Privacy Policy

Privacy Policy

eClaim is committed to protecting the privacy of our website visitors, our clients, third-party providers, and other business partners. This privacy policy contains information about how we collect, use, store, and transfer personal data in the course of our business activities, as well as the measures we take to protect it.

By using our website or contacting us, you consent to the collection, use, disclosure, and international transfer of personal information that you provide in accordance with this privacy policy. If you engage us to provide legal services, we will separately provide you with a copy of our privacy policy for clients.

To the extent that we process personal data, eClaim acts as the data controller and is responsible for determining the permissible purpose, scope, and means of processing this data.

You have the right at any time to receive confirmation of the personal data we hold about you, to review its content, or to request the updating, restriction, or deletion of this data, as explained below.

This privacy policy explains the following:

  1. Types of personal data we collect and use
  2. The legal basis for processing your personal data
  3. When we may share personal data with third parties
  4. How we protect and store your personal data
  5. When we may transfer your personal data abroad
  6. How long we retain personal data
  7. Your rights: reviewing, updating, restricting the use of, and/or deleting your personal data, as well as the option to lodge a complaint with a supervisory authority
  8. Changes to this privacy policy
  9. How you can contact usWie Sie uns kontaktieren können
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1. Types of personal data we collect and use
  • Data you provide to us: You may provide us with personal data when you contact us in person, by telephone, by email, via social media, or through our website. This may include information that can be used to identify you or that we can associate with you, including your name, contact information, job title, and associated organizations, as well as any other information eClaim uses to identify you in connection with our services. This information may fall into the following categories:
  • Correspondence, events and updates – we may process information contained in or relating to communications you send to us or otherwise provide, including for the purpose of subscribing to our newsletters and other publications; registering for seminars and other events; personnel recruitment; maintaining our contact list; and other purposes.
  • Inquiries relating to our services – we may process information contained in an inquiry you submit to us expressing your interest in our services, including the content of your inquiry and any contact details. We process this data in order to respond to your inquiry and, where applicable, to inform you about our services, unless you indicate to us that you no longer wish to hear from us.
  • Contract information – where we enter into an agreement to provide legal services to you or to procure third-party services on behalf of eClaim, we may process personal data for the purposes of this engagement and our related services. This may include personal information contained in contract-related correspondence, data provided for the purposes of the agreement, and/or transaction and account data for the purposes of delivering and receiving services, processing payments, and for accounting purposes.
  • Information we collect online: You are not required to provide personal data when visiting our website, unless you wish to contact us and voluntarily provide us with information. However, certain data about your use of the website may be provided automatically. This may include your computer's browser type, operating system, and IP address, as well as the date and time of your visit, your geographic location, and information about your navigation and use of the website, as well as usage patterns, duration, and referrers. This data, which is collected via Google Analytics, is aggregated and anonymized so that it does not contain personal data from which individuals can be identified. This information is used to evaluate the use of the website, to assess and improve the website's performance, and to enhance the functionality of the services we offer. It is not used for any other purpose. We may share this information with third parties who assist us in maintaining, operating, and analyzing the use of our website. For further information on the use of cookies and the options available to you, please see our Cookie Policy.
  • Information we obtain from third parties: We may receive information about you from public sources or from third parties that help us keep our records up to date and analyzed, identify potential clients, and carry out compliance and regulatory checks.
2. The legal basis for processing your personal data
  • The legal basis for processing your personal data, depending on the purpose of collecting the information, is as follows:
  • Performance of a contract (Art. 6(1) sentence 1 lit. b GDPR) – to fulfill our obligations under a contract with you or your organization, or to take steps at your request prior to entering into a contract. This may include the processing of personal data provided during correspondence, upon request, and for the purposes of contracts and other transactions.
  • Your consent (Art. 6(1) sentence 1 lit. a GDPR) – where you have expressly consented to information being used for a specific purpose, including subscribing to our newsletter and event invitations.
  • Legitimate interests (Art. 6(1) sentence 1 lit. f GDPR) – where processing is necessary for the purposes of our legitimate interests or those of a third party, provided that your interests or fundamental rights and freedoms do not override those interests. On this legal basis, your personal data is processed for the following purposes:
  • to respond to inquiries, to contact third parties interested in establishing a business relationship, and to maintain existing contacts;
  • to use transaction data for the purposes of outgoing and incoming payments, as well as debt collection;
  • business data analysis to evaluate the effectiveness of our services;
  • to detect, prevent, and respond to actual or potential fraud or other unlawful acts, or infringement of intellectual property;
  • for the operation of our IT and data security systems, including backing up our IT systems and databases containing personal data, in order to ensure the security of our IT systems and the integrity and recoverability of our data; and
  • to protect and assert our legal and other rights.
  • To comply with legal obligations (Art. 6(1) sentence 1 lit. c GDPR) or to protect the vital interests of the data subject or another natural person – We may process personal data insofar as this is necessary to fulfill our legal obligations, including accounting obligations and regulatory requirements, or to protect the vital interests of the data subject or other natural persons.
3. When we may share personal data with third parties

We may share your personal data with third parties under the following circumstances:

  • on a confidential basis with our employees, partners and advisors, as well as with other eClaim offices, to the extent necessary for the provision of our legal services, internal administration, billing, compliance and reporting, promoting our events and services, and other business purposes;
  • with third parties with whom we jointly provide legal services to you;
  • with third parties who store and host data on our behalf, as well as our IT and marketing service providers, and other service providers, including those involved in the collection of outstanding debts;
  • with third parties for the purposes of anti-money laundering controls and other compliance checks, as well as for fraud and crime prevention purposes;
  • with our insurers and advisors, to the extent necessary for obtaining and maintaining insurance coverage, obtaining advisory services, conducting legal proceedings, accounting, and financial audits; and
  • with third parties to whom we transfer our rights or obligations, or where parts of our business are sold, transferred, or integrated into another entity.

All information we share with third parties is subject to contractual agreements we have entered into, which provide that processing may only take place in accordance with our instructions, for the purposes specified therein, and in compliance with applicable legal requirements.
eClaim reserves the right to disclose information: a) to competent courts, law enforcement agencies, government or regulatory authorities, where required by law or requested by an authority; and b) to protect the vital interests of the data subject or another natural person.

4. How we protect and store your personal data

We employ technical and organizational measures to protect your personal data. In accordance with our internal policies, your personal data is kept confidential and secure in order to protect it from accidental loss, alteration, unauthorized use, unauthorized access, or unauthorized disclosure. Personal data may be stored on our IT systems, those of third-party providers, and/or in paper form. When we share information with third parties, we obtain written confirmation that they will protect the data appropriately.
Although we do our best to ensure the security of your personal data and only engage reliable service providers, unfortunately no 100% security can be guaranteed. In particular, we are not responsible for the security of personal data that you transmit to us over networks that we do not control, including the internet and other wireless networks. Our internal policies provide for procedures for handling suspected personal data breaches. We will inform you and any relevant authorities of breaches when and to the extent we are legally required to do so.
If you follow a link from our website to a third-party website, or conduct business with a third party mentioned on the website, please be aware that third parties have their own privacy policies, for which we are not responsible. You should ensure that you read and understand their privacy policies.

5. When we may transfer your personal data abroad

Since eClaim operates across the EU, we may transfer your personal data abroad for storage or processing where necessary for any of the purposes described above, including to any EU countries in which eClaim conducts business. When we do so, we will comply with applicable data protection regulations and take appropriate security precautions to ensure the security and integrity of your personal data. Where we engage third-party service providers, we will enter into confidentiality agreements, including appropriate data protection obligations.

6. How long we retain personal data

All personal data will be deleted once it is no longer required for the permissible purposes for which it was collected, or, where storage is based on your consent, once you have withdrawn your consent and we are neither legally obligated nor otherwise entitled to continue storing the data. Where necessary, we will retain your personal data until the end of the applicable retention period or until all claims have been resolved, if eClaim needs to assert or defend any legal claims or otherwise exercise its rights or those of third parties. We will also retain personal data to the extent necessary to comply with our legal obligations, regulatory requirements, and reporting duties. We may also store data in backup systems established to maintain the integrity of our IT systems for the duration of minimum retention periods.

7. Your rights: reviewing, updating, restricting the use of, and/or deleting your personal data, as well as the option to lodge a complaint with a supervisory authority

If you no longer wish to receive updates and communications from us, you can let us know by sending us an email to the contact details provided below.
eClaim is legally obligated to ensure that all information you provide remains accurate and up to date. We therefore ask you to contact us to update or correct your data whenever changes occur, or if you believe that the information we have collected about you is inaccurate. You have the right at any time to:

  • request details of the categories of personal data we hold about you, the purposes for which we process the data, and any third parties with whom it is shared. Provided that the rights and freedoms of others are not affected, we will provide you with a copy of the data;
  • request that we update or correct your personal data, object to the use of your personal data, or require us to restrict the processing of that personal data for specific purposes. You may object to the processing of personal data for direct marketing purposes and withdraw any consent you have previously given us at any time by contacting us via email at service@eclaim.de or using the contact details provided below. If you object to the processing of data for other purposes, we will comply, unless we can demonstrate compelling legitimate grounds for the processing that override your interests, rights, and freedoms, including compliance with legal obligations and for the purposes of asserting legal claims;
  • where the personal data is no longer needed for the purposes for which it was collected, you may have the right to request its deletion. However, this does not apply where the data is required for other purposes, including compliance with a legal obligation or in connection with potential legal claims;
  • where we store personal data with your consent or in order to perform a contract with you, and the processing is carried out by automated means, you may have the right to receive your personal data from us in a commonly used format so that it can be transferred to another third-party provider, provided that this does not affect the rights and freedoms of others;
  • lodge a complaint with the competent supervisory authority. Details of the competent authorities for each of the eClaim companies can be found below.

If you would like to exercise your rights in relation to your personal data, please contact us by email or post using the contact details provided below.

8. Changes to this privacy policy

We may revise and update this privacy policy from time to time to reflect changes in the way we process your personal data, or changes in applicable legal requirements or policies. We will publish the updated privacy policy on our website, and you should visit this page regularly to ensure that you are aware of any changes to its terms of use.
From time to time, eClaim may offer additional services via additional web pages or via separate websites linked to this website. In some cases, such additional services may be subject to alternative terms of use, including with respect to the use of your personal data. If you choose to use such services and provide personal data for that purpose, we will ask you to give your consent to these alternative terms of use and to the use of your data for the stated purpose. Unless otherwise specified, these alternative terms of use apply in addition to this privacy policy.

9. How you can contact us

If you require further information or have any questions or comments, please contact eClaim using the contact details provided below.
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Germany:

  • By email at: service@eclaim.de; or by post to: The Data Protection Officer, eClaim GmbH, Friedrichstr. 171, 10117 Berlin
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