.

6. Right of objection

If your personal data is processed on the basis of legitimate interests pursuant to Art. 6 para. 1 clause 1 lit. f GDPR, you have the right to object to the processing of your personal data pursuant to Art. 21 GDPR if there are reasons for doing so which arise from your particular situation. These reasons will be set out when exercising the right of objection.

7. Right of appeal to the supervisory authority

Pursuant to Art. 77 GDPR, you have the right to complain to the supervisory authority if you are of the opinion that the processing of your personal data is not lawful. The address of the supervisory authority responsible for our company is: state Commissioner for Data Protection North-Westphalia, Kavalleriestraße 2-4, 40213 Düsseldorf.

8. Cookies

We use cookies on our site. These are small files that are automatically created by your browser and stored on your device (laptop, tablet, smartphone, etc.) whenever you visit our site. Cookies do not cause any damage to your terminal device, do not contain viruses, Trojans or other malware.

Information is stored in the cookie, which is generated in each case in connection with the terminal device being used in your specific case. This does not mean, however, that we will gain immediate knowledge of your identity. The use of cookies serves on the one hand to make the use of our website more pleasant for you. For example, we use what are known as session cookies to recognize that you have already visited individual pages on our website. These will be deleted automatically after you leave our site.

In addition, cookies are used to record statistics relating to the use of our website and to evaluate it for the purpose of optimising our website for you (see point 9). These cookies are automatically deleted after a defined period of time.

The data processed by cookies is necessary for the purposes mentioned to safeguard our legitimate interests and those of third parties pursuant to Art. 6 Para. 1 clause 1 lit. f GDPR.

Most browsers automatically accept cookies. However, you can configure your browser so that no cookies are stored on your computer or a message always appears before a new cookie is created. However, if you disable cookies completely, you may not be able to use all the features of our website.

9. Google Analytics analysis tool

We use Google Analytics, a web analysis service provided by Google Inc., for the purpose of tailoring our pages to meet your needs and continuously optimising them. (https://www.google.de/intl/de/about/) (1600 Amphitheatre Parkway, Mountain View, CA 94043, USA; hereinafter "Google").

In this context, anonymous user profiles are created - to protect the personal data of users - and cookies (see Section 8) are used. The information generated by the cookie about your use of this site such as

  • browser type/version,
  • operating system used,
  • referrer URL (the previously visited page),
  • host name of the accessing computer (IP address),
  • time of the server request,

is transferred to a Google server in the USA and stored there.

The information is used to evaluate the use of the website, to compile reports on website activities and to provide other services related to website and Internet use for market research purposes and to design these Internet pages in line with requirements. This information may also be transferred to third parties if this is required by law or if third parties are processing this data as part of the order. Under no circumstances will your IP address be merged with other Google data. The IP addresses are made anonymous so that no assignment is possible (IP masking).

You may refuse the use of cookies by selecting the appropriate settings on your browser, however please note that if you do this you may not be able to use the full functionality of this website. You can also prevent the collection of data generated by the cookie and relating to your use of the website (including your IP address) and the processing of this data by Google by downloading and installing a browser add-on (https://tools.google.com/dlpage/gaoptout?hl=de). As an alternative to the browser add-on, especially for browsers on mobile devices, you can also prevent Google Analytics from capturing data by clicking this link. An opt-out cookie is set to prevent your data from being collected in the future when you visit this website. The opt-out cookie applies only in this browser and only to our website and is placed on your device.

If you delete the cookies in this browser, you must set the opt-out cookie again.

Further information on data protection in connection with Google Analytics can be found in the Google Analytics help (https://support.google.com/analytics/answer/6004245?hl=de).

10. Web analysis by Matomo (formerly Piwik)

For every operator of a website it is important to know how visitors use their website. This is why we use the Open Source web analysis service Matomo (formerly Piwik). As part of this, the data is first made anonymous when it is collected and evaluated in aggregated form. Matomo runs on our servers; the data will not be disclosed to third parties. Your Internet browser automatically transmits data to our server as soon as you access our web pages. The date and time of access, URL (address) of the referring website, retrieved file, amount of data sent, http response code, browser type and version, possible browser extensions, operating system and your IP address (in abbreviated and anonymous form) are transmitted. As a website operator, we have a legitimate interest pursuant to Art. 6 Para. 1 lit. f GDPR in the analysis of user behaviour for the purpose of optimising our website. The information generated by the cookie is not used to personally identify the visitor to this website and is not merged with other data about the visitor. Whenever you register on our service portal (more detailed information also under 2 c) of these data protection references), we evaluate the usage data transmitted to us by the cookie - without forwarding to third parties – and this is used together with additional data related to your request, so that we cn provide you the best possible service and suitable payment options. Matomo supports the "Do Not Track" method of current web browsers. If you want to prevent the analysis of your web behaviour in general, we recommend that you activate this option in your browser. Alternatively you can use the following button to stop the Matomo web analysis on our website: For more information about Matomo Software's privacy settings, please visit the following link: https://matomo.org/docs/privacy/7.

You have the option to stop your actions being analysed and linked here. This will protect your privacy, but will also prevent the owner from learning from your actions and improving usability for you and other users.

Your visit to this website is currently being recorded by Matomo Web Analytics. Deselect this checkbox to opt out.


11. Live chat

In our service portal, we provide you with the option to use live chat to make direct contact with our employees. When the chat is initialised, the date, time and duration of the access as well as the IP address and the content of the communication are transmitted and assigned to the respective claim file maintained by us.

The legal basis for this data processing is article 6 paragraph 1 lit. f GDPR, whereby our legitimate interest is based on the treatment of your request, the analysis of the continuous quality improvement and the tracking of cases of abuse.

The chat log is stored in the claim file so that it can be accessed in the event of any queries. After payment of the outstanding claim or termination of the collection procedure, we will check after three years whether we still need your data or whether legal storage obligations prevent deletion.

We reserve the right to evaluate anonymous data records for statistical purposes.

12. Data security

We use the most common SSL (Secure Socket Layer) method in connection with the highest level of encryption supported by your browser. As a rule, this is a 256-bit encryption. You will not be able to access our website if your browser does not support 256-bit encryption. You can tell whether an individual page of our website is transmitted in encrypted form by the closed representation of the key or lock symbol in the lower status bar of your browser.

We also use appropriate technical and organisational security measures to protect your data against accidental or intentional manipulation, partial or complete loss, destruction or against unauthorised access by third parties. Our security measures are continuously improved in line with technological developments.

13. Version of and amendments to this privacy statement

This privacy statement is currently valid as of July 2019. Due to the ongoing development of our website and offers on it or due to changed legal or official requirements, it may be necessary to amend this data protection declaration. You can call up and print out the current data protection declaration at any time from our website at https://www.coeo-inkasso.de/en/data-protection.