This Privacy Policy explains how CollectHolo GmbH processes personal data when you use CollectHolo or our website.
The controller for the processing described in this policy is CollectHolo GmbH, Luisantring 1 A, 63477 Maintal, Germany. You can reach us at [email protected] or through our contact form. Further company information is available in our Imprint.
We have not appointed a data protection officer. Please use the contact details above for privacy requests.
An email address and the credentials or social-login information needed for authentication are required to create an account. Without them, we cannot provide an authenticated CollectHolo account. Payment and billing information requested by Stripe, Apple, or Google is required when you purchase PRO; without it, the respective provider cannot complete the purchase.
Display names, avatars, collection content, public sharing, Discord linking, newsletter consent, push consent, and card-scan uploads are optional. If you do not provide them, the corresponding optional feature is unavailable or limited, while the rest of the service remains available where technically possible.
For a website PRO subscription, Stripe processes the payment method directly. We receive and store the customer, subscription, invoice, payment-status, tax, currency, and billing-period information needed to activate, support, document, and account for the subscription. Card details are not processed on our servers.
We store a versioned PRO contract-confirmation record, including the recipient email, billing information, legal-document version and hash, and delivery status. This lets us document the contract confirmation without changing the legal content for an earlier purchase.
If you use our contract cancellation page or revocation page, we process the declaration and matching details you submit in order to handle the request, send a receipt where applicable, comply with legal obligations, and establish, exercise, or defend legal claims. The applicable contractual rules are set out in our Terms of Use. App Store and Google Play purchases are administered through their respective store and are not cancelled or revoked through the CollectHolo website forms.
Collections and wishlists are private by default. If you choose to make one public, it is available through its direct public link. The public view can show the collection or wishlist name, included items and quantities, and the public profile information associated with it, such as your username and avatar. Do not make a collection public if it contains information you do not want to disclose.
You can turn public sharing off in the relevant collection or wishlist settings. This prevents future access through the public view, subject to copies or cached material outside our control.
We send service and contract emails, including account, security, billing, cancellation, revocation, and PRO contract-confirmation messages, where necessary to provide the service or comply with our obligations. These are not marketing emails.
The weekly portfolio digest and occasional product news are sent only if you opt in. We retain an audit trail of the consent wording, version, source, time, and related account information. You can withdraw newsletter consent through the unsubscribe link in the relevant email or in the available account settings.
Web push and Apple Push Notification service (APNs) notifications are optional. We process the browser push endpoint or Apple-issued device token and the notification payload until you unsubscribe, disable notifications, or the subscription becomes invalid.
When you use the optional Card Scan feature, the card image you capture or select is sent over an encrypted connection to CollectHolo's Card Scan endpoint. The endpoint processes the image in memory and forwards it, together with limited technical request context, to the Google Gemini API in order to identify the card. CollectHolo does not save the original Card Scan image to its database or object storage after the recognition request has completed.
We retain only the quota, security, and diagnostic metadata needed to operate and protect the feature. Do not use Card Scan for photographs containing personal, sensitive, or unrelated information.
We use providers to operate CollectHolo. They process data on our instructions where they act as processors; some providers also process data under their own terms for payment, platform, authentication, or communication services. We use written data-processing agreements where required.
| Provider or service | Purpose and data involved | When used |
|---|---|---|
| Amazon Web Services / Amazon SES | Recipient email addresses and transactional message content. | Sending account, support, security, billing, and contract emails. |
| netcup GmbH | Data processed on our servers, including IP address and browser and request data in server and access logs. | Hosting the service on servers in Germany. |
| Cloudflare, Turnstile, and R2 | IP address, user agent, security challenge data, request data, and stored object data such as avatars where applicable. | CDN, DDoS and bot protection, and object storage. |
| Stripe | Customer, subscription, invoice, tax, payment-status, and payment-method data handled by Stripe. | Website PRO subscriptions. |
| Apple App Store, Google Play, and RevenueCat | Store purchase identifiers, store identity, entitlement, and subscription status. | iOS and Android PRO purchases and restoration. |
| Sentry (Functional Software, Inc.) | Pseudonymous account identifier, runtime/platform tag, error type and message, stack trace, and limited diagnostic request context after local scrubbing. We do not intentionally send email addresses, usernames, request bodies, cookies, authentication headers, or IP addresses. | Security, reliability, fault investigation, and limited performance tracing. Data is stored in Sentry's EU region. |
| Google Analytics 4, Firebase Analytics (iOS and Android), and Google Tag Manager | Pseudonymous online identifiers, page views, interaction and conversion events. | Only for the Analytics category after consent, subject to the GTM configuration described below. Use for audiences and conversions in Google Ads also requires Advertising consent. Native Google Ads conversion measurement requires the separate current choice described below. |
| Meta Pixel | Advertising identifiers and conversion events. | Only for the Advertising category after consent. |
| Reddit Pixel and Conversions API | Website page visits, registrations, app-store link clicks and the first paid web PRO invoice; Reddit click/browser identifiers, IP address and browser information. Authenticated accounts: SHA-256 hashes of email and account ID using Reddit-specific normalization. | Advertising measurement and campaign attribution after Advertising consent, including events without a Reddit click ID. Hashes remain pseudonymous personal data. We do not collect telephone numbers or read registration form fields for matching. |
| TikTok Pixel and Events API | Website content views, product searches, registrations, app-store link clicks and the first paid web PRO invoice; advertising click/browser identifiers, IP address and browser information. For authenticated users, SHA-256 hashes of email and account ID. | Advertising measurement and campaign attribution, only after Advertising consent. Hashes are pseudonymous identifiers, not anonymous data. |
| Google Ads | Ad click and cookie identifiers, page views and the conversion events we define on the website, IP address and browser information. With Advertising consent, audiences and events from Google Analytics 4 may also be used in Google Ads. | Advertising measurement, campaign attribution and audiences for our own ads on Google, only after Advertising consent. |
| Google Gemini API | The card image submitted for Card Scan and limited request context. | Only when you use Card Scan. |
| Google, Apple, and Discord sign-in | Provider identifier and the profile data released by the provider, such as email or name. | Only when you choose that sign-in method. |
| Discord PRO integration | Discord user ID and the OAuth token needed to link or maintain the optional PRO role. | Only when you connect Discord. |
| Discord app | Discord user and server information and the command you sent; Discord delivers the request to us and shows our reply. Discord acts as an independent controller. | Only when you use the CollectHolo app on Discord. |
| APNs and browser push providers | Device token or push endpoint and notification payload. | Only when you enable push notifications. |
| Connected MCP/AI clients | The portfolio data permitted by the scopes you authorise for the connected client. | Only when you actively authorise a connection with ChatGPT or Claude. |
We use cookies and similar local storage to run the service and to remember your choices. You can open Cookie Settings at any time from the website footer or, in the iOS or Android app, from More → Cookie Settings. Withdrawing consent does not affect processing that took place before withdrawal.
| Category | Storage or provider | Purpose | Duration and choice |
|---|---|---|---|
| Necessary | Authentication and session storage; CookieConsent; current-tab campaign-offer session storage | Secure login, session handling, remembering your consent selection, and keeping an offer requested through a campaign landing page available in the current tab. | CookieConsent is stored for 365 days. Authentication/session duration follows the configured authentication session. The campaign-offer session marker ends with the browser tab. Necessary storage cannot be switched off while using the service. |
| Preferences | Browser local storage, optional preference storage, and the ch_campaign_offer cookie | Theme, currency and display choices; optional saved Explore filters and searches; remembering an eligible campaign offer across browser sessions. | The campaign-offer cookie is stored for no more than 14 days. Preference storage is used only if you enable Preferences and is removed where applicable when you withdraw this choice in Cookie Settings. |
| Analytics | Google Tag Manager, Google Analytics 4, ch_first_touch and ch_last_touch attribution cookies | Measure use of CollectHolo, understand entry sources, and improve the service. | Attribution cookies are retained for 90 days. Website GA4 is configured for 14 months. iOS and Android Firebase Analytics retains event data for 2 months and user data for 14 months, with user-data retention reset by new activity. Used only if you enable Analytics. |
| Advertising | Meta Pixel through Google Tag Manager | Measure advertising conversions and campaign performance. | Used only if you enable Advertising; you can withdraw the choice in Cookie Settings. |
| Advertising | Reddit Pixel, Conversions API, Reddit cookies and ch_rdt_click / ch_rdt_context | Attribute permitted website events and deduplicate Pixel/API deliveries. Store-link clicks do not establish an installation. | Our click ID and advertising context expire within 28 days; payloads within 24 hours, successful payloads immediately, delivery metadata after seven days. Withdrawal in Cookie Settings stops new and pending deliveries and clears matching identifiers. An invoice marker prevents duplicate first-purchase reports for the subscription lifetime. |
| Advertising | TikTok Pixel, Events API, _ttp / ttcsid cookies and ch_tt_context | Link permitted website events to advertising interactions; deduplicate browser and server events. | Our advertising context is retained for at most 28 days. Pending payloads expire within 24 hours; successful payloads are removed and delivery metadata is deleted after seven days. Withdrawal stops further delivery and clears our matching context. A non-advertising invoice marker prevents duplicate first-purchase reports for the subscription lifetime. |
| Advertising | Google Ads through Google Tag Manager (Google tag; cookies such as _gcl_au and _gcl_aw, plus cookies on Google domains) | Attribute ad clicks to website events, measure advertising conversions and build audiences for our ads on Google. | Our Google Ads cookies (_gcl_*) are stored for up to 90 days; Google sets the duration of cookies on its own domains. Used only if you enable Advertising; you can withdraw the choice in Cookie Settings. |
On the website, the Google Tag Manager container is loaded with Google Consent Mode set to deny analytics and advertising storage by default. Analytics and advertising tags must respect the category choice you make in Cookie Settings. In the iOS and Android apps, optional analytics starts only after you allow Analytics; native Google advertising measurement remains off unless you separately allow it in a compatible app version. Previous choices made while native advertising was inactive do not grant this permission. On iOS, Apple tracking authorization is additionally required. This allows Google to use permitted app events for Google Ads conversion measurement; advertising personalization remains off. You can withdraw this choice in Cookie Settings without withdrawing Analytics. Compatible iOS and Android versions also use the Firebase Analytics SDK after this choice to measure app use; Android also measures supported notification receipt and opening events. This includes a pseudonymous app-instance identifier, app/device information, usage events, and approximate country/region information. Supported in-app purchase events may include product, value, and currency; payment details are not sent to Analytics. Advertising ID collection, iOS vendor identifier collection, and advertising personalization are disabled. We do not send your email address, account ID, card collection, or notification contents to the native Analytics SDK. Withdrawing Analytics consent disables native collection and clears locally stored Analytics data; push notifications remain independently controlled. With Analytics consent, we retain sanitized campaign parameters, the referring website origin and the landing path for up to 90 days. Website store links may pass campaign parameters to Google Play or Apple. Apple provides aggregate campaign statistics, not an individual account match. Supported Android versions read Google Play Install Referrer after consent and can associate the source with a new CollectHolo account. A server-side signup snapshot uses a random token, valid for 30 minutes before account creation; a bound snapshot can survive later email confirmation and expires after 90 days and is then removed by our regular cleanup. Its source summary remains with the account until account deletion. No account identifier is passed in store links or added to the native Analytics SDK. TikTok receives the defined website events after Advertising consent even when no TikTok click ID is present; TikTok determines whether an event can be attributed to an ad. We do not send telephone numbers, authentication tokens, or obvious contact information entered into search. App-store clicks are measured as link activations and do not prove an installation. You can withdraw consent in Cookie Settings at any time; it also applies to pending server deliveries.
Some providers listed above operate globally or may process data outside the European Economic Area, including in the United States. This includes Discord when you sign in with Discord, connect the PRO role, or use the CollectHolo app on Discord. Before a transfer for which the GDPR requires a safeguard, we use the applicable lawful transfer mechanism, such as an adequacy decision where the recipient is eligible or the European Commission's Standard Contractual Clauses together with supplementary measures where required.
We maintain a current provider and transfer inventory for the services we use. You may request information about the safeguards applicable to a particular recipient by contacting us at [email protected].
| Data | Retention period or criterion |
|---|---|
| Account, profile, collection, wishlist, transaction, and preference data | For the life of the account. Following completed account deletion, data is removed from active systems and encrypted backups are cleared within 30 days, except where a legal retention duty applies. |
| Server, security, and email-delivery logs | Up to 14 days, unless a longer period is necessary to investigate a concrete security incident or enforce legal claims. |
| Invoice, tax, and accounting records | For the applicable statutory commercial and tax retention period, currently up to 10 years under German law. |
| PRO contract-confirmation records | For the contract term and thereafter for the applicable statutory retention and limitation periods; records containing accounting information follow the longer accounting retention period. |
| Cancellation and revocation declarations | For the time needed to process the request and thereafter for the applicable statutory retention and limitation periods, generally three calendar years after the end of the year in which the matter is closed unless a longer legal duty applies. |
| Newsletter consent records | For the duration of consent and generally three calendar years after withdrawal or the end of the relevant consent record, unless a longer legal duty applies. |
| Push subscriptions | Until you unsubscribe, disable notifications, the endpoint/token becomes invalid, or we no longer need it to provide notifications. |
| Card Scan images | Processed for the recognition request and not persistently stored by CollectHolo after it completes. Related quota and security metadata follow the relevant log-retention period. |
| Discord app | We use your Discord user ID only briefly in memory to apply request limits and do not store it. Our logs record which commands were used in which server, not who used them. Daily counts of the commands used per server are stored under a pseudonym, without any user ID, and deleted after 13 months. A server's settings are kept until a server admin resets them, the app is removed from the server, or deletion is requested. |
| Sentry error and performance events | Up to 90 days under the active Sentry plan; shorter where the plan or our configuration provides less. Test events are resolved after verification but may remain until expiry. |
| Google Analytics 4 / Firebase Analytics data | Website GA4: 14 months. iOS and Android Firebase Analytics: event data 2 months; user data 14 months, reset by new user activity. Aggregated reports are not subject to these retention periods. |
Subject to the legal requirements, you have the right to access, rectification, erasure, restriction of processing, data portability, and objection to processing based on legitimate interests. You may withdraw consent at any time with future effect. To exercise a right, contact us at [email protected].
Server admins can ask us at the same address to delete the settings we keep for their Discord server.
You also have the right to lodge a complaint with a data protection supervisory authority. For CollectHolo GmbH, the competent authority is the Hessian Commissioner for Data Protection and Freedom of Information. You may also contact the authority in your habitual residence, place of work, or place of the alleged infringement.
CollectHolo is not intended for persons under 16. We do not knowingly collect personal data from persons under 16. If you believe that this has happened, please contact us so that we can review and delete the data where appropriate.
We do not make decisions based solely on automated processing, including profiling, that produce legal effects concerning you or similarly significantly affect you. Card Scan and product or portfolio calculations are assistance features and do not make such decisions.
We use appropriate technical and organisational measures, including encryption in transit, access controls, authentication protections, and restricted administrative access. No system can be completely secure; please keep your credentials confidential and use a strong password.
We may update this policy when our processing changes or legal requirements require it. We will publish the updated version here and change the effective date. Where required by law, we will provide an additional notice.
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