Last updated: December 1, 2025
1. Controller
The controller responsible for the processing of personal data on this website is The COI GmbH, Philipp Wöhrle,
Handelskai 265, 1020 Vienna, Austria. You can contact us by email at
info@thecoi.at. Further legal information (imprint) is available at
https://www.thecoi.at/impressum.
2. Overview of Processing Activities
When you use this website and our services, we process personal data only to the extent necessary to provide the website,
respond to inquiries, handle course bookings, send newsletters and perform web analytics. The personal data processed may
include master data such as name and address, contact details such as email address and telephone number, booking and
contract data, message content, usage data such as pages visited and access times, as well as technical metadata such as
IP addresses and device information. The data subjects are in particular website visitors, prospective and existing
customers, communication partners and newsletter subscribers. The main purposes of processing are the provision and
operation of the website, the handling of contact requests, the booking and administration of courses via Eversports,
the sending of newsletters via Mailchimp, the analysis of website usage via our self-hosted Matomo system, the
safeguarding of IT security and the fulfilment of legal obligations under Austrian and European law.
3. Legal Bases
We process personal data on the basis of the General Data Protection Regulation (GDPR) and the Austrian Data Protection
Act (DSG). In many cases the processing is necessary for the performance of a contract or for pre-contractual measures
pursuant to Article 6 paragraph 1 letter b GDPR, for example when you book a course or contact us with questions about
our services. If we rely on your consent, for example for newsletter subscriptions or for optional analytics cookies,
the legal basis is Article 6 paragraph 1 letter a GDPR. You may withdraw your consent at any time with effect for the
future. We also process data on the basis of our legitimate interests pursuant to Article 6 paragraph 1 letter f GDPR,
for example to operate a secure, user-friendly and economically efficient website, to perform basic usage analysis
without cookies and to maintain business communication.
4. International Data Transfers
For the distribution of our newsletter we use the service Mailchimp provided by Intuit Inc. in the United States. In this
context, personal data such as your email address and, if applicable, your name may be transferred to servers in the USA.
Mailchimp participates in the EU–US Data Privacy Framework and also uses the Standard Contractual Clauses approved by the
European Commission. These mechanisms are intended to ensure an adequate level of data protection. Nevertheless, access
by US authorities cannot be completely ruled out. Such data transfers only take place if you have given your explicit
consent to receive the newsletter. The legal basis for the transfer is therefore Article 6 paragraph 1 letter a GDPR in
conjunction with Article 49 paragraph 1 letter a GDPR.
5. Your Rights
As a data subject you have various rights under Articles 15 to 21 GDPR. You have the right to obtain confirmation as to
whether personal data concerning you is being processed and, if this is the case, access to this data and to further
information. You have the right to rectification of inaccurate data and completion of incomplete data. You may request
the erasure of your personal data or the restriction of its processing under the conditions laid down by law. You have
the right to receive the personal data you have provided to us in a structured, commonly used and machine-readable format
and to transmit this data to another controller. You have the right to object at any time to processing based on our
legitimate interests. Where processing is based on your consent, you have the right to withdraw that consent at any time
with effect for the future, without affecting the lawfulness of processing based on consent before its withdrawal.
You also have the right to lodge a complaint with a supervisory authority if you consider that the processing of your
personal data infringes data protection law. In Austria, the competent authority is the Austrian Data Protection
Authority (Österreichische Datenschutzbehörde) available at
www.dsb.gv.at.
6. Cookies
Our website uses cookies and similar technologies. Cookies are small text files that are stored on your device and may
contain information such as an identifier, preferences or technical data. We use essential cookies that are necessary to
operate the website, for example to maintain session functionality, ensure security or store basic settings. The legal
basis for these cookies is our legitimate interest in a functional and secure website or the performance of a contract.
In addition, we may use optional analytics cookies, for example in connection with Matomo, to evaluate the use of our
website and improve our content. These cookies are only set if you have given your consent via the cookie banner. The
legal basis is then Article 6 paragraph 1 letter a GDPR. You can manage cookies via your browser settings and delete
existing cookies at any time. Please note that disabling essential cookies may impair the functionality of our website.
7. Provision of the Website and Hosting
For technical reasons, every time you access our website, information is automatically collected and stored in server log
files. This information may include the pages and files accessed, the date and time of access, the amount of data
transferred, the type and version of the browser, the operating system used, the referrer URL from which you came to our
website and the IP address of the requesting device. The processing of this data is necessary to ensure the secure and
stable operation of the website, to detect and prevent misuse and to carry out basic troubleshooting. The legal basis is
our legitimate interest pursuant to Article 6 paragraph 1 letter f GDPR. The log data is usually stored for a maximum of
thirty days and then deleted or anonymised, unless longer storage is required for security or evidential reasons.
8. Contact and Inquiries
If you contact us by email or via a contact form on the website, we process the personal data you provide in order to
handle your request. This may include your name, contact details, the content of your message and technical metadata such
as the time of transmission and your IP address when using a form. The data is used solely for the purpose of answering
your inquiry and any follow-up questions. The legal basis is Article 6 paragraph 1 letter b GDPR where the communication
relates to the initiation or performance of a contract and Article 6 paragraph 1 letter f GDPR in all other cases, based
on our legitimate interest in effective communication with users and customers. We store contact inquiries only as long
as necessary for processing and in accordance with statutory retention periods, in particular those under Austrian
commercial and tax law.
9. Course Bookings via Eversports
For course bookings and membership management we use the service Eversports operated by Eversport GmbH in Vienna. When
you book a course or manage your participation via Eversports, personal data such as your name, email address, telephone
number, booking details, contract data and, depending on the payment method, payment information are processed. This
processing is necessary to handle your booking, provide access to courses and fulfil contractual obligations. The legal
basis is Article 6 paragraph 1 letter b GDPR. Data is stored as long as required for the contractual relationship and in
accordance with statutory retention obligations, in particular the generally applicable seven-year retention period for
tax-relevant data in Austria. We have taken appropriate contractual measures with Eversports to ensure that personal
data is processed in accordance with the GDPR.
10. Newsletter via Mailchimp
You can subscribe to our newsletter in order to receive information about our courses, offers and news. For this purpose
we process your email address and, if you choose to provide it, your name. The subscription uses a double opt in
procedure. This means that after registering on the website you will receive an email in which you must confirm your
subscription in order to complete the process. This procedure allows us to verify that the email address belongs to you
and that you agree to receive the newsletter.
The newsletter is sent via Mailchimp, a service of Intuit Inc. in the USA. Your data is transmitted to Mailchimp solely
for the purpose of sending the newsletter and for analysing newsletter performance. Mailchimp may collect technical
information such as IP address, browser type and device as well as information on whether a newsletter was opened and
which links were clicked. These evaluations help us to make the newsletter more relevant. The legal basis for the
processing and for the transfer of data to the USA is your consent pursuant to Article 6 paragraph 1 letter a GDPR and
Article 49 paragraph 1 letter a GDPR. You can withdraw your consent at any time by clicking on the unsubscribe link in
any newsletter or by contacting us directly. The withdrawal does not affect the lawfulness of the processing carried out
before the withdrawal.
11. Web Analytics with Matomo (Self-Hosted)
We use the open source tool Matomo to analyse the use of our website. Our Matomo installation is operated on servers
controlled by us under the domain analytics.thecoi.at, so that no analytics data is passed on to third parties. Depending
on the configuration and your consent, Matomo processes data such as the pages accessed, the referrer URL, the date and
time of access, approximate location derived from the IP address, anonymised IP addresses, browser and device information
and interactions on the website. IP addresses are shortened before storage so that no direct personal reference is
possible.
Matomo may use cookies to recognise returning visitors and enable more precise statistics. These cookies are only set if
you have given your consent via the cookie banner. In such cases, the legal basis for processing is Article 6 paragraph 1
letter a GDPR and the data is usually stored for a period of up to thirteen months. If Matomo is operated without cookies
and with anonymised IP addresses, the legal basis is our legitimate interest in an efficient and user-friendly design of
the website pursuant to Article 6 paragraph 1 letter f GDPR.
12. Recipients and Processors
In order to provide our website and services we work with various service providers who may have access to personal data.
These include IT and hosting providers for the operation of servers and infrastructure, Eversports for the administration
of course bookings, Mailchimp for the sending of newsletters and technical support and maintenance partners who may
occasionally access systems in the course of their work. These service providers act as processors in accordance with
Article 28 GDPR or in their own responsibility in compliance with data protection law. In the case of processors, we
have concluded appropriate data processing agreements to ensure that personal data is processed exclusively on our
instructions and with adequate technical and organisational security measures.
13. Data Retention
We store personal data only for as long as necessary for the respective purpose or as required by statutory retention
periods. Contact inquiries are stored for the duration of processing and beyond that only if this is necessary to
document communication or to comply with legal obligations. Booking and contract data are stored in accordance with
Austrian commercial and tax law, usually for a period of seven years. Analytics data in Matomo is generally retained for
up to thirteen months. Server log files are kept for up to thirty days unless a longer retention period is required for
security or evidential reasons. After expiry of the relevant periods, personal data is deleted or irreversibly
anonymised.
14. Provision of Data and Automated Decision-Making
In principle, you are not obliged to provide personal data when using this website. However, certain services require
specific data in order to be provided. For example, we need your contact details to answer inquiries, your booking data
to register you for courses and your email address to send you our newsletter. If you do not provide the necessary data,
you may not be able to use these services. We do not use automated decision-making or profiling that produces legal
effects concerning you or similarly significantly affects you within the meaning of Article 22 GDPR.