Preamble

With the following privacy policy, we would like to inform you about the types of your personal data (hereinafter also referred to as "data") that we process, for what purposes, and to what extent. This privacy policy applies to all processing of personal data carried out by us, both in the context of providing our services and, in particular, on our websites, in mobile applications, and within external online presences, such as our social media profiles (hereinafter collectively referred to as "online services").

The terms used are not gender-specific.

Date: 5. May 2023

Table of Contents

• Preamble
• Responsible
• Overview of processing activities
• Relevant legal bases
• Security measures
• Data processing in third countries
• Deletion of data
• Use of cookies
• Provision of the online service and web hosting
• Registration, login and user account
• Contact and inquiry management
• Web analytics, monitoring and optimization
• Plugins and embedded functions as well as content
• Changes and updates to the privacy policy
• Rights of data subjects

Responsible

Christian Kaatz

Email Address:

[email protected]

Imprint:

https://optize.de/en/imprint.html

Overview of processing activities

The following overview summarizes the types of data processed and the purposes of their processing, and refers to the data subjects.

Types of data processed

• Inventory data.
• Contact details.
• Content data.
• Usage data.
• Metadata, communication data and process data.

Categories of affected persons

• Communication partner.
• Users.

Purposes of processing

• Provision of contractual services and customer service.
• Contact requests and communication.
• Security measures.
• Range measurement.
• Managing and responding to inquiries.
• Feedback.
• Profiles containing user-related information.
• Provision of our online services and user-friendliness.
• Information technology infrastructure.

Relevant legal bases

Below you will find an overview of the GDPR legal bases on which we process personal data. Please note that in addition to the GDPR regulations, national data protection regulations may apply in your or our country of residence or establishment. Furthermore, should more specific legal bases apply in individual cases, we will inform you of these in the privacy policy.

• Consent (Art. 6 para. 1 sentence 1 lit. a) GDPR) - The data subject has given consent to the processing of his or her personal data for one or more specific purposes.
• Contractual performance and pre-contractual inquiries (Art. 6 para. 1 sentence 1 lit. b) GDPR) - The processing is necessary for the performance of a contract to which the data subject is a party or in order to take steps at the request of the data subject prior to entering into a contract.
• Legitimate interests (Art. 6 para. 1 sentence 1 lit. f) GDPR) - Processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data.

In addition to the GDPR's data protection regulations, national data protection regulations apply in Germany. These include, in particular, the Federal Data Protection Act (BDSG). The BDSG contains specific provisions regarding the right to information, the right to erasure, the right to object, the processing of special categories of personal data, processing for other purposes, and data transfers, as well as automated decision-making in individual cases, including profiling. Furthermore, it regulates data processing for employment-related purposes (§ 26 BDSG), especially with regard to the establishment, execution, or termination of employment relationships and the consent of employees. In addition, state data protection laws of the individual federal states may also apply.

Security measures

In accordance with legal requirements, taking into account the state of the art, the costs of implementation and the nature, scope, context and purposes of processing as well as the varying likelihood and severity of the threat to the rights and freedoms of natural persons, we implement appropriate technical and organizational measures to ensure a level of security appropriate to the risk.

These measures include, in particular, ensuring the confidentiality, integrity, and availability of data by controlling physical and electronic access to the data, as well as access to, input of, transfer of, and ensuring the availability and separation of the data. Furthermore, we have established procedures that guarantee the exercise of data subject rights, the deletion of data, and responses to data breaches. We also consider the protection of personal data during the development and selection of hardware, software, and processes, in accordance with the principles of data protection by design and by default.

TLS encryption (https): To protect the data you transmit via our online service, we use TLS encryption. You can recognize such encrypted connections by the prefix https:// in your browser's address bar.

Data processing in third countries

If we process data in a third country (i.e., outside the European Union (EU), the European Economic Area (EEA)) or if the processing takes place in the context of using third-party services or disclosing or transferring data to other persons, bodies or companies, this will only be done in accordance with legal requirements.

Subject to explicit consent or where transfer is required by contract or law, we only process or have data processed in third countries with a recognized level of data protection, contractual obligations through so-called standard contractual clauses of the EU Commission, in the presence of certifications or binding internal data protection regulations (Articles 44 to 49 GDPR, information page of the EU Commission: https://ec.europa.eu/info/law/law-topic/data-protection/international-dimension-data-protection_de ).

Deletion of data

The data we process will be deleted in accordance with legal requirements as soon as the consent to process it is withdrawn or other legal grounds for processing cease to apply (e.g., if the purpose for processing this data no longer exists or it is no longer necessary for that purpose). If the data is not deleted because it is required for other legally permissible purposes, its processing will be restricted to those purposes. This means the data will be blocked and not processed for any other purpose. This applies, for example, to data that must be retained for commercial or tax law reasons, or whose storage is necessary for the establishment, exercise, or defense of legal claims or for the protection of the rights of another natural or legal person.

Our privacy policy may also contain further information on the storage and deletion of data, which takes precedence for the respective processing activities.

Use of cookies

Cookies are small text files or other storage markers that store information on and read information from end devices. For example, they can be used to save login status in a user account, shopping cart contents in an online store, accessed content, or used functions of an online service. Cookies can also be used for various other purposes, such as improving the functionality, security, and user-friendliness of online services, as well as analyzing visitor traffic.

Information on consent: We use cookies in accordance with legal regulations. Therefore, we obtain prior consent from users unless legally required. In particular, consent is not necessary if the storage and reading of information, including cookies, is strictly necessary to provide users with a telemedia service (i.e., our online service) they have expressly requested. Strictly necessary cookies generally include those with functions that serve the display and operation of the online service, load balancing, security, the storage of user preferences and choices, or similar purposes related to providing the main and secondary functions of the online service requested by the user. The revocable consent is clearly communicated to users and includes information on the respective cookie usage.

Information on the legal basis for data protection: The legal basis for processing users' personal data using cookies depends on whether we request user consent. If users consent, the legal basis for processing their data is their explicit consent. Otherwise, data processed using cookies is processed based on our legitimate interests (e.g., in the efficient operation of our online services and improving their usability) or, if this occurs within the scope of fulfilling our contractual obligations, if the use of cookies is necessary to meet our contractual obligations. We explain the purposes for which we process cookies in this privacy policy or within the framework of our consent and processing procedures.

Storage duration:  The following types of cookies are distinguished with regard to storage duration:

• Temporary cookies (also known as session cookies):  Temporary cookies are deleted at the latest after a user leaves an online service and closes their device (e.g., browser or mobile application).
• Persistent cookies: Persistent cookies remain stored even after the user closes their device. This allows, for example, login status to be saved or preferred content to be displayed directly when the user revisits a website. Similarly, user data collected using cookies can be used for audience measurement. Unless we provide users with explicit information about the type and storage duration of cookies (e.g., when obtaining consent), users should assume that cookies are persistent and can be stored for up to two years.

General information on revocation and objection (opt-out): Users can revoke their consent at any time and also object to processing in accordance with the legal requirements of Article 21 GDPR. Users can also declare their objection via their browser settings, e.g., by deactivating the use of cookies (although this may also restrict the functionality of our online services). An objection to the use of cookies for online marketing purposes can also be declared via the websites https://optout.aboutads.info and https://www.youronlinechoices.com/ .

• Legal basis: Legitimate interests (Art. 6 para. 1 sentence 1 lit. f) GDPR); Consent (Art. 6 para. 1 sentence 1 lit. a) GDPR).

Further information on processing procedures, methods and services:

• Processing of cookie data based on consent: We use a cookie consent management process to obtain, manage, and revoke user consent for the use of cookies and the processing activities and providers mentioned within the cookie consent management process. The consent declaration is stored to avoid having to request it again and to be able to demonstrate consent in accordance with legal requirements. Storage can be server-side and/or in a cookie (so-called opt-in cookie, or using comparable technologies) to assign consent to a user or their device. Subject to individual information regarding the providers of cookie management services, the following applies: The storage period for consent can be up to two years. A pseudonymous user identifier is created and stored along with the time of consent, information on the scope of consent (e.g., which categories of cookies and/or service providers), and the browser, operating system, and device used. Legal basis: Consent (Art. 6 para. 1 sentence 1 lit. a) GDPR).

Provision of the online service and web hosting

We process user data to provide our online services. For this purpose, we process the user's IP address, which is necessary to transmit the content and functions of our online services to the user's browser or device.

• Types of data processed: Usage data (e.g. websites visited, interest in content, access times); meta, communication and procedural data (e.g. IP addresses, timestamps, identification numbers, consent status).
• Affected persons: Users (e.g., website visitors, users of online services).
• Purposes of processing: Provision of our online services and user-friendliness; Information technology infrastructure (operation and provision of information systems and technical equipment (computers, servers, etc.)); Security measures.
• Legal basis: Legitimate interests (Art. 6 para. 1 sentence 1 lit. f) GDPR).

Further information on processing procedures, methods and services:

• Provision of online services on our own/dedicated server hardware: For the provision of our online services, we use server hardware operated by us, as well as the associated storage space, computing capacity and software; Legal basis: Legitimate interests (Art. 6 para. 1 sentence 1 lit. f) GDPR).
• Collection of Access Data and Log Files: Access to our online services is logged in the form of so-called "server log files." Server log files may include the address and name of the accessed web pages and files, the date and time of access, the amount of data transferred, notification of successful access, browser type and version, the user's operating system, referrer URL (the previously visited page), and, as a rule, IP addresses and the requesting provider. Server log files may be used for security purposes, e.g., to prevent server overload (especially in the case of malicious attacks, so-called DDoS attacks), and to ensure server capacity and stability. Legal basis: Legitimate interests (Art. 6 para. 1 sentence 1 lit. f) GDPR). Data Deletion: Log file information is stored for a maximum of 30 days and then deleted or anonymized. Data that needs to be retained for evidentiary purposes is exempt from deletion until the respective incident has been fully resolved.
• Content Delivery Network: We use a Content Delivery Network (CDN). A CDN is a service that enables the faster and more secure delivery of online content, especially large media files such as graphics or program scripts, using regionally distributed servers connected via the internet; Legal basis: Legitimate interests (Art. 6 para. 1 sentence 1 lit. f) GDPR).

Registration, login and user account

Users can create a user account. During registration, users are informed of the required mandatory information, which is processed for the purpose of providing the user account based on contractual obligations. The processed data includes, in particular, login information (username, password, and email address).

When you use our registration and login functions, as well as your user account, we store your IP address and the time of each action. This storage is based on our legitimate interests, as well as those of our users, in protection against misuse and other unauthorized use. We do not generally share this data with third parties unless it is necessary to pursue our legal claims or we are legally obligated to do so.

Users can be informed via email about processes relevant to their user account, such as technical changes.

 

• Types of data processed: Inventory data (e.g. names, addresses); contact data (e.g. email addresses, telephone numbers); content data (e.g. entries in online forms); meta, communication and procedural data (e.g. IP addresses, timestamps, identification numbers, consent status).
• Affected persons: Users (e.g., website visitors, users of online services).
• Purposes of processing: Provision of contractual services and customer service; security measures; administration and response to inquiries; provision of our online services and user-friendliness.
• Legal basis: Contract performance and pre-contractual inquiries (Art. 6 para. 1 sentence 1 lit. b) GDPR); Legitimate interests (Art. 6 para. 1 sentence 1 lit. f) GDPR).

Further information on processing procedures, methods and services:

• Registration with pseudonyms: Users may use pseudonyms as usernames instead of their real names; legal basis: performance of a contract and pre-contractual inquiries (Art. 6 para. 1 sentence 1 lit. b) GDPR).
• User profiles are not public: User profiles are not publicly visible or accessible.
• Deletion of data after termination: If users have terminated their user account, their data relating to the user account will be deleted, subject to legal permission, obligation or user consent; legal basis: performance of a contract and pre-contractual inquiries (Art. 6 para. 1 sentence 1 lit. b) GDPR).
• No obligation to retain data: It is the users' responsibility to back up their data before the end of the contract if they have terminated their contract. We are entitled to irretrievably delete all user data stored during the contract period; legal basis: performance of a contract and pre-contractual inquiries (Art. 6 para. 1 sentence 1 lit. b) GDPR).

Contact and inquiry management

When you contact us (e.g. by post, contact form, email, telephone or via social media) and within the framework of existing user and business relationships, the information of the requesting persons is processed to the extent necessary to answer the contact requests and any requested measures.

• Types of data processed: Contact data (e.g., email addresses, telephone numbers); Content data (e.g., entries in online forms); Usage data (e.g., websites visited, interest in content, access times); Meta, communication and procedural data (e.g., IP addresses, timestamps, identification numbers, consent status).
• Affected persons: Communication partners.
• Purposes of processing: Contact requests and communication; administration and response to inquiries; feedback (e.g. collecting feedback via online form); provision of our online services and user-friendliness.
• Legal basis: Legitimate interests (Art. 6 para. 1 sentence 1 lit. f) GDPR); performance of a contract and pre-contractual inquiries (Art. 6 para. 1 sentence 1 lit. b) GDPR).

Further information on processing procedures, methods and services:

• Contact form: When users contact us via our contact form, email or other communication channels, we process the data provided to us in this context to handle the communicated request; legal bases: performance of a contract and pre-contractual inquiries (Art. 6 para. 1 sentence 1 lit. b) GDPR), legitimate interests (Art. 6 para. 1 sentence 1 lit. f) GDPR).

Web analytics, monitoring and optimization

Web analytics (also known as "reach measurement") is used to evaluate visitor traffic to our online services and can include pseudonymous data on visitor behavior, interests, or demographic information such as age or gender. Reach analysis allows us, for example, to identify when our online services, their features, or content are most frequently used or encourage repeat visits. It also helps us understand which areas require optimization.

In addition to web analytics, we can also use testing procedures to, for example, test and optimize different versions of our online offering or its components.

Unless otherwise stated below, profiles—that is, data aggregated from a usage session—may be created for these purposes, and information may be stored in and retrieved from a browser or device. The data collected includes, in particular, visited websites and elements used therein, as well as technical information such as the browser and operating system used, and usage times. If users have consented to the collection of their location data by us or by the providers of the services we use, location data may also be processed.

User IP addresses are also stored. However, we use an IP masking procedure (i.e., pseudonymization by shortening the IP address) to protect users. Generally, no clear user data (such as email addresses or names) is stored for web analytics, A/B testing, and optimization; instead, pseudonyms are used. This means that neither we nor the providers of the software used know the actual identity of the users, but only the information stored in their profiles for the purposes of the respective procedures.

• Types of data processed: Usage data (e.g. websites visited, interest in content, access times); meta, communication and procedural data (e.g. IP addresses, timestamps, identification numbers, consent status).
• Affected persons: Users (e.g., website visitors, users of online services).
• Purposes of processing: Audience measurement (e.g. access statistics, recognition of returning visitors); profiles with user-related information (creation of user profiles).
• Security measures: IP masking (pseudonymization of the IP address).
• Legal basis: Consent (Art. 6 para. 1 sentence 1 lit. a) GDPR).

Further information on processing procedures, methods and services:

• Matomo: Matomo is software used for web analytics and audience measurement. When using Matomo, cookies are generated and stored on the user's device. The user data collected through Matomo is processed only by us and is not shared with third parties. The cookies are stored for a maximum period of 13 months: https://matomo.org/faq/general/faq_146/ ; Legal basis: Consent (Art. 6 para. 1 sentence 1 lit. a) GDPR); Data deletion: The cookies have a maximum storage period of 13 months.

Plugins and embedded functions as well as content

We integrate functional and content elements into our online services that are obtained from the servers of their respective providers (hereinafter referred to as "third-party providers"). These may include, for example, graphics, videos, or city maps (hereinafter collectively referred to as "content").

The integration of third-party content always requires that these providers process users' IP addresses, as they cannot send the content to users' browsers without them. The IP address is therefore necessary for displaying this content or these functions. We strive to use only content from providers who use IP addresses solely for content delivery. Third-party providers may also use so-called pixel tags (invisible graphics, also known as "web beacons") for statistical or marketing purposes. These pixel tags allow for the analysis of information such as visitor traffic on the pages of this website. The pseudonymized information can also be stored in cookies on users' devices and may include, among other things, technical information about the browser and operating system, referring websites, the time of visit, and other information about the use of our online services, as well as be combined with such information from other sources.

• Types of data processed: Usage data (e.g. websites visited, interest in content, access times); meta, communication and procedural data (e.g. IP addresses, timestamps, identification numbers, consent status).
• Affected persons: Users (e.g., website visitors, users of online services).
• Purposes of processing: Provision of our online service and user-friendliness.
• Legal basis: Legitimate interests (Art. 6 para. 1 sentence 1 lit. f) GDPR).

Further information on processing procedures, methods and services:

• Integration of third-party software, scripts, or frameworks (e.g., jQuery): We integrate software into our online services that we retrieve from third-party servers (e.g., function libraries that we use for the presentation or user-friendliness of our online services). In doing so, the respective providers collect users' IP addresses and may process them for the purpose of transmitting the software to users' browsers, for security purposes, and for evaluating and optimizing their services. Legal basis : Legitimate interests (Art. 6 para. 1 sentence 1 lit. f) GDPR).
• Google Fonts (retrieved from Google servers): Fonts (and symbols) are retrieved for the purpose of technically secure, maintenance-free, and efficient use of fonts and symbols with regard to up-to-dateness and loading times, their consistent display, and compliance with any applicable licensing restrictions. The user's IP address is transmitted to the font provider so that the fonts can be made available in the user's browser. Furthermore, technical data (language settings, screen resolution, operating system, hardware used) is transmitted, which is necessary for providing the fonts depending on the device used and the technical environment. This data may be processed on a server of the font provider in the USA. When visiting our website, users' browsers send HTTP requests to the Google Fonts Web API (i.e., a software interface for retrieving the fonts). The Google Fonts Web API provides users with the Cascading Style Sheets (CSS) from Google Fonts and then with the fonts specified in the CSS. These HTTP requests include (1) the IP address used by the user to access the internet, (2) the requested URL on the Google server, and (3) the HTTP headers, including the user agent, which describes the browser and operating system versions of the website visitor, and the referring URL (i.e., the webpage where the Google font is to be displayed). IP addresses are neither logged nor stored on Google servers, and they are not analyzed. The Google Fonts Web API logs details of the HTTP requests (requested URL, user agent, and referring URL). Access to this data is restricted and strictly controlled. The requested URL identifies the font families for which the user wants to load fonts. This data is logged so that Google can determine how often a particular font family is requested. With the Google Fonts Web API, the user agent must adapt the font that is generated for the specific browser type. The user agent is primarily logged for debugging purposes and used to generate aggregated usage statistics that measure the popularity of font families. These aggregated usage statistics are published on the Google Fonts Analytics page. Finally, the referring URL is logged so that the data can be used for production maintenance and to generate an aggregated report of top integrations based on the number of font requests. According to Google, none of the information collected by Google Fonts is used to create end-user profiles or to serve targeted ads; Service provider:Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland; Legal basis: Legitimate interests (Art. 6 para. 1 sentence 1 lit. f) GDPR); Website: https://fonts.google.com/ ; Privacy policy: https://policies.google.com/privacy ; Further information: https://developers.google.com/fonts/faq/privacy?hl=de .

Changes and updates to the privacy policy

We ask that you regularly review the content of our privacy policy. We will update the privacy policy as soon as changes to our data processing activities make this necessary. We will inform you if any changes require action on your part (e.g., consent) or any other individual notification.

If we provide addresses and contact information for companies and organizations in this privacy policy, please note that the addresses may change over time and ask you to check the information before contacting them.

Rights of data subjects

As a data subject, you have various rights under the GDPR, which arise in particular from Articles 15 to 21 GDPR:

• Right to object: You have the right to object, on grounds relating to your particular situation, at any time to processing of personal data concerning you which is based on point (e) or (f) of Article 6(1) of the GDPR, including profiling based on those provisions. Where personal data concerning you are processed for direct marketing purposes, you have the right to object at any time to processing of personal data concerning you for such marketing, which includes profiling to the extent that it is related to such direct marketing.
• Right of withdrawal for consents: You have the right to withdraw any consent you have given at any time.
• Right to information: You have the right to request confirmation as to whether data concerning you is being processed, and to access this data as well as further information and a copy of the data in accordance with legal requirements.
• Right to rectification: In accordance with legal requirements, you have the right to request the completion of your personal data or the correction of inaccurate personal data concerning you.
• Right to erasure and restriction of processing: In accordance with legal requirements, you have the right to request that data concerning you be erased without undue delay, or alternatively, in accordance with legal requirements, to request a restriction of the processing of the data.
• Right to data portability: You have the right to receive the personal data concerning you that you have provided to us in a structured, commonly used and machine-readable format, or to request its transmission to another controller, in accordance with the legal requirements.
• Right to lodge a complaint with a supervisory authority: Without prejudice to any other administrative or judicial remedy, you have the right to lodge a complaint with a supervisory authority, in particular in the Member State of your habitual residence, your place of work or the place of the alleged infringement, if you consider that the processing of personal data relating to you infringes the GDPR.