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With this privacy statement, we, Docoloc UG (haftungsbeschränkt) & Co. KG, explain what data we collect when you use our websites and services and how we process it. The purpose of data processing is to operate our websites, carry out our plagiarism searches and fulfill our contractual obligations to our customers. We collect and process your data solely for this purpose. We do not pass on your data to third parties or utilise it in any other way. If you have any questions about our data processing, please feel free to contact us by email at privacy@docoloc.de. For further contact details, please refer to our legal notice.
According to the General Data Protection Regulation (GDPR), personal data is “any information concerning an identified or identifiable natural person”. Below, we list which data is processed by Docoloc, how long it is stored, and the legal basis for this processing. While not all of this data is personal (e.g., documents to be reviewed), it is still treated strictly confidential by Docoloc and is therefore listed here.
When you visit our website, personal data is already being processed. In order for our website to be displayed on your device, your IP address and information about your browser and device must be processed.
To protect our systems and the data processed, it is necessary to log all access to our website. We also use this logging to detect and correct errors on our pages. This ensures that data is processed correctly and confidentially. We log the IP address of your device, information about the operating system and browser used, the time of access, the URL accessed and, if applicable, the URL of the referring website. The IP address is stored on our systems for a maximum of 7 days and then deleted. The remaining data no longer contains any personal references.
In addition, we use Matomo (formerly Piwik) software to evaluate your activities on our website. The above-mentioned information is also processed in this context. However, the IP address is only stored incompletely, so that no personal reference is possible. You have the option of restricting this logging of your activities on our website by making the appropriate settings in your browser (‘Do Not Track’).
This processing serves, on the basis of Art. 6 (1) (f) GDPR, to protect our interest in the proper operation of our website and to defend against unauthorized attacks on our systems by third parties.
To use the Docoloc plagiarism search, you must create a user account on our website. A small amount of data such as name, email address, institution, location, user ID and password is collected and processed. Your name, institution and location are provided for informational purposes only. When using a single sign-on connection, no password is required. Docoloc cannot be used without providing a valid email address and user ID.
To activate your user account with a valid user license, you must enter a valid license key or have your account activated by an authorized representative of the license holder. The activation of your user account with a license can be revoked at the request of an authorized representative of the license purchaser.
The processing of this data is necessary for the provision of our plagiarism search service and is carried out on the basis of Art. 6 (1) (b) GDPR.
Your data will be stored indefinitely for as long as your user account exists. If you wish to delete your user account, please send us an email to privacy@docoloc.de.
In addition, we reserve the right to delete your user account from our systems after more than 36 months of inactivity.
A license must be purchased in order to make full use of the Docoloc plagiarism search. The data to be provided for this purpose is collected and processed by us exclusively for the purpose of fulfilling the contract agreed with you. Without providing this data, it is not possible to conclude a contract, and therefore the legal basis for this processing is Art. 6 (1) (b) GDPR.
The data of a license is stored at least as long as the associated customer relationship exists or as long as required by statutory retention and archiving obligations.
As a user of our plagiarism search, you send us text documents to be checked, which we process in accordance with the existing agreement. These documents contain highly sensitive data, which we treat as confidential. We do not utilise this data for any other purpose, nor do we store this data beyond the completion of the plagiarism search.
Documents to be checked are deleted by Docoloc immediately after successful completion of the plagiarism search. The Docoloc report, which is then stored in the customer account, also contains the entire text of the document and can be downloaded by the user and deleted from the user account. Docoloc does not create any further copies of this report. Docoloc reports remaining in the user account are automatically deleted after 60 days. The period of automatic deletion can be adjusted or deactivated by the user. If a user account is not used for more than 12 months, all documents and Docoloc reports that may still be in the account are automatically deleted.
We log every use of the plagiarism search. We store the time of the check, the size of the document, the file name and statistical information on the number of checked and found fragments. This data is linked to your user account and the associated license. This information is required in order to be able to check the scope of use agreed in the license agreement. Data processing is therefore also carried out on the basis of Art. 6 (1) lit. b) GDPR.
If you send us a message by e-mail or by using a contact form, it will be processed and stored on our systems. In addition to the content of the message, your e-mail address and name will also be processed so that we can reply to you. If your message relates to an existing or future license, the statutory retention obligations apply and we process your messages on the basis of Art. 6 (1) lit. f) GDPR. For all other messages, it is in our interest to reply to your message, so that processing is carried out in accordance with Art. 6 (1) lit. f) GDPR.
All data processing takes place on servers that are administered by us. These servers are rented as dedicated servers from various hosting providers. When selecting suitable providers, we strictly ensure that the rented servers are operated in secure data centers in Germany. Unauthorized access to the servers is prevented by the hosting providers through appropriate security measures.
The data we collect and process is not passed on to third parties unless we are obliged to do so for legal reasons.
To ensure the confidentiality of your data, we offer our website and our plagiarism search exclusively via encrypted connections. This significantly reduces the possibility of data being read during transmission from you to our servers. Confidential data is stored exclusively in encrypted form on our servers, so that confidentiality is maintained even if defective data carriers are replaced.
For the plagiarism search, short text fragments of a text to be checked are searched for using an Internet search engine. To do this, these text fragments must be transferred to the search engine. However, it is not possible to reconstruct the text being examined from these text fragments, as the fragments do not cover the entire text. In addition, the search fragments of a text are always transmitted to the search engine together with search fragments from other texts in random order. The search engine therefore does not know which text a fragment belongs to, making it impossible to assign and reconstruct it.
To protect against data loss, automatic backups of our systems are regularly created and stored. These backups also contain the above-mentioned data processed by us. The data backups of the contents of our user accounts are deleted after 7 days at the latest. All other backups will be stored by us for a maximum of 12 months.
You have the right to obtain information about the data we have stored about you. You can contact us at any time to request this information. Please refer to our legal notice for our full contact details or send us an email at privacy@docoloc.de.
In addition, you have the right to correct, delete or restrict the processing of personal data within the framework of legal requirements. You also have the right to object to the processing and the right to data portability, provided this is legally possible.
You also have the right to complain to a supervisory authority about the processing of personal data by Docoloc UG (haftungsbeschränkt) & Co. KG. You can do this, for example, at the supervisory authority responsible for us:
Die Landesbeauftragte für den Datenschutz Niedersachsen
Prinzenstraße 5
30159 Hannover
Website with further contact information: www.lfd.niedersachsen.de
Where necessary, we will amend this privacy statement accordingly in the event of changes or additions to our website and our services. The current version can be found at any time on our website at www.docoloc.de/datenschutz.hhtml.
Last update: 09.10.2025
Docoloc UG (haftungsbeschränkt) & Co. KG has its business processes regularly audited by external data protection experts to ensure compliance with legal requirements and regulations.
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