Scope

Scope of this Policy

This Privacy Policy explains how Kolbicz IT handles personal data related to:

• Visits to this website
• Contact and quote-request forms
• Software licensing
• The quote, order, and payment process
• Customer communication and support

It applies to website visitors, customers, and prospective customers who interact with us by email, through our website, or through a payment link.

Hosting

Website Hosting and Server Logs

The website and email service are operated through a Swiss hosting provider. The hosting infrastructure and servers are located in Switzerland.

When this website is accessed, the web server may automatically process technical data required to deliver and secure the website. This can include the IP address, operating system, browser type, referring page, requested page, and the date and time of access.

This information is processed to provide the website, maintain system security and availability, diagnose technical problems, and prevent misuse. It is not used by Kolbicz IT for visitor analytics or advertising.

Forms and security

Contact Forms and reCAPTCHA

When you submit a contact or quote-request form, we process the information you enter, such as your name, company, email address, request details, and message. We use this information to respond to your request, prepare a quote, provide support, or take steps toward a contract.

Our forms are protected by Google reCAPTCHA to prevent spam, fraud, and automated abuse. reCAPTCHA processes technical and interaction data needed to assess whether a submission is legitimate and uses the _grecaptcha cookie. Google acts as a service provider for this security function.

Information may be processed by Google companies and infrastructure outside Switzerland. Google provides contractual safeguards for relevant international transfers. More information is available in the reCAPTCHA privacy FAQ.

Sales and support

Data Collected During Sales and Support

We collect and store the following information during the sales process:

• Customer name / company name
• Email address(es)
• Billing address (if required by the invoice)
• Quote and invoice details
• Order and payment history
• Email correspondence related to the quote, support, or follow-up

This data is used to prepare quotes, process orders, issue invoices, provide support, maintain customer records, and comply with tax and accounting requirements.

Customer records, quotes, invoices, and related business information are managed using a Swiss cloud service for business administration and accounting. Data processed through this service is stored in Switzerland.

Payments

Payments via Stripe Payment Links

When payment is available, Kolbicz IT generates a Stripe Payment Link and sends it to the customer by email. Stripe is not embedded as a payment form on this website.

If you open a Payment Link, you leave this website and provide payment information directly to Stripe. Stripe may process your name, contact and billing information, payment details, transaction information, IP address, device and browser information, and fraud-prevention signals. Stripe may also use cookies and similar technologies on its payment page.

Kolbicz IT receives transaction and payment-status information needed to complete the order, maintain accounting records, and provide support, but does not receive or store complete card details.

More information is available in Stripe’s Privacy Policy and Privacy Center.

Cookies

Cookies and Analytics

Kolbicz IT does not use website analytics, advertising trackers, or marketing cookies.

WordPress may use technically necessary cookies for administrative or security functionality. Google reCAPTCHA uses the _grecaptcha cookie to protect forms from abuse. Stripe may set cookies after you follow a separately provided Payment Link to Stripe’s website.

Backups

WordPress Backups

A cloud storage provider is used only to store backups of the WordPress website. These backups may contain website files, configuration data, the WordPress database, and information submitted or retained within WordPress.

Quotes, invoices, order records, payment records, and other data maintained in the business administration and accounting service are not included in these WordPress backups.

The cloud storage provider may process backup data using infrastructure outside Switzerland. Where required, international transfers are protected through contractual transfer safeguards or other legally permitted mechanisms. Backup copies are retained according to our backup rotation and removed when they are no longer required.

The Swiss hosting provider also maintains infrastructure backups for hosting continuity. These copies are subject to the provider’s applicable backup rotation.

Legal basis

Legal Basis for Processing

We process personal data in accordance with the Swiss Federal Act on Data Protection. Where the GDPR applies, processing is based on:

• Taking steps at your request and performing a contract (Art. 6(1)(b) GDPR)
• Compliance with legal obligations, including accounting and tax requirements (Art. 6(1)(c) GDPR)
• Legitimate interests in operating and securing the website, preventing abuse, responding to requests, providing support, and maintaining business relationships (Art. 6(1)(f) GDPR)
• Consent, where processing is specifically based on consent (Art. 6(1)(a) GDPR)

Retention

Data Retention

Customer records, quotes, orders, invoices, payment records, and related correspondence—including records maintained in the business administration and accounting service—are retained for as long as required by Swiss commercial and tax law, typically 10 years.

Contact-form and support correspondence is retained for as long as needed to answer the request, provide support, document the business relationship, or establish and defend legal claims, unless earlier deletion is requested and legally permissible.

Technical logs are retained according to the hosting and security configuration. Backup data remains until it is removed through the applicable backup rotation.

Sharing

Recipients and International Transfers

We do not sell personal data or share it with third parties for their marketing purposes.

Personal data may be disclosed, as necessary, to:

• A Swiss website and email hosting provider
• A Swiss business administration and accounting service used for customer records, quotes, invoices, and accounting
• A cloud storage provider used for WordPress website backups
• Google for reCAPTCHA form protection
• Stripe and participating payment providers when a customer uses a Stripe Payment Link
• Professional advisers, legal or tax authorities, or other public bodies where required

The cloud storage provider, Google, Stripe, and their service providers may process certain data in countries outside Switzerland or the EU/EEA. Where required, such transfers are protected through recognized adequacy mechanisms, standard contractual clauses, or other legally permitted safeguards.

Your rights

Your Rights (EU/EEA and Switzerland)

Depending on the applicable law and your location, you may have the right to:

• Request information about and access to your personal data
• Request correction or deletion
• Object to or restrict processing
• Receive certain data in a portable format
• Withdraw consent where processing is based on consent
• File a complaint with a competent supervisory authority

For privacy-related requests, use the privacy contact shown above or the contact form. In Switzerland, the competent federal authority is the Federal Data Protection and Information Commissioner (FDPIC).

Policy updates

Updates to this Policy

This Privacy Policy may be updated from time to time to reflect legal or operational changes.