This policy describes the personal data processed when you visit and use triklosterneuburg.at. It is deliberately specific: it describes what the application actually does.
1. Controller
TRI Klosterneuburg, Adalbert-Stifter-Gasse 41-47/3/7, 3400 Klosterneuburg, Austria
E-mail: info@triklosterneuburg.at, phone: (+43) 676 4327008
No data protection officer has been appointed; there is no legal obligation to do so.
2. Visiting the website (server and access logs)
Every request causes the server to process technical access data: IP address, timestamp, endpoint called, HTTP status, response time, referrer, user agent, language and a technical session identifier. These logs serve operation, troubleshooting, capacity planning and abuse prevention.
To protect against overload and abuse, requests are counted and limited per IP address (rate limiting), which also produces IP-related log entries.
Legal basis: legitimate interest in secure, stable operation (Art. 6(1)(f) GDPR).
Retention: log data is deleted automatically after 90 days.
3. First-party usage measurement
If cookies are accepted, the website additionally reports page views and individual interactions (such as which page was opened) to our own server in order to evaluate usage and errors. This evaluation takes place exclusively within our own system.
Without consent this reporting does not happen at all. No third-party analytics services are used: no Google Analytics, no tag manager, no social media pixels, no advertising networks.
Legal basis: consent (Art. 6(1)(a) GDPR), revocable at any time – see cookies.
4. User account and membership
A user account requires an e-mail address, a password (stored only as a cryptographic hash), a name and the assigned roles. For members, the data required to run the club is added: master data, date of birth, contact details, memberships and associations (such as family relationships for family discounts), training groups and attendance records.
Legal basis: contract or membership relationship (Art. 6(1)(b) GDPR), supplemented by the legitimate interest in proper club administration (f).
Retention: for the duration of membership; thereafter until statutory retention and limitation periods expire.
5. Shop, orders and payments
For orders (membership fees, training services, club merchandise) we process order and invoice data. Payments are handled by Braintree/PayPal. Payment details such as full card numbers are entered directly with the payment provider and are not stored in our system; we only receive the status and reference of the transaction.
Legal basis: performance of a contract (b) and legal obligation for invoices (c).
Retention: invoicing and accounting data for seven years under § 132 of the Austrian Federal Fiscal Code.
6. E-mail and newsletter
System e-mails (registration confirmation, password reset, order and payment information) and the newsletter are sent via Azure Communication Services. The newsletter requires explicit sign-up with confirmation of the e-mail address (double opt-in); every newsletter contains an unsubscribe link.
For each dispatch we log which message was sent to which address at what time and whether delivery succeeded – necessary for traceability and delivery problems. Open and click tracking is disabled.
Legal basis: contract or membership for system e-mails (b), consent for the newsletter (a).
Retention: dispatch logs are deleted after 90 days; a newsletter subscription lasts until you unsubscribe.
7. Chat and AI assistant
The website offers a chat and an AI assistant. Questions you enter and the associated conversation history are transmitted to OpenAI for processing; the history is additionally stored in our system so conversations can be continued. Consumption per account is recorded for cost control.
Please do not enter special categories of personal data (such as health data) into the chat or assistant, as the processing takes place outside our sphere of control.
Legal basis: legitimate interest in providing information, or consent through active use (f/a). Transfer to OpenAI takes place to the USA on the basis of standard contractual clauses.
8. Training records and GPS data
If you actively use route recording, location data (positions, timestamps, speed) is transmitted to our system in order to display and evaluate training routes. Recording only takes place after you explicitly grant location access on your device and can be stopped at any time.
Legal basis: consent (a).
Retention: until deleted by the data subject or membership ends.
9. Photos and videos
Images and videos are processed for reports, galleries and club media. On upload, images are converted server-side into several sizes. Metadata contained in image files (EXIF) is not carried over into the published variants, so capture coordinates, for example, are not published.
Legal basis: legitimate interest in club public relations (f), or consent where individuals are recognisable (a). Objections to the publication of an image are honoured.
10. Cookies and local storage
Details of the cookies used, the data stored in your browser and how to withdraw consent can be found on the cookies page.
11. Recipients and processors
- Microsoft (Azure App Service, Azure SQL, Blob Storage, Azure Communication Services) – hosting, database, media and e-mail delivery, EU data centres
- OpenAI – processing of chat and AI assistant input (USA, standard contractual clauses)
- Braintree/PayPal – payment processing
- mahevi solutions – technical support and maintenance of the application
Data is neither passed on for advertising purposes nor sold.
12. Your rights
You have the right of access (Art. 15), rectification (Art. 16), erasure (Art. 17), restriction of processing (Art. 18), data portability (Art. 20) and objection (Art. 21). Consent given may be withdrawn at any time with effect for the future.
A message to info@triklosterneuburg.at is sufficient to exercise these rights. Your user account can also be deleted via the unregister page.
You have the right to lodge a complaint with the Austrian Data Protection Authority, Barichgasse 40-42, 1030 Vienna, dsb.gv.at.
13. Changes
This policy is updated when the processing changes – for instance when new features are added. The version published on this page is the authoritative one.
Last updated: July 2026
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