Privacy Policy

Status: September 9, 2026

1. Controller

The controller for the processing of personal data within the meaning of the General Data Protection Regulation (GDPR) is:

Jannis Kilikowski
trading as DEFINED MOTION
Am Damm 1
24983 Handewitt
Germany

Email: contact.definedmotion@gmail.com
Phone: +49 15679 819303

2. General Information

DEFINED MOTION operates an online shop for digital products, particularly PDF training plans, nutrition guides, and other digital guides. Our sales offering is exclusively aimed at customers in member states of the European Union. No physical goods are shipped.

This privacy policy explains which personal data we process when you visit our shop, place an order, download digital content, use a customer account, subscribe to our newsletter, submit a review, or contact us.

Personal data is information relating to an identified or identifiable natural person.

3. Legal Bases

We process personal data particularly on the following legal bases:

  • Art. 6 (1) (a) GDPR: Consent, particularly for the newsletter and for analysis or marketing measures requiring consent.

  • Art. 6 (1) (b) GDPR: Performance of pre-contractual measures and fulfillment of contracts.

  • Art. 6 (1) (c) GDPR: Fulfillment of legal obligations, particularly proof and retention obligations.

  • Art. 6 (1) (f) GDPR: Safeguarding legitimate interests, particularly in secure shop operation, in processing general inquiries, and in defending against misuse and legal claims.

Insofar as we rely on legitimate interests, we consider your interests, fundamental rights, and freedoms.

4. Data Categories and Data Sources

Depending on your usage, we process in particular:

  • Contact details: Name, email address, billing address, and, if applicable, phone number.

  • Account data: Customer ID, login information, language settings, and order history.

  • Order data: Products, shopping cart contents, order number, order date, payment status, refunds, and complaints.

  • Payment information: Payment method, transaction identifiers, and, if applicable, truncated payment identifiers.

  • Download information: provided content, download access, and technical information for provision.

  • Declaration and proof data: Consents, newsletter subscriptions, and withdrawal declarations.

  • Communication data: Messages and voluntarily submitted attachments.

  • Technical data: IP address, browser, operating system, device information, access times, and cookie identifiers.

  • Review data: Review text, star rating, published name or pseudonym, and voluntary images or videos.

We receive data directly from you, automatically when operating our shop, and from Shopify, payment providers, and the service providers used for the respective service.

5. Shopify and Technical Shop Operation

Our online shop is operated via Shopify. Shopify International Limited, Ireland, is generally responsible for platform services in the European Economic Area.

Shopify primarily provides hosting, shopping cart, checkout, customer accounts, and order management. In doing so, the contact, account, order, payment status, and technical usage data required for these functions are processed.

Legal bases are Art. 6 (1) (b) GDPR for contract execution and Art. 6 (1) (f) GDPR for secure and reliable operation.

When providing the shop platform, Shopify processes data generally as a processor. For certain of its own consumer services and extended services, Shopify processes data under its own responsibility.

For our shop, the European Union is specified as the primary hosting location. However, processing by affiliated companies or service providers outside the EU is not entirely excluded.

Further information:

https://www.shopify.com/legal/privacy/consumers

https://www.shopify.com/legal/dpa

6. Shopify Network Intelligence

Shopify Network Intelligence is enabled in our shop.

Shopify processes data about visits, interactions, and purchases in our shop to provide extended services. This information can be combined with data from interactions with other merchants and with Shopify.

The extended services include in particular analytics, personalization, product and feature improvement, and advertising services. Customer IDs, contact, device, usage, and transaction data, as well as privacy preferences, may be affected.

In these extended processing operations, Shopify acts as an independent controller according to its respective terms.

Insofar as we provide data for analysis, personalization, or advertising purposes requiring consent, your consent according to Art. 6 (1) (a) GDPR is the legal basis. For access to your terminal device requiring consent, § 25 (1) TDDDG additionally applies.

Your decisions in the Shopify cookie banner are taken into account via the Shopify privacy functions. You can change your settings via the cookie settings offered in the shop.

Information about processing by Shopify and the exercise of your rights can be found at:

https://www.shopify.com/legal/privacy/consumers

https://privacy.shopify.com/en

7. Access Data, Cookies, and Privacy Settings

When you visit our shop, technical data such as IP address, access time, pages accessed, browser and device information, and information about errors or security events are processed.

This processing serves to provide the website, troubleshoot errors, and protect against misuse. The legal basis is Art. 6 (1) (f) GDPR.

We use Shopify's cookie banner to record and manage your privacy decisions.

Technically necessary cookies and similar technologies enable, in particular, the shopping cart, checkout, login, security functions, and the storage of your language and privacy decision.

Insofar as the storage or retrieval of information is absolutely necessary for an expressly requested service, it is based on § 25 (2) No. 2 TDDDG. The subsequent processing of personal data is based on Art. 6 (1) (b) or (f) GDPR, depending on the purpose.

Non-essential cookies and comparable technologies for analysis, personalization, or marketing require prior consent. Legal bases are § 25 (1) TDDDG and Art. 6 (1) (a) GDPR.

You can change or withdraw your consent at any time with future effect via the cookie settings.

We currently have no own advertising pixels from Meta, TikTok or Pinterest and no own integration of Google Analytics or Google Ads. The Shopify functions described in this statement are independent of this.

8. Customer Accounts and Orders

For the setup and use of a customer account, we process, in particular, your email address, customer ID, login information, and order history.

When placing an order, we process the necessary contact, billing, product, and transaction data. This serves to process your order, payment, provide digital content, and process customer inquiries, cancellations, and complaints.

The legal basis is Art. 6 (1) (b) GDPR. We fulfill legal documentation and retention obligations based on Art. 6 (1) (c) GDPR.

You can request the deletion of your customer account. Legally required documents remain unaffected.

9. Payment Processing

For payment processing, we use Shopify Payments and the payment services you selected during checkout, such as PayPal.

For this purpose, especially name, billing data, order amount, payment method, transaction information, and, if applicable, technical security data are processed.

Complete card or access data is generally processed directly by the respective payment service. We receive, in particular, the information required for allocation and confirmation of payment.

The legal basis is Art. 6 (1) (b) GDPR. Measures to prevent fraud can be based on Art. 6 (1) (f) GDPR.

Payment providers partly process data under their own responsibility, particularly for fulfilling their own legal obligations and for security and, if applicable, credit checks.

Further information on PayPal:

https://www.paypal.com/de/legalhub/paypal/privacy-full

For other selected payment services, their privacy information provided during the payment process additionally applies.

10. Provision of Digital Content with Fileflare

We use Fileflare for the provision and security of digital downloads. The provider is Kestrel Commerce, LLC, USA.

In doing so, customer and order identifiers, name, email address, purchased products, and technical access and download information are processed. This may include IP address, browser information, and access times.

The processing is carried out for the provision of the purchased digital content according to Art. 6 (1) (b) GDPR.

The protection against unauthorized access and misuse is based on Art. 6 (1) (f) GDPR. Our legitimate interest lies in protecting the provided content and proper contract fulfillment.

Further information:

https://fileflare.io/legal/privacy/

11. Documentation of Download Consent

Before checkout and before download, we record your declaration regarding the early provision of digital content and your acknowledgement of the associated loss of the right of withdrawal.

For the checkbox before checkout, we use "TC Term and Condition Checkbox" by Gm infotech inc. The additional download checkbox is provided via Fileflare.

The declaration made and the data required for its allocation to the order or provision are processed. Insofar as the applications record proof data, these are also used for documentation.

Legal bases are Art. 6 (1) (b) and (c) GDPR and, insofar as processing is necessary for the enforcement or defense of claims, Art. 6 (1) (f) GDPR.

This declaration concerns the provision of digital content. It is not consent for advertising or for any further use of your personal data.

Provider information for the checkout app:

https://apps.shopify.com/terms-and-condition-checkbox

12. Electronic Withdrawal Function

We provide an electronic withdrawal function via an app from 401layers UG (haftungsbeschränkt).

When you use it, we process in particular your name, email address, order details and the affected contract, the content of your declaration, and the date and time of receipt.

The processing serves to receive, confirm, process, and document your withdrawal.

Legal bases are Art. 6 (1) (b) and (c) GDPR. Any necessary retention for the enforcement or defense of legal claims may be based on Art. 6 (1) (f) GDPR.

13. GemPages and Translations

We use GemPages by GemCommerce for the design of our shop pages and forms.

When accessing corresponding content, technical information such as IP address, browser and device information may be processed. For forms, the data you enter will also be processed.

Processing for technical page display is based on Art. 6 (1) (f) GDPR. Our interest lies in a functional and clearly designed shop. For contract-related inquiries, Art. 6 (1) (b) GDPR applies.

Newsletter subscriptions via the GemPages newsletter form are transmitted to Shopify. The following newsletter regulations apply to this.

Further information:

https://gempages.net/pages/privacy

We use Shopify Translate & Adapt to manage translated shop content. Your language and region settings are used within the Shopify platform to display the appropriate shop version.

14. Newsletter

You can subscribe to our email newsletter with news and offers regarding DEFINED MOTION and our digital products.

Registration takes place via a form integrated into our shop. We use the double opt-in procedure: You will receive an email with a confirmation link. Only after your confirmation will the newsletter registration be completed.

We process your email address and the necessary registration and confirmation data. Management and dispatch are carried out via Shopify Messaging.

The legal basis for sending the newsletter is your consent according to Art. 6 (1) (a) GDPR. Registration is not a prerequisite for purchasing our products.

You can withdraw your consent at any time with future effect, in particular via the unsubscribe link in each newsletter email or by sending a message to contact.definedmotion@gmail.com.

Necessary registration and unsubscription proofs may additionally be stored to a limited extent, insofar as this is necessary to fulfill proof obligations or to defend against claims.

Evaluation of the Newsletter

Email open tracking is disabled. Shopify Messaging still provides metrics on delivery, link clicks, unsubscribes, and spam reports. Click data can be assigned to individual recipients.

We process technical delivery information and unsubscribes, as far as necessary, for reliable delivery and to observe your unsubscription. Legal bases are Art. 6 (1) (f) or (c) GDPR.

A personalized evaluation of link clicks for analysis and optimization purposes is only carried out on the basis of consent granted for this purpose in accordance with Art. 6 (1) (a) GDPR. It serves to understand interest in newsletter content. This consent can be revoked at any time with future effect by sending us a message.

15. Reviews with Loox

We use Loox for the management and display of product reviews.

When submitting a review, we process in particular the review text, star rating, name or pseudonym, email address, the affected product, and, if applicable, order information. Voluntarily provided images or videos may also be processed.

The information marked as public will be published in the shop. Your email address will not be published as part of your review.

The publication of your voluntarily submitted review is based on your consent according to Art. 6 (1) (a) GDPR. The review for misuse and technical administration are carried out, if necessary, according to Art. 6 (1) (f) GDPR. Our interest lies in reliable reviews and protection against abusive content.

Review requests via email require a corresponding legal permission.

Provider information:

https://loox.app/

16. Contacting Us

If you contact us by email, phone, or via a form, we process your contact details and the content of your inquiry.

For contract-related inquiries, Art. 6 (1) (b) GDPR is the legal basis. We process general inquiries based on Art. 6 (1) (f) GDPR. Our interest lies in proper communication.

Our contact email address is provided via Gmail by Google. In doing so, sender and recipient addresses, message content, attachments, and technical transmission information are processed.

Further information:

https://policies.google.com/privacy?hl=de

Please only provide us with the information necessary for your inquiry and, if possible, no health data.

17. Recipients and International Data Transfers

We share personal data with the service providers named in this statement to the extent necessary for the described purposes and where a legal basis exists.

Further recipients may include IT service providers, legal and tax advisors, as well as authorities or courts, to the extent required by law or necessary to protect legitimate interests.

Service providers and their subcontractors may process data outside the European Union or the European Economic Area. This also applies if you reside within the EU and the primary hosting location of our shop is in the EU.

For third-country transfers, the requirements of Art. 44 et seq. GDPR apply. Depending on the recipient, this particularly includes applicable adequacy decisions of the European Commission or appropriate safeguards such as EU standard contractual clauses.

For transfers to US companies based on the EU-US Data Privacy Framework, the specific recipient must be certified accordingly, and the processing must be covered by the scope of certification.

You can request information on the safeguards used for a specific transfer and how to obtain corresponding documents by contacting contact.definedmotion@gmail.com.

18. Storage Duration

We store data only as long as it is necessary for the respective purposes or if legal retention obligations exist.

  • Order and Provisioning Data: for contract fulfillment and the duration of an agreed further access to digital content.

  • Invoices and Business Records: according to the respective applicable statutory retention periods.

  • Customer Account Data: until account deletion or the cessation of the purpose, provided no other reasons for retention exist.

  • Newsletter Data: for sending until unsubscription. Required consent records may be stored for a limited period beyond this.

  • Consent-based Analysis Data: only as long as consent exists and the data is needed for the specifically stated analysis purpose; subsequently, it will be deleted or effectively anonymized, unless another legal basis requires further storage.

  • Contact and Complaint Data: until final processing and, if necessary, until the expiry of relevant retention or limitation periods.

  • Reviews: until removal or cessation of the legal basis, provided no other legal reasons for storage exist.

If data is retained exclusively due to legal obligations, its use will be restricted to the necessary purposes.

19. Necessity of Data Provision

We require the data marked as mandatory in the order process for the execution of the order and the provision of digital content. Without this information, we may not be able to conclude or fulfill the contract.

Additional voluntary information, newsletter registrations, and reviews are not required for a purchase.

20. Automated Decisions

We do not make any solely automated decisions within the meaning of Art. 22 GDPR that produce legal effects concerning you or similarly significantly affect you.

Payment providers may conduct their own automated security or credit checks. Information on this can be obtained from the respective provider.

21. Your Rights

Subject to legal requirements, you have the following rights:

  • Right of access according to Art. 15 GDPR;

  • Right to rectification according to Art. 16 GDPR;

  • Right to erasure according to Art. 17 GDPR;

  • Right to restriction of processing according to Art. 18 GDPR;

  • Right to data portability according to Art. 20 GDPR;

  • Right to object according to Art. 21 GDPR;

  • Right to withdraw consent according to Art. 7 para. 3 GDPR;

  • Right to lodge a complaint with a data protection supervisory authority according to Art. 77 GDPR.

The withdrawal of consent applies to the future. The lawfulness of processing carried out until then remains unaffected.

Right to Object

If we process data based on Art. 6 para. 1 lit. f GDPR, you can object at any time for reasons relating to your particular situation.

You can object to the processing of your data for direct marketing purposes at any time without giving reasons. This also applies to profiling related to such direct marketing.

To exercise your rights, a message to the following is sufficient:

contact.definedmotion@gmail.com

If there are reasonable doubts about your identity, we may request necessary additional information to confirm your identity.

22. Right to Complain

You can lodge a complaint with a data protection supervisory authority, in particular in the Member State of your habitual residence, place of work, or place of the alleged infringement.

The supervisory authority responsible for our company's registered office is:

Unabhängiges Landeszentrum für Datenschutz Schleswig-Holstein
Holstenstraße 98
24103 Kiel
Germany

Email: mail@datenschutzzentrum.de
Website: https://www.datenschutzzentrum.de/

23. Minors

Our digital content may also be aimed at young people. The processing of personal data is governed by the respective applicable legal requirements.

Where the consent of the legal guardian is required for consent-based online services, this must be obtained. The conditions for a valid purchase contract are to be assessed separately.

If you have any indications of unlawful processing of minors' data, please contact us so that we can investigate the matter.

24. Data Security and External Links

We implement appropriate technical and organizational measures to protect personal data. This includes, in particular, encrypted data transmissions and access restrictions.

Our shop may contain links to external websites or social media profiles. When accessing these offers, the data protection information of the respective operators applies.

25. Changes and Contact

We will update this privacy policy if our processing operations, services used, or legal requirements change.

For data protection inquiries, you can reach us at:

Jannis Kilikowski – DEFINED MOTION
Am Damm 1
24983 Handewitt
Germany

Email: contact.definedmotion@gmail.com
Phone: +49 15679 819303