Privacy Policy

1. Controller Identity

The data controller responsible for personal data collected through this website and in connection with coaching services is:

Kaltevo
Porzellangasse 53
1090 Vienna, Austria
Email: [email protected]
Phone: +43 1 7284391

2. Scope of This Policy

This policy describes how Kaltevo collects, uses, stores, and handles personal data submitted via the contact form on this website, collected during initial consultations, or otherwise provided by individuals in the course of engaging with coaching services. It applies to all individuals whose data Kaltevo handles, including website visitors, enquiry senders, and coaching programme participants.

Kaltevo is an independent wellness resource focused on everyday activity and active lifestyle practices. The content is not affiliated with any governmental or institutional body.

3. Legal Basis for Processing

Kaltevo processes personal data on the following legal bases under the General Data Protection Regulation (GDPR):

• Contractual necessity (Art. 6(1)(b) GDPR): Processing required to deliver coaching services and respond to service enquiries.
• Legitimate interests (Art. 6(1)(f) GDPR): Processing required to operate and improve the website, manage communications, and maintain business records.
• Consent (Art. 6(1)(a) GDPR): Where consent is explicitly requested — for example, for analytics cookies — processing is conditional on that consent being freely given.

4. Data Collected

Kaltevo collects personal data in the following contexts:

4.1 Contact Form Submissions

When an individual submits the contact form on this website, the following data is collected: name, email address, and the content of the message submitted. An optional subject category may also be selected. This data is used solely to respond to the enquiry and, where a coaching engagement follows, to establish the initial service record.

4.2 Coaching Programme Records

For individuals enrolled in coaching programmes, Kaltevo maintains the following records: name, contact details, training history as disclosed during the initial consultation, session logs, load and performance data, and progress review notes. These records are necessary for delivering the coaching service and are retained for the duration of the coaching relationship and for a period of three years thereafter.

4.3 Website Analytics

This website uses analytics tools to collect anonymised data on visitor behaviour, including pages viewed, time on site, and general geographic region (country level only). No personally identifiable data is collected through analytics. See the Cookie Policy for further detail on cookies used.

5. Data Retention

Contact form data where no coaching engagement follows: deleted within 12 months of the last communication. Coaching programme records: retained for three years from the date of the final session. Financial and billing records: retained for seven years in compliance with Austrian commercial record-keeping requirements. Website analytics data: retained in anonymised form; individual session data retained for 14 months by the analytics provider.

6. Data Sharing

Kaltevo does not sell, rent, or share personal data with third parties for marketing purposes. Data may be shared with the following categories of recipients where necessary for service delivery:

• Email and communication service providers (for processing contact form submissions).
• Website hosting providers (for storing website and form data on secure servers).
• Analytics providers (anonymised data only — see Cookie Policy).

All third-party service providers are selected on the basis of their data protection commitments and are required to handle data in accordance with GDPR requirements.

7. Data Security

Personal data collected via this website is transmitted over encrypted connections (HTTPS). Coaching records are stored in password-protected systems accessible only to the data controller. Physical documents containing personal data are stored in a locked cabinet at the studio premises. Kaltevo reviews data security practices annually.

8. Your Rights Under GDPR

Individuals whose data Kaltevo holds have the following rights under the GDPR, which can be exercised by contacting [email protected]:

• Right of access: the right to request a copy of personal data held.
• Right to rectification: the right to request correction of inaccurate data.
• Right to erasure: the right to request deletion of data, subject to legal retention obligations.
• Right to restriction: the right to request that processing be restricted while accuracy or lawfulness is assessed.
• Right to data portability: the right to receive data in a structured, machine-readable format.
• Right to object: the right to object to processing based on legitimate interests.
• Right to withdraw consent: where processing is based on consent, consent may be withdrawn at any time without affecting the lawfulness of prior processing.

Requests are responded to within 30 days. Where a request cannot be fulfilled in full, the reasons will be explained. If you are unsatisfied with the response, you have the right to lodge a complaint with the Austrian Data Protection Authority (Datenschutzbehörde).

9. International Data Transfers

Where third-party service providers transfer data outside the European Economic Area, Kaltevo ensures that such transfers are subject to appropriate safeguards, including Standard Contractual Clauses approved by the European Commission or equivalent mechanisms under applicable data protection law.

10. Children

Kaltevo's coaching services are directed at adults aged 16 and over. Personal data is not knowingly collected from individuals under the age of 16 without verified parental or guardian consent. If it comes to Kaltevo's attention that data from an individual under 16 has been received without appropriate consent, that data will be deleted promptly.

11. Changes to This Policy

This policy may be updated from time to time to reflect changes in data handling practices or applicable law. The date at the top of this page indicates when the policy was last revised. Continued use of the website after a revision constitutes acceptance of the updated policy.

12. Contact

Questions, data subject requests, and concerns regarding data handling should be directed to:

Kaltevo — Data Enquiries
Porzellangasse 53, 1090 Vienna, Austria
[email protected]