Legal and Data Privacy

Privacy Notice

Responsible for the data processing in connection with the website www.optimal-systems.de is OPTIMAL SYSTEMS GmbH, Cicerostraße 26, 10709 Berlin, Germany, e-mail: info@optimal-systems.de, Tel.: +49 30 895708-0. You can contact our data protection officer at adv@optimal-systems.de.

1. Automatically generated website visitor information

We collect information and data that is automatically transmitted or generated by your browser each time you visit our website. Such information includes the IP address, the URLs of the site you visited before accessing our website (“referrer”), the browser used, the browser language, the operating system and user interface, the access device used, date and time of your access, the pages viewed on our website, and the time you spend on the website. Such data is stored for a period of 7 days and deleted automatically thereafter. Legal basis for the processing of such log data is Art. 6(1)(f) GDPR due to our following legitimate interest:

• to facilitate your access to and visit of the website,
• to improve our website and services and adapt them to the needs of our users,
• to perform internal quality checks,
• to detect, eliminate, and prevent errors, malfunctions, and possible misuse,
• to create statistics on access channels and the use of our website.

2. Contacting us

2.1 Contact forms

You can contact us via contact forms on our website, by e-mail or by telephone. In this context, we process your data to communicate with you and to process your request.

The legal basis for data processing is Art. 6 (1)(b) GDPR, insofar as your data are required to answer your inquiry or to initiate or execute a contract, otherwise Art. 6 (1)(f) GDPR based on your and our legitimate interest in answering your inquiry. If necessary, we will forward your request to other companies in the OPTIMAL SYSTEMS group of companies to answer it.

The data collected by us will generally be deleted by us after your inquiry has been fully processed, unless it is required for other purposes (e.g., to implement the contractual relationship if a contract is concluded). Insofar as these are business letters within the meaning of commercial or tax law, we retain the correspondence for the periods specified by law (generally six years).

If you apply for a job with us, you can find the data protection information for applicants here:

https://www.optimal-systems.de/impressum-und-datenschutz/#datenschutz-bewerber

2.2 Newsletter

You can subscribe to our newsletter on our website to receive regular e-mail updates on products, services and other news from the OPTIMAL SYSTEMS group of companies. You can find the companies of the OPTIMAL SYSTEMS Group here: https://www.optimal-systems.de/kontakt#kontakt

In this case, we will use the contact details you provide to send you the newsletter by e-mail. The data processing is based on Art. 6 (1)(a) GDPR on the basis of your consent.

We use a double opt-in procedure to subscribe to our newsletter, i.e., after you have registered for the first time, you will receive a notification e-mail in which you must click on a link to confirm that you are actually the owner of the e-mail address provided. If you confirm your e-mail address, we will store your details from the registration form, in particular your name and e-mail address, until you unsubscribe from the newsletter.

In order to determine when our e-mails are opened and how they are used, we record and analyze the interactions with the newsletter and the resulting access data (e.g., opening rate or click rate) using standard market technologies provided to us by our mailing service providers. For this purpose, our e-mails contain so-called web beacons, i.e., small graphic files (“pixels”) that make contact with our web server when the e-mail is opened. This enables us to determine whether and when an e-mail has been opened. We also find out which of the links contained in the e-mails are clicked on. We use this access data for the continuous improvement of our offer, our content and customer communication as well as for statistical purposes. We also use the information to better understand which content and products are of interest to newsletter subscribers so that we can present you with content that is as relevant to you as possible in the future. If you do not want this analysis of usage behavior, you can unsubscribe from the newsletter or deactivate graphics in your e-mail program by default. The legal basis is your consent in accordance with Art. 6 (1)(a) GDPR.

3. Cookies, analysis and tracking

We use cookies, web beacons and suchlike when you visit our websites or use our services.

Cookies are small text files that are stored by your browser on your computer or mobile device and which allow re-identification of your computer or mobile device, potentially across numerous websites. These cookies contain no personal data. Some of the cookies we use are deleted again upon expiry of the session, that is, when you close your browser (these are referred to as session cookies). Other cookies remain stored on your device and allow us, or our business partners to recognize your browser during subsequent visits (persistent cookies).

You may prevent cookies by configuring your browser software accordingly. However, please note that certain areas of the websites or certain services may then not work as intended.

Web beacons are small graphics files (pixels) that may be embedded in our website for the purposes of recording user behavior. Similar methods include, for example, HTML5 cookies or other local (browser or device) storage methods that—in a similar way to cookies—allow data to be saved to your browser or device so that your browser or device can be recognized during subsequent visits or during a session.

Some of our service providers may also use cookies, in particular for web analysis (see below). This is based on your consent, if you have given such consent via the cookie banner.

3.1 Legal bases

We use tools and cookies necessary for the operation of the website (Sec. 3.2) on the basis of your and our legitimate interest pursuant to Art. 6 (1)(f) GDPR in the operation of the website and pursuant to § 25 (2) No. 2 TDDDG.

We use other tools, in particular for analysis and marketing purposes (Section 3.3), on the basis of your consent in accordance with Art. 6 (1)(a) GDPR and § 25 (1) TDDDG, which is obtained via the cookie banner (see below).

Where other legal bases apply to individual tools or processes, this is expressly stated below.

You can revoke or adjust your consent at any time using the privacy trigger button at the bottom left of each page.

You can find more information on the cookies used (including e.g., storage periods) in the consent management tool (Sec. 3.2.1).

3.2 Necessary tools and cookies

3.2.1 Cookie banner/consent management

For the purpose of consent management, we use a consent management tool (“CMT”), which is also used to display the cookie banner.

When you visit our website, a cookie is set by our CMT, which is used to store the consents given for the individual services and to control the corresponding activation or deactivation of the respective functionalities.

The CMT is used to obtain the necessary consent and to document it in accordance with our obligation to provide evidence. The legal basis is Art. 6(1)(c) GDPR.

The data collected is stored until you delete the cookie.

3.2.2 Google Tag Manager

We use the Google Tag Manager of Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland. The Tag Manager is used to manage tracking tools and other services, so-called website tags. The Google Tag Manager does not require the use of cookies. The legal basis is our legitimate interest in integrating and managing several tags on our website in an uncomplicated manner in accordance with Art. 6(1)(f) GDPR.

3.2.3 Language settings

We use a cookie to remember your language setting.

3.3 Analytics and marketing tools

3.3.1 Google Analytics

We use Google Analytics, a web analytics service provided by Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland ("Google").

Google Analytics uses cookies and similar technologies to analyze and improve our website based on your user behavior. Google will process the information obtained for the purpose of evaluating your use of the website, compiling reports on website activity for us and providing other services relating to website activity and internet usage. By analyzing which features our visitors use, how often they use them and which pages they visit, we can better understand what our visitors find useful. With this information, we can design more relevant experiences and guide business decisions. Details about the technologies used by our visitors (e.g., app, operating system or browser version) can help us to identify and solve technical problems. The data collected in this context may be transferred by Google to a server in the USA for analysis and stored there.

We have concluded a data processing agreement with Google for the use of Google Analytics.

In particular, the following data is processed by Google Analytics: anonymized IP address; referrer URL (previously visited page); pages accessed (date, time, URL, title, duration of visit); links to other websites clicked on; if applicable, achievement of certain goals (conversions); technical information: operating system; browser type, version and language; device type, brand, model and resolution; approximate location (country and, if applicable, city, based on anonymized IP address), device information (e.g., also advertising ID), location information (e.g., city). If you have consented to this and are logged into your Google account when you visit our site and have activated personalized advertising, Google may also compile anonymized statistics for us based on your account data (“Google signals”).

You can find more information in Google's data protection information (https://support.google.com/analytics/answer/6004245?hl=de).

3.3.2 Google Ads

We use Google Ads, a service provided by Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland.

Google Ads uses “conversion tracking” to record and analyze visitor actions defined by us (such as sending a contact form, page views, downloads) in order to determine the effectiveness of our advertising campaigns. We use “Remarketing” to show you individualized, relevant advertising messages for our products on Google partner websites. Both services use cookies and similar technologies for this purpose. Google also receives the data listed under Sec. 1 when you access a page.

We also use the “Extended Conversions” of Google Ads. We transfer data from contact forms (e.g., e-mail addresses) to Google in anonymized, hashed form. Google may be able to relate this data to your existing Google account. In this case, we may receive further anonymized statistical data from Google based on your account data and activities in connection with our advertising and our website. This improves the accuracy of conversion tracking.

The data collected in this context may be transferred by Google to a server in the USA for analysis and stored there.

We have concluded a data processing agreement with Google for the use of Google Ads.

If you use a Google account, Google may link your web and app browsing history to your Google account and use information from your Google Account to personalize ads, depending on the settings stored in your Google account. If you do not want this association with your Google account, you must log out of Google before visiting our website.

3.3.3 Microsoft Clarity

Our website uses the analytics service “Clarity” provided by Microsoft Ireland Operations Limited, One Microsoft Place, South County Business Park, Leopardstown, Dublin 18, Ireland.

Clarity does not use cookies or similar technologies. In addition to the data listed under Sec. 1, information about website interaction (e.g., clicks, mouse movements, scroll heights) is collected when the page is accessed. Your form entries are not recorded by Clarity. We receive aggregated data on the technologies used (device, operating system, browser) and the total number of page views. In addition, we receive anonymous insight into interactions in the form of heat maps, the number of clicks on links and information about mouse movements and clicks.

The legal basis is our legitimate interest in analysing visitor behavior in order to optimize the design of our website in accordance with Art. 6 (1)(f) GDPR.

We have concluded a data processing agreement with Microsoft for the use of Clarity.

3.3.4 Measuring success in contact forms

To measure the success of our advertising campaigns, we may use functionalities on pages with contact forms in which your form input is enriched with information from the URL of the websites from which you came to our websites (“referrer URL”). If you have reached our contact form via an advertisement, this information contains, for example, a campaign ID (“utm” parameter). This allows us to see which advertising campaign brought you to our website. No data is transmitted to third-party providers and no cookies are used. The legal basis is our legitimate interest in measuring the success of our advertising campaigns in accordance with Art. 6 (1)(f) GDPR.

3.3.5 LeadLab

Our website uses the “LeadLab” pixel-code technology of WiredMinds GmbH, Lindenspürstraße 32, 70176 Stuttgart, Germany, to analyze visitor behavior. This involves processing the IP address of visitors. Processing is carried out exclusively for the purpose of determining company-relevant information such as the visitor's company name on the basis of the IP address. IP addresses of natural persons are excluded from further use (whitelist procedure). The IP address is not stored permanently. Cookies are not used.

On the basis of this information, anonymous user profiles are created relating to visitor behavior on our website. The data obtained is not used to personally identify visitors to our website.

The legal basis is our legitimate interest in analyzing visitor behavior in accordance with Art. 6 (1)(f) GDPR.

3.3.6 LinkedIn Insight Tag

We use the “LinkedIn Insight Tag” of LinkedIn Ireland Unlimited Company, Wilton Place, Dublin 2, Ireland. The data mentioned under Sec. 1 about your website visit is transmitted to LinkedIn. LinkedIn also sets a cookie. This enables us to statistically evaluate the use of our website and is used for conversion tracking, i.e., we learn whether and via which of our ads on LinkedIn or other interactions on LinkedIn you have come to our website. This allows us to optimize our advertising campaigns. If you are a LinkedIn member, LinkedIn can relate this data to your LinkedIn account and use this information to personalize ads, among other things. As a LinkedIn member, you can control the use of your data for advertising purposes in your LinkedIn account settings. We have concluded a data processing agreement with LinkedIn for the use of the Insight Tag.

Further information on data processing by LinkedIn can be found here: https://www.linkedin.com/help/linkedin/answer/a420536/linkedin-conversion-trackingubersicht

3.3.7 Facebook Pixel

We use the Facebook Pixel of Meta Platforms Ireland Limited, 4 Grand Canal Square, Dublin 2, Ireland (“Facebook”).

The Facebook Pixel automatically collects and stores data (IP address, time of visit, device and browser information as well as information about your use of our website based on events specified by us, such as visiting a subpage), from which usage profiles are created using pseudonyms. For this purpose, a cookie is automatically set by the Facebook Pixel when you visit our website, which automatically enables your browser to be recognized by means of a pseudonymous identifier when you visit other websites. Facebook will merge this information with other data from your Facebook account and use it to compile reports on website activity and to provide other services related to website activity, in particular personalized and group-based advertising. We have no influence on data processing by Facebook and only receive statistics generated on the basis of Facebook Pixel.

As part of Facebook Analytics, the statistics generated via Facebook Pixel enable us to analyze visitor activity on our website. This serves to optimize the presentation and marketing of our website.

The information automatically collected by Facebook technologies about your use of our website is usually transferred to a Facebook server in the USA and stored there. Our cooperation is based on standard data protection clauses of the European Commission. Data processing is carried out on the basis of joint controller agreement in accordance with Art. 26 GDPR. Further information about data processing by Facebook can be found in Facebook's privacy policy: https://de-de.facebook.com/policy.php.

3.3.8 Microsoft Advertising conversion tracking

Our website uses conversion tracking provided by Microsoft Ireland Operations Limited, One Microsoft Place, South County Business Park, Leopardstown, Dublin 18, Ireland.

This is done to determine the effectiveness of our advertising campaigns. Microsoft uses cookies and similar technologies for this purpose. This involves processing data on user behavior, including visitor origin (i.e., the respective ad) and page views. Microsoft also receives the data listed in Sec. 1 when a page is accessed.

We have concluded a data processing agreement with Microsoft for the use of conversion tracking.

3.3.9 SalesViewer® Tracking

This website uses SalesViewer® technology provided by SalesViewer® GmbH to collect and store data for marketing, market research and optimization purposes on the basis of the website operator's legitimate interests (Art. 6 (1)(f) GDPR). For this purpose, a javascript-based code is used to collect company-related data and the corresponding use. The data collected using this technology is encrypted using a non-reversible one-way function (known as hashing). The data is immediately pseudonymized and is not used to personally identify the visitor to this website. The data stored in the context of Salesviewer® is deleted as soon as it is no longer required for its intended purpose and the deletion does not conflict with any statutory retention obligations. You can object to the collection and storage of data at any time with effect for the future by clicking on this link Opt out to prevent the collection by SalesViewer® within this website in the future. An opt-out cookie for this website will be stored on your device. If you delete your cookies in this browser, you must click this link again.

3.3.10 Brevo Tracker

To gain insight into the efficiency of our newsletter and into our newsletter recipients' interests, we use Brevo Tracker from Sendinblue,

106 boulevard Haussmann, 75008 Paris, France. Brevo uses cookies to collect data on the pages you visit and your interactions with our website, which includes information on the pages you view, the amount of time you spend on each page, and the links you click (including links clicked on in newsletter e-mails). We use this data to analyze visitor behaviour for the aforementioned purposes.

We have concluded a data processing agreement with Brevo. The legal basis is your consent pursuant to Art. 6(1)(a) GDPR given via the cookie banner and upon subscription to our newsletter.

3.4 External content

3.4.1 YouTube videos

We have integrated YouTube videos into our website, which are stored on https://www.YouTube.com and can be played directly from our website. YouTube is a service provided by Google Ireland Ltd, Google Building Gordon House, Barrow Street, Dublin 4, Ireland. The videos are all integrated in “extended data protection mode”, i.e., no data about you as a user is transferred to YouTube if you do not play the videos. Only when you play the videos will the data mentioned below be transmitted. We have no influence on this data transfer.

When you play a video, Google receives the information that you have accessed the corresponding subpage of our website. In addition, the data mentioned under Sec. 1 is transmitted from your browser to Google. This occurs regardless of whether YouTube provides a user account through which you are logged in or whether no user account exists. If you are logged in to Google or YouTube, your data may be related directly to your account. We have no influence on the data collected and data processing operations, nor are we aware of the full extent of data collection, the purposes of processing or the storage periods. Further information on the purpose and scope of data collection and processing by YouTube can be found in Google's privacy policy: https://www.google.de/intl/de/policies/privacy.

4. Data recipients

In addition to the data recipients mentioned in Sec. 3, we may use third-party service providers, and disclose to such service providers personal data as required for the provision of the services. We use technical service providers in particular for the hosting and operation of the website and for spam and misuse prevention. If necessary, we will also make personal data available to these service providers in order to fulfill their activities. Of course, we also comply with all data protection regulations and oblige our service providers to do so where necessary. The service providers may only process the personal data on our behalf and not for their own purposes and must treat the data confidentially. To this end, we have concluded data processing agreements in accordance with Art. 28 GDPR.

Insofar as we use services whose providers are partly located in third countries outside the European Economic Area or process personal data there and the EU Commission has not issued an adequacy decision for these countries in accordance with Art. 45 GDPR, we have taken appropriate measures to ensure an adequate level of data protection for any data transfers. These include the standard contractual clauses of the European Union or binding internal data protection regulations. Where this is not possible, we base the transfer of data on your express consent.

If a transfer to a third country is planned and there is no adequacy decision or suitable guarantees, there is a risk that authorities in the respective third country (e.g., secret services) may gain access to the transferred data in order to collect and analyze it, and that the enforceability of your data subject rights cannot be guaranteed.

5. Rights of the data subject, right to lodge complaints, right to object

In addition to the right to revoke your consent given to us, if applicable, you have right to request access to (Art. 15 GDPR) and rectification (Art. 16 GDPR) or erasure (Art. 17 GDRP) of personal data or restriction of processing (Art. 18 GDPR), the right to object (Art. 21 GDPR) and the right to data portability (Art. 20 GDPR).

You have the right to lodge a complaint with a supervisory authority (Art. 77 GDPR).

Version: 12/2023