1. Controller
Marko Leßenich, sole proprietor trading as DataDoc
Diemelweg 23
50765 Cologne
Germany
Phone: +49 151 677 094 75
Email: info@datadoc-repair.com
2. Principles
DataDoc processes personal data for specified purposes, limits processing to what is necessary and applies appropriate safeguards. Contents of devices and storage media handed over are processed only within the agreed diagnosis, recovery or repair order.
3. Access to the website
When you access the website, your IP address, time of access, requested resource, referrer, browser and system information and transmission status may be processed. The purposes are secure provision of the website, error analysis and prevention of misuse; the legal basis is Article 6(1)(f) GDPR. Server log data is generally deleted within 14 days at the latest, unless a security-related incident requires longer retention for a specific purpose.
4. Contact and case submission
The data processed includes, in particular, contact details, customer type, device and system data, a description of the damage, priorities, previous damage, handover address and urgency. The legal bases are Article 6(1)(b) GDPR and, where required, Article 6(1)(c) GDPR.
5. Devices and content data
Media may contain data relating to the customer and third parties, special categories of personal data or trade secrets. DataDoc processes these only where necessary for diagnosis, recovery, functional testing, handover or statutory duties. Customers must be authorised to hand over the items and permit processing.
If the customer selects their own destination storage medium, its device identifier, technical characteristics and suitability assessment may be documented. Existing contents unrelated to the order are not deliberately analysed and are neither deleted nor formatted without separate approval. An unsuitable or non-empty medium may be rejected to avoid unintended changes to data.
6. Customer account
During registration and login, basic account details, account type, email address, password hash, session data and, where applicable, company or public-authority details are processed on the basis of Article 6(1)(b) GDPR. A single-use verification link valid for 24 hours is emailed to verify the email address provided. For a requested password change, a single-use reset link valid for one hour is sent; existing customer sessions are terminated after a successful change. Only hashes of verification and reset tokens are stored in the database. Passwords and tokens are not stored in plain text.
7. Hosting and technical provision
The website and associated case and account data are processed on a server of Hetzner Online GmbH, Industriestr. 25, 91710 Gunzenhausen, Germany. Hetzner acts as a processor on the basis of Article 28 GDPR. Processing serves the secure and reliable provision of the website and case management. Data is disclosed to other recipients only where necessary to perform the contract, comply with a legal obligation or safeguard legitimate interests.
8. Encrypted backups
To restore operations following technical faults or security incidents, DataDoc creates encrypted backups of operational data. Backup archives are encrypted using state-of-the-art methods before transmission and additionally protected against unnoticed changes by a cryptographic checksum. One copy is stored on a Hetzner Storage Box in a data centre in Helsinki, Finland. Hetzner acts as a processor for this purpose on the basis of Article 28 GDPR. The storage location is within the European Union. Processing serves secure performance of contracts and the legitimate interest in the availability, integrity and recoverability of systems, on the basis of Article 6(1)(b) and (f) GDPR. Encrypted offsite backups are retained on a rolling basis for no more than 14 days and are then deleted automatically. Restored data is again subject to the access and deletion rules applicable to the corresponding original data.
9. Email communication
For business email communication, DataDoc uses a Titan mailbox provided through DomainFactory. Sender and recipient addresses, communication contents, technical delivery information and timestamps are processed by DomainFactory and the technical providers of the Titan email service. The legal basis is Article 6(1)(b) GDPR for contract-related communication and otherwise Article 6(1)(f) GDPR for secure and traceable business communication. Where service providers process data outside the European Economic Area, this takes place only under the statutory requirements, in particular appropriate safeguards under Article 46 GDPR.
10. DHL shipping
If you use a DHL shipping label supplied by DataDoc or return shipping, the data needed for transport, particularly name, address, contact details, case number and shipment information, is disclosed to companies within DHL Group. Processing serves the shipping you requested, on the basis of Article 6(1)(b) GDPR. For express or direct courier journeys, recipients and necessary information are disclosed before a binding booking.
11. Invoices, payments and enforcement of claims
For invoicing, allocation of payments and management of claims, DataDoc processes, in particular, invoice and case numbers, name and billing address, service and tax information, due date, outstanding amount, booking date, payment method, payment reference and the status of payment reminders sent. The legal bases are Article 6(1)(b) GDPR for performance of the contract, Article 6(1)(c) GDPR for statutory tax and retention duties, and Article 6(1)(f) GDPR for examining, asserting and defending legal claims.
For a SEPA bank transfer, the banks involved also process the account and transaction data required for payment under their own responsibility as controllers. DataDoc currently does not use an online payment service such as PayPal for customer payments. Payment reminders are initiated by a member of staff and recorded in the case with the time, recipient, operator, dispatch status, reminder stage and outstanding amount.
If a due claim remains unpaid, the basic customer, contact, contractual, invoice, payment and communication data necessary to examine and enforce the claim may, following manual review, be disclosed to a registered debt collection service provider, a lawyer or competent courts and enforcement bodies. Disclosure is limited to the data required for the particular matter; technical contents of recovered customer data are not disclosed for debt enforcement. Objections communicated by the customer are examined before external referral. No debt collection or creditworthiness decision is made solely by automated means.
12. Storage and deletion
DataDoc applies the following standard periods unless a statutory duty, ongoing dispute, security review or different individual agreement justifies longer retention:
- Non-binding enquiries without an order: deletion 90 days after the last communication.
- Working copies, raw images and recovered data: secure deletion 14 calendar days after confirmed handover, provision or dispatch of the result. Longer retention, up to a maximum of 30 days, takes place only by prior agreement.
- Credentials and unlocking information: deletion promptly after completion of technical work and quality control.
- Technical case documentation and contract-related communication: generally retained until expiry of the standard three-year limitation period, calculated from the end of the calendar year in which the case was closed, where needed to establish, exercise or defend legal claims.
- Business correspondence received and sent: six years from the end of the relevant calendar year, where a statutory retention duty applies.
- Invoices and accounting records: eight years from the end of the calendar year in which they were created or issued.
- Customer account: until deletion of the account; contractual and billing data subject to retention duties remains stored separately until the applicable statutory period expires.
- Session data: regular customer sessions expire after no more than 14 days, and internal administration sessions after no more than eight hours. Logging out removes the associated session data earlier.
When a period expires, the data concerned is deleted or, where immediate deletion is not technically possible, blocked from further processing until final deletion. Customer devices and original storage media belong to the customer and are not destroyed solely because a data deletion period has expired.
13. Technically necessary cookies and consent storage
DataDoc uses technically necessary session cookies protected with HttpOnly, Secure and SameSite=Strict. The datadoc_session cookie keeps customer accounts logged in for no more than 14 days. The datadoc_admin cookie protects administration access and expires after no more than eight hours. The legal basis is section 25(2) no. 2 TDDDG; subsequent processing takes place under Article 6(1)(b) or (f) GDPR. A decision concerning optional services is stored locally in the browser under the key datadoc_consent_v1. This storage serves to record and respect your selection. You may change your selection at any time through "Privacy settings" in the page footer.
14. Optional Google Ads conversion measurement
Google Ads conversion measurement is currently not enabled. When this service is used, the website loads Google code only after your express consent. The provider is Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland. Data processed may include, in particular, the page accessed, time, browser and device information, IP address and information concerning an advertising interaction or agreed conversion. Google may also process data in third countries, particularly the United States. The legal bases are your consent under section 25(1) TDDDG and Article 6(1)(a) GDPR. Consent is voluntary and may be withdrawn at any time with future effect through the privacy settings. Without consent, the Google tag is not loaded and DataDoc does not transmit data to Google.
15. Rights and privacy portal
Under the statutory conditions, data subjects have rights of access, rectification, erasure, restriction of processing, data portability and objection, and the right to withdraw consent with future effect. Logged-in customers may submit requests for access, portability, erasure or restriction in the secure customer account and download a structured data extract after confirming their password again. Each request receives a unique reference number and is recorded in a traceable manner.
An erasure request does not automatically result in immediate deletion. DataDoc first checks identity, third-party rights and statutory retention duties. Where data must still be retained, in particular as invoice, accounting or business records, processing is restricted to legally permissible purposes and reviewed again on a documented date. Refusals or restrictions are explained. Rights may still be exercised by email or post independently of a customer account. You also have a right to lodge a complaint with a data protection supervisory authority, in particular the State Commissioner for Data Protection and Freedom of Information of North Rhine-Westphalia.
16. Security and automated decisions
DataDoc uses access restrictions, encrypted transmission, documented case allocation, controlled handover and deletion procedures. Passwords are stored only as cryptographic hashes. No decision producing legal effects or similarly significant effects is made solely by automated means.
17. Updates
This policy is updated whenever processing operations, service providers or the legal situation change.