Privacy Notice

This Privacy Notice sets out how Stephanie Kardos, acting as a trade (in German: "Gewerbe"), with office address at Domitianstrasse 36, 55126 Mainz, Germany, with Tax Registration Number (in German "Steuernummer") 26/117/62028, registered in accordance with the laws of the Federal Republic of Germany (the "Coach") uses and protects your personal data.

1. IMPORTANT INFORMATION AND WHO WE ARE (Section 1)

2. TYPES OF PERSONAL DATA WE COLLECT ABOUT YOU (Section 2)

3. HOW IS YOUR PERSONAL DATA COLLECTED? (Section 3)

4. HOW WE USE YOUR PERSONAL DATA (Section 4)

5. DISCLOSURES OF YOUR PERSONAL DATA (Section 5) 

6. INTERNATIONAL TRANSFERS (Section 6)

7. DATA SECURITY (Section 7)

8. DATA RETENTION (Section 8)

9. YOUR LEGAL RIGHTS (Section 9)

10. CONTACT DETAILS (Section 10)

11. COMPLAINTS (Section 11)

12. CHANGES TO THE PRIVACY NOTICE AND YOUR DUTY TO INFORM US OF CHANGES (Section 12)

13. THIRD PARTY LINKS (Section 13)

1.IMPORTANT INFORMATION AND WHO WE ARE

This Privacy Notice gives you information about how Coach collects and uses your personal data through your use of this website, including any data you may provide when you use one of our services, as further described herein.

This website is not intended for children and we do not knowingly collect data relating to children.

CONTROLLER

Coach is the controller and responsible for your personal data (collectively referred to as "we", "us" or "our" in this Privacy Notice).

2.THE TYPES OF PERSONAL DATA WE COLLECT ABOUT YOU

Personal data means any information about an individual from which that person can be identified.

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

  • Identity Data includes first name, last name.

  • Contact Data includes billing address, delivery address, email address and telephone numbers.

  • Financial Data includes bank account and payment card details.

  • Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.

  • Technical Data includes [internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, device ID and other technology on the devices you use to access this website].

  • Profile Data includes your social media handles, your interests, preferences, feedback and survey responses.

  • Usage Data includes [information about how you interact with and use our website, products and services].

  • Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

We also collect, use and share aggregated data such as statistical or demographic data which is not personal data as it does not directly (or indirectly) reveal your identity. For example, we may aggregate individuals' Usage Data to calculate the percentage of users accessing a specific website feature in order to analyse general trends in how users are interacting with our website to help improve the website and our service offering.

3.HOW IS YOUR PERSONAL DATA COLLECTED?

We use different methods to collect data from and about you including through:

  • Your interactions with us. You may give us your personal data by filling in online forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:

    • apply for our products or services, by booking a call through our Website or otherwise;

    • create an account on our website;

    • subscribe to our service or publications;

    • request marketing to be sent to you;

    • add yourself to our emailing list;

    • download any content or information, free or paid for;

    • enter a competition, promotion or survey; or

    • give us feedback or contact us.

  • Automated technologies or interactions. As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies[, server logs] and other similar technologies. [We may also receive Technical Data about you if you visit other websites employing our cookies.] Please see our Cookie Policy [LINK] for further details.

  • Third parties or publicly available sources. We will receive personal data about you from various third parties [and public sources] as set out below:

    • Social media [such as Instagram, Facebook, LinkedIn, or TikTok, all based outside of the EU]

  • Technical Data is collected from the following parties:

    • analytics providers [such as Google based outside the EU];

    • advertising networks [based [inside OR outside] the EU]; and

    • search information providers [based [inside OR outside] the EU].

  • Contact, Financial and Transaction Data is collected from providers of technical, payment and delivery services [such as Stripe based outside the EU].

  • Identity and Contact Data is collected from data brokers or aggregators [based [inside OR outside] the EU].

  • Identity and Contact Data is collected from publicly available sources [such as Companies House and the Trade Register inside the EU].

4.HOW WE USE YOUR PERSONAL DATA

LEGAL BASIS

The law requires us to have a legal basis for collecting and using your personal data. We rely on one or more of the following legal bases:

  • Performance of a contract with you: Where we need to perform the contract we are about to enter into or have entered into with you.

  • Legitimate interests: We may use your personal data where it is necessary to conduct our business and pursue our legitimate interests, for example to prevent fraud and enable us to give you the best and most secure customer experience. We make sure we consider and balance any potential impact on you and your rights (both positive and negative) before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).

  • Legal obligation: We may use your personal data where it is necessary for compliance with a legal obligation that we are subject to. For example, we may process your personal data to comply with tax laws, employment laws, or data protection regulations such as the General Data Protection Regulation (GDPR) or the California Consumer Privacy Act (CCPA). We will identify the relevant legal obligation when we rely on this legal basis in the table provided in the "Purposes for which we will use your personal data" section.

  • Consent: We rely on consent only where we have obtained your active agreement to use your personal data for a specified purpose, for example if you subscribe to an email newsletter.

CHANGES TO LEGAL BASIS FOR PROCESSING

If we need to change the legal basis on which we process your personal data, we will notify you of this change. Where we need to rely on your consent for processing, we will contact you to obtain this consent. If you do not give your consent to the new processing, we will cease the processing of your data for that purpose, unless there is another lawful basis we can rely on – in which case, we will inform you of this condition

PURPOSES FOR WHICH WE WILL USE YOUR PERSONAL DATA

We have set out below, in list format, a description of all the ways we plan to use the various categories of your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate. This describes the purpose/use, the type of data, the legal basis, and the retention period.

To register you as a new client

(a) Identity

(b) Contact

(a) Performance of a contract with you.

(b) Necessary to comply with a legal obligation – if the ICF requested the information during an audit.

We will retain this data for three years after the end of the year in which the contract expires.

To process and deliver our services including:

(a) Manage payments, fees and charges

(b) Collect and recover money owed to us

(a) Identity

(b) Contact

(c) Financial

(d) Transaction

(e) Marketing and Communications

(a) Performance of a contract with you

(b) Necessary for our legitimate interests (to recover debts due to us)

We will retain this data for three years after the end of the year in which the contract expires.

To manage our relationship with you which will include:

(a) Notifying you about changes to our terms or Privacy Notice

(b) Dealing with your requests, complaints and queries

(a) Identity

(b) Contact

(c) Profile

(d) Marketing and Communications

(a) Performance of a contract with you

(b) Necessary to comply with a legal obligation – transparency obligations under the GDPR, CCPA

(c) Necessary for our legitimate interests (to keep our records updated and manage our relationship with you.

We will retain this data for three years after the end of the year in which we made the final entry.

To enable you to partake in a prize draw, competition or complete a survey:

(a) Identity

(b) Contact

(c) Profile

(d) Usage

(e) Marketing and Communications

(a) Performance of a contract with you

(b) Necessary for our legitimate interests (to study how customers use our products/services, to develop them and grow our business)

We will retain this data for three years after the end of the year in which we made the final entry.

To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data):

(a) Identity

(b) Contact

(c) Technical

(a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise)

(b) Necessary to comply with a legal obligation – Section 76(1) BDSG.

We will retain this data until the end of the year after the year we generated them.

To deliver relevant website content and online advertisements to you and measure or understand the effectiveness of the advertising we serve to you:

(a) Identity

(b) Contact

(c) Profile

(d) Usage

(e) Marketing and Communications

(f) Technical

Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy). We will retain this data until the end of the year after the year we generated them.

To use data analytics to improve our website, products/services, customer relationships and experiences and to measure the effectiveness of our communications and marketing:

(a) Technical

(b) Usage

Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy). We will retain this data until the end of the year after the year we generated them.

To send you relevant marketing communications and make personalised suggestions and recommendations to you about goods or services that may be of interest to you based on your Profile Data:

(a) Identity

(b) Contact

(c) Technical

(d) Usage

(e) Profile

(f) Marketing and Communications

Necessary for our legitimate interests (to carry out direct marketing, develop our products/services and grow our business).We will retain this data for three years after the end of the year in which we made the final entry.

To carry out market research through your voluntary participation in surveys: Necessary for our legitimate interests (to study how customers use our products/services and to help us improve and develop our products and services). We will retain this data for three years after the end of the year in which we made the final entry.

DIRECT MARKETING

During the registration process on our website when your personal data is collected, you will be asked to indicate your preferences for receiving direct marketing communications from Coach via email.

We may also analyse your Identity, Contact, Technical, Usage and Profile Data to form a view which products, services and offers may be of interest to you so that we can then send you relevant marketing communications.

THIRD-PARTY MARKETING

We will get your express consent before we share your personal data with any third party for their own direct marketing purposes.

OPTING OUT OF MARKETING

You can ask to stop sending you marketing communications at any time [by logging into the website and checking or unchecking relevant boxes to adjust your marketing preferences OR by following the opt-out links within any marketing communication sent to you or by contacting us via email at steph@stephaniekardos.com.

If you opt out of receiving marketing communications, you will still receive service-related communications that are essential for administrative or customer service purposes [for example relating to [order confirmations for [a product/service warranty registration, appointment reminders, updates to our Terms and Conditions, checking that your contact details are correct].

COOKIES

For more information about the cookies we use and how to change your cookie preferences, please see [LINK TO COOKIE POLICY].

5.DISCLOSURES OF YOUR PERSONAL DATA

We may share your personal data where necessary with the parties set out below for the purposes set out in the table Purposes for which we will use your personal data above.

  • Third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this Privacy Notice.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

6.INTERNATIONAL TRANSFERS

We may transfer your personal data to service providers that carry out certain functions on our behalf, including data processing, cloud storage, customer support, etc.. This may involve transferring personal data outside the EU to countries such as the United States and Canada, which have laws that do not provide the same level of data protection as the EU law.

Whenever we transfer your personal data out of the EU to service providers, we ensure a similar degree of protection is afforded to it by ensuring that the following safeguards are in place:

  • We will only transfer your personal data to countries that have been deemed by the EU to provide an adequate level of protection for personal data, namely, the US, under the EU-US Data privacy Framework and Canada, under the PIPEDA.

  • Signing data processing agreements with our partners.

7.DATA SECURITY

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

8.DATA RETENTION

HOW LONG WILL YOU USE MY PERSONAL DATA FOR?

Details of retention periods for different aspects of your personal data are set out in the table Purposes for which we will use your personal data above.

Moreover, we will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six or ten years (depending on the document) after they cease being customers for tax purposes / after the end of the year in which we made the final entry. In some cases, we may be required to archive certain data for longer periods to comply with specific legal or regulatory requirements. Such archived data will be stored securely with restricted access and will only be used for the purposes of meeting these legal or regulatory obligations. We will regularly review our archived data and securely delete any information that is no longer required for compliance purposes.

In some circumstances you can ask us to delete your data: see Section 9 below for further information.

After the retention period expires, we will either securely delete or anonymize your personal data. Our deletion process ensures that data is permanently removed from our systems and cannot be recovered. For anonymization, we remove all identifiable information, rendering the data no longer attributable to any individual. We may retain this anonymized data indefinitely for research or statistical purposes. You can request information about our specific deletion and anonymization processes by contacting us via email.

9.YOUR LEGAL RIGHTS

You have a number of rights under data protection laws in relation to your personal data.

You have the right to:

  • Request access to your personal data (commonly known as a "subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

  • Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

  • Request erasure of your personal data in certain circumstances. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

  • Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) as the legal basis for that particular use of your data (including carrying out profiling based on our legitimate interests). In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your right to object.

  • You also have the absolute right to object any time to the processing of your personal data for direct marketing purposes (see OPTING OUT OF MARKETING in Section 4 for details of how to object to receiving direct marketing communications).

  • Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

  • [Withdraw consent at any time where we are relying on consent to process your personal data (see the table in section 4 for details of when we rely on your consent as the legal basis for using your data). However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.]

  • Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in one of the following scenarios:

    • If you want us to establish the data's accuracy;

    • Where our use of the data is unlawful but you do not want us to erase it;

    • Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or

    • You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

If you wish to exercise any of the rights set out above, please contact us at steph@stephaniekardos.com.

NO FEE USUALLY REQUIRED

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

WHAT WE MAY NEED FROM YOU

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

TIME LIMIT TO RESPOND

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

10.CONTACT DETAILS

If you have any questions about this Privacy Notice or about the use of your personal data or you want to exercise your privacy rights, please contact us in the following ways:

  • Email address: steph@stephaniekardos.com

  • Postal address: Domitianstrasse 36, 55126 Mainz, the Federal Republic of Germany

11.COMPLAINTS

You have the right to make a complaint at any time to the competent Data Protection Authority (DPA), the German regulator for data protection issues. We would, however, appreciate the chance to deal with your concerns before you approach the DPA so please contact us in the first instance.

We keep our Privacy Notice under regular review. A 'material change' is defined as any modification that substantially alters: (1) how we collect, use, or share personal data, (2) the purposes for which we process data, (3) the types of data we collect, or (4) users' rights regarding their personal information. We will notify users of material changes through the following channels: (a) email to the address on file, (b) a prominent notice on our website, and/or (c) in-app notifications. This version was last updated on 24 June. Historic versions can be obtained by contacting us.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us, for example a new address or email address. Continued use of our services after the effective date of material changes to this Privacy Notice constitutes your acceptance of the updated terms. However, you retain the right to object to these changes and discontinue use of our services if you do not agree with the modifications.In the event of material changes to this Privacy Notice, you have the right to object to these changes. If you wish to exercise this right, please contact us using the details provided in Section 10. We will provide you with information on how to opt out of the changes, if applicable.

13.THIRD-PARTY LINKS

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.