Privacy Policy

1. Platform Operator & Data Controller Identity

CollectorOps is operated by Stefan Klokgieters, based in The Netherlands, who acts as the Data Controller (GDPR Art. 4(7)) for all personal data processed on this platform. For any data protection inquiries or to exercise statutory data subject rights, you can reach the Controller directly via our public Contact & Privacy Desk.

We adhere strictly to a Privacy-by-Design philosophy. This means your private valuation data, portfolio growth analytics, and personal insurance documentation are intentionally siloed, are not indexable by public search engines, and are never shared for commercial speculation.

CollectorOps is intended for users who are at least 16 years of age. We do not knowingly collect or process personal data from children under 16.

2. Information We Collect

• Identity & Account Data: When registering via Google Authentication or email, we securely store your email, name, and basic account identifiers.
• Portfolio & Asset Data: We host the data you explicitly input to manage your collection. This includes item metadata, purchase cost basis, condition logs, appraisal documents, and structural notes.
• Image & Documentation Assets: We securely store image assets and receipts you upload as part of your permanent asset record for insurance readiness.
• Usage & Technical Metadata: To ensure platform stability and security, our infrastructure processes connection metadata (such as IP addresses) as required by our cloud infrastructure providers.
• Platform Analytics: To constantly improve the collector experience, we use Google Analytics 4 (GA4) to understand traffic patterns and feature usage in aggregate (anonymized/pseudonymized). IP addresses are anonymized by default.
• Push Notification Tokens: If you explicitly opt-in to receive portfolio alerts, we securely store your device-specific notification token (FCM token) in your profile to strictly deliver requested updates.

3. Data Usage & Lawful Bases for Processing

Under European Data Protection Regulations (GDPR Art. 6) and global privacy standards, we process your personal and portfolio data only under valid legal justifications:

• Contractual Necessity (Art. 6(1)(b)): Processing is required to establish your private portfolio account, render interactive pricing widgets, deliver CSV/PDF exports, and manage your asset inventory.
• Legitimate Interests (Art. 6(1)(f)): Processing is necessary to maintain security safeguards, block malicious activities, analyze aggregated usage performance via Google Analytics, and ensure infrastructure stability.
• Explicit Consent (Art. 6(1)(a)): Processing relies on your consent when you explicitly trigger AI scans, opt-in to device push notifications, or send voluntary inquiries via our contact desk.

4. Trusted Subprocessors & International Data Transfers

To provide dependable cloud infrastructure, we partner with industry-leading service providers who act as data subprocessors:

• Google Cloud / Firebase: Provides authentication (Firebase Auth), database services (Firestore), serverless hosting (Cloud Run), and object storage (Firebase Storage). Data is encrypted in transit (via standard HTTPS/TLS) and at rest within Google Cloud / Firebase managed infrastructure.
• Google AI (Gemini API): Processes image feature extraction and market price normalization. Enterprise API terms guarantee that portfolio data and uploaded image fragments are kept strictly confidential and are NOT used to train Google AI models.
• Google Analytics 4: Measures aggregated platform performance without cross-site profiling or advertising tracking.

Where data is processed outside the European Economic Area (EEA), transfers are safeguarded under Google Cloud Standard Contractual Clauses (SCCs) and the EU-U.S. Data Privacy Framework.

5. Data Retention, Automated Erasure & Anonymization

We retain your data strictly for as long as needed to deliver your portfolio management service, adhering to GDPR data minimization principles:

• Active Account Data: Portfolio items, valuation logs, image uploads, and account preferences remain stored for as long as your account is active.
• Item Deletion: Removing an item from your collection instantly and permanently deletes its record and associated cloud image assets.
• Automated In-App Account Erasure (Instant & Self-Service): You can permanently delete your account and all associated data at any time directly in your Account Settings. This automated pipeline permanently purges:
  • Your profile record, name, and email identifier in Firestore
  • All portfolio items, condition notes, purchase prices, and valuation histories
  • All uploaded high-resolution photos, receipts, and documents in Cloud Storage
  • All push notification device tokens (FCM tokens) and user preference logs
  • Your authentication identity record in Firebase Auth
• Statistical Telemetry Anonymization (GDPR Recital 26 & Art. 17(3)(d)): System performance and operational event counts (such as total valuations run or items added) are stripped of all personal identifiers (`userId` and email are permanently erased and replaced with an anonymous system marker). These non-personal statistical aggregates are preserved to maintain historical platform analytics and KPI accuracy without retaining any data that can identify a natural person.
• Assisted Deletion Requests: If you are unable to access your account credentials to perform in-app deletion, you may submit a formal erasure request via our Support Desk or public Contact page.

6. Your Rights Under GDPR (General Data Protection Regulation)

If you reside in the European Economic Area (EEA), United Kingdom, or jurisdictions with equivalent privacy frameworks, you hold the following statutory rights:

• Right of Access (Article 15): You can request a copy of the personal data and portfolio records we process.
• Right to Rectification (Article 16): You can directly update, edit, and correct any piece of information inside your collector dashboard.
• Right to Erasure / "Right to be Forgotten" (Article 17): You can delete individual items directly or request a complete purge of your account records.
• Right to Restriction & Objection (Articles 18 & 21): You may restrict processing or object to aggregated analytics by configuring your browser's cookie controls.
• Right to Data Portability (Article 20): You can instantly export your complete collection records, condition notes, photos metadata, and valuation baselines in standardized, machine-readable JSON or CSV spreadsheet formats anytime directly from Account Settings or Reports.
• Right to Lodge a Complaint (Article 77): You retain the legal right to lodge a formal complaint with your local Data Protection Authority (DPA).

7. Privacy Contact Channels & Inquiry Options

To prevent security risks, identity theft, and spam harvesting, CollectorOps does not publish unauthenticated direct email addresses. Instead, we provide two secure channels for privacy inquiries and data requests:

• Authenticated Users: Log into your CollectorOps account and submit a ticket via the in-app Support portal. Authenticated tickets allow immediate verification of your account identity.
• Visitors & External Subjects: Non-logged-in visitors and non-account holders can submit privacy inquiries or data subject requests via our public Contact & Privacy Desk.

All data subject requests receive formal acknowledgment and are processed within the statutory 30-day timeframe.

8. Third-Party Integrations & Affiliates

CollectorOps presents contextual affiliate links (such as protective accessories) tailored to your asset categories. Clicking these links may place a referral cookie on the affiliate provider's domain. CollectorOps never shares your underlying physical portfolio metadata, valuations, or personal identity with affiliate networks.