Privacy Policy

Last updated: 2 October 2025

IconicC Digital GmbH takes the protection of your personal data seriously and complies with the General Data Protection Regulation (GDPR) and other applicable data-protection laws. This Privacy Policy explains which data we collect on www.iconicc.com and in connection with our AI-supported services, how we process, store, and protect it, and which rights you have.

1. Controller

The controller for processing personal data within the meaning of the GDPR is:

IconicC Digital GmbH
Saarlouiser Strasse 19
80997 Munich, Germany
Email: info@iconicc.com

Our data-protection contact can be reached at the address above or by email at info@iconicc.com.

2. Data we collect

Contact data: name, email address, telephone number, and company name when you contact us by email or other channels.
Usage data: information about use of our website, such as IP address, browser type, operating system, pages visited, time spent on pages, and referrer URL.
Bookkeeping data: invoices, transaction data, tax information, and other business-related data you provide when using our bookkeeping services.
Contract data: data relating to contracts, billing, or registrations, such as payment information or user accounts.
Technical data: data generated through interaction with our services, including email addresses used for virtual assistants and metadata relating to their use.

3. Purposes of processing

Providing services: to provide bookkeeping services, including communication through email addresses used for virtual assistants.
Website operation: to provide, analyse, and improve our website, including analysis of usage data.
Customer support: to handle enquiries sent by email or other channels.
Contract performance: to fulfil contracts, process billing, and manage customer relationships.
Marketing: to send newsletters or information about our services where you have given consent.
Security: to protect against misuse, fraud, and cyber attacks.

4. Legal bases

Article 6 (1) (a) GDPR: your consent, for example for newsletters or cookies.
Article 6 (1) (b) GDPR: performance of a contract or steps taken before entering into a contract.
Article 6 (1) (c) GDPR: compliance with legal obligations, including tax retention obligations.
Article 6 (1) (f) GDPR: legitimate interests, such as improving our website or protecting against cyber attacks.

5. Disclosure of data

We disclose your data only to trusted processors, such as hosting providers, email services, or cloud platforms, that support delivery of our services and are contractually bound to comply with the GDPR; to authorities where legally required; or to business partners where necessary to provide our services, such as payment-service providers processing payments. We do not transfer data to countries outside the EU unless appropriate safeguards, such as standard contractual clauses, are in place.

6. Retention periods

Bookkeeping data: ten years in accordance with Section 147 of the German Fiscal Code (AO).
Contact data: until consent is withdrawn or the contract ends.
Usage data: no more than twelve months unless a longer period is required.

After the applicable retention period expires, data is deleted or anonymised.

7. Your rights

You have rights of access, rectification, erasure, restriction of processing, data portability, and objection under Articles 15 to 21 GDPR. You may withdraw consent at any time without affecting the lawfulness of processing carried out before withdrawal. To exercise your rights, contact info@iconicc.com. You also have the right to lodge a complaint with a supervisory authority.

8. Cookies and analytics tools

Our website uses technically necessary storage and, where you consent, analytics technologies to understand and improve website use. You can accept or decline optional analytics through the cookie banner. Your choice is stored locally in your browser.

9. Data security

We use technical and organisational measures to protect your data, including encrypted transmission, access controls, backups, and regular security updates. Despite these measures, absolute security cannot be guaranteed. We will inform affected parties about security incidents where required by Articles 33 and 34 GDPR.

10. Contact and bookkeeping services

Data you send to us is used only to process your enquiry. Data processed in connection with our bookkeeping services is used only as necessary to provide the agreed services and is not used for unrelated purposes.

11. Changes to this Privacy Policy

We may update this Privacy Policy where necessary, for example because of legal changes or new service features. The current version is always available on our website.

Contact: For privacy questions, contact IconicC Digital GmbH at info@iconicc.com.