Controller
The controller for the processing described here is the Klaimback contracting entity: TO BE COMPLETED (legal name, registered address, register number). Until that entity is registered, contact contact@klaimback.com for any data protection question, including the requests described below.
We have not appointed a data protection officer; at our size the statutory thresholds for a mandatory appointment are not met.
What we process, and why
- Business contact data — name, role, work email, work phone of the people we deal with at a brand. Basis: performance of a contract, or our legitimate interest in business communication (Art. 6(1)(b) and (f) GDPR).
- Deduction and shipping records — remittance advices, deduction exports, purchase orders, ASN/DESADV messages, proofs of delivery, packing lists, label scans. These are commercial records that may incidentally contain names, for example a signature on a delivery note. Basis: performance of a contract (Art. 6(1)(b)).
- Website analytics — see the cookie policy. Basis: consent (Art. 6(1)(a)).
We never ask for bank credentials, payment or treasury access, or your customers' personal data. If a file you send contains consumer personal data we do not need, tell us and we will delete it.
Where it is hosted
Client data — deduction files, remittances and shipping evidence — is hosted in the European Union. A data processing agreement is signed before you send us anything, and our sub-processors are listed in it. Where any sub-processor would involve a transfer outside the EEA, that is disclosed in the DPA with the safeguards relied on.
How long we keep it
Deduction and evidence files are kept for the duration of the engagement and deleted on termination or on request, subject to statutory retention periods for commercial and tax records. Correspondence is kept for as long as needed to evidence the engagement.
Your rights
You may request access to your data, rectification, erasure, restriction of processing, and data portability, and you may object to processing based on our legitimate interests. Where processing rests on consent, you may withdraw it at any time without affecting processing already carried out.
Write to contact@klaimback.com. You also have the right to complain to a supervisory authority in your country of residence or place of work.
Website hosting and logs
Website analytics. Public pages load Google Analytics 4 (Google Ireland Ltd; Google LLC may process data in the United States, on the basis of the EU–US Data Privacy Framework and the standard contractual clauses). Visitors in the EEA, the UK and Switzerland are measured without cookies unless they consent — see the cookie policy. Analytics is not loaded on the internal console or on client recovery reports.
This website is served from infrastructure that records standard request data, including IP address, for security and reliability. Basis: our legitimate interest in operating a secure service (Art. 6(1)(f)).
Questions about any of this?
Write to contact@klaimback.com and you'll get a direct answer from one of the two people who run Klaimback.