Legal and Data Privacy

Our Privacy Policy

1 Your Rights

You may request that we inform you about your personal data. You may request, that we correct or delete your personal data. You may request that we limit or restrict the processing of your personal data. You may request that we limit or restrict transferring or sharing your personal data.

Please send your request to cdp@optimal-systems.com.

You can revoke your consent at any time. Please contact cdp@optimal-systems.com in these cases.

You have the right to object to the processing of your personal data based on Article 6(1)(f) GDPR at any time for reasons arising from your particular situation (Article 21(1) GDPR). Insofar as we process your personal data pursuant to Article 6(1)(f) GDPR for direct advertising purposes, you shall have the right to object at any time without stating reasons (Article 21(2) GDPR).

You can object to receiving advertising, information, and offers from us at any time for free, and/or revoke your consent. Simply send a message to this effect to contact@optimal-systems.com or click the ‘Unsubscribe’ link in our e-mails.

Your right of appeal

You may submit an appeal to the relevant data protection supervisory authority, the Berliner Beauftragte für Datenschutz und Informationsfreiheit (Berlin Commissioner for Data Protection and Freedom of Information), Friedrichstrasse 219, 10969 Berlin, Germany.

2 General Data Privacy Policies for Customers, Suppliers
and Marketing addresses

2.1 Scope

The following information relates to our handling of your personal data, which we shall process for the purposes of contract initiation and contract implementation and/or direct advertising purposes.

2.1.1 Personal Data Related to Our Primary Services

It shall not apply if the processing of personal data is the subject of the contract and/or service (i.e., if we perform (remote) maintenance work, hosting, SaaS, or consulting services for you, and have access to your data in doing so and where necessary). In this case, we will conclude an order processing agreement with you.

2.1.2 Personal Data in yuuvis® Ulitmate

It shall not apply if the processing of personal data is the subject of yuuvis® Ultimate services.

In this case, the yuuvis Ultimate Data Privacy Policy applies, and under GDPR legislation, the yuuvis®Ultimate GDPR Compliant Commissioned Processing of Personal Data.

2.1.3 GDPR

They only apply to the legal area of the DSGVO / GDPR.

2.2 Data Processing within the scope of general
contractual relationships

The legal basis for the processing of personal data for precontractual and contractual purposes is Article 6(1)(b) GDPR. This shall apply in each case to processing that takes place within the framework of a contract between you and our company, or between your employer and our company. In particular, professional contact details, correspondence, contractual, and payment data are processed in this context. Data processing shall include in particular contract initiation, contract processing / implementation, support, billing, and debt collection.

We shall also process your data in order to safeguard our legitimate interests and those of third parties (Article 6(1)(f) GDPR). This may be necessary, in particular, for the purposes of:

• Carrying out internal and external correspondence, including documentation, office communication, and evaluation support
• Creating, controlling, archiving information, documents, and business processes, as well as storing address data for contacts at business partners and other communication partners.
• Safeguarding IT security and IT operation.
• Carrying out communication processes and exchanging information.
• Carrying out internal quality controls.
• Maintaining proper business operations, in particular for accounting and risk management purposes.
• Asserting our legal claims.
• Complying with our legal and contractual obligations (support documentation, product information, remote maintenance, project management, project documentation).

2.3 Data Processing for Marketing Purposes

We process your contact data (e.g., name, company, professional address, e-mail address, and telephone number, and your position at the company, where applicable) for marketing purposes, as well as your interests and/or requirements for our products and services, where applicable. In general, we shall receive this data directly from you (i.e., as part of a contract, through contacts at trade fairs or events). If we have not received data directly from you, this data will come from publicly available sources (e.g., classified directories, the Internet, etc.)

We process this data for direct advertising purposes on the basis of our legitimate interests pursuant to Article 6(1)(f) GDPR, i.e., to submit current offers by post, e-mail, or telephone, according to your interests and requirements. Provided that we have obtained your consent, the legal
basis shall be Article 6(1)(a) GDPR.

You can object to receiving advertising, information, and offers from us at any time for free, and/or revoke your consent. Simply send a message to this effect to contact@optimal-systems.com or click the ‘Unsubscribe’ link in our e-mails

2.4 Categories of Recipients

Within our organization, only individuals and entities that need it to perform their duties for the aforementioned purposes receive personal data. We also have to transfer data to external third parties and use external service providers within the context of our work. In particular, we may provide your personal data to the following recipients and categories of recipients:

• Affiliated companies of OPTIMAL SYSTEMS (defined by §15 AktG).
• Technical service providers, such as IT and hosting service providers, telecommunications service providers.
• Technical service providers for sending e-mails, newsletters, and letters.
• Government agencies and authorities, i.e., for the purposes of law enforcement or emergency response.
• Commercial service providers, accountants, tax consultants and lawyers, banks.
• Suppliers, subcontractors, and partners (provided that this is necessary for the execution of contracts, for example).

In doing so, we shall also comply with all data protection
regulations and obligate our service providers, if necessary.

If we transfer personal data to service providers outside the European Union (EU), the transfer will only take place to the extent permitted by applicable German law and the regulations of the European Union (http://ec.europa.eu/justice/data-protection/internationaltransfers/transfer/index_en.htm).

2.5 Retention Period for Personal Data

We will delete your personal data as soon as it is no longer required for the aforementioned purposes. It may happen that personal data is kept for the time in which claims may be asserted against or by our company (statutory limitation period of three or up to 30 years). In addition, we shall store your personal data if we are legally obligated to do so. Corresponding duties of proof and retention arise from legislation such as the German Commercial Code (Handelsgesetzbuch – HGB) and the Fiscal Code of Germany (Abgabenordnung). The retention periods usually last up to six or ten years thereafter. If necessary, we will gladly provide you with further information on the data retention period in relation to the specific purpose.

We will delete data that we process for advertising purposes if you object to receiving advertising from us, or revoke your consent, or if we did not send you any advertising or have any contact with you for a period of 12 months, provided that we do not lawfully process this data at the same time for other purposes (e.g., contract implementation).

3 Personal Data on Websites

In general, you are not required to provide personal data in order to use our websites.

In order to send information material or answer inquiries we need your personal data. We will ask you for your explicit acknowledgement.

If you have registered for our information services, we will generally use your personal data for our advertising purposes until you unsubscribe or object.

Any processing of your personal data beyond the stated purposes will not take place.

3.1 Facebook

Our websites may integrate plug-ins from the social network Facebook Ireland Ltd, 4 Grand Canal Square, Grand Canal Harbour, D2 Dublin Ireland. When you visit our websites, a direct connection between your browser and the Facebook server is made via the plug-in. If you click the Facebook “like button” while you are logged into your Facebook account, you are able to link the content of our website to your Facebook profile. As a result, Facebook can assign the visit to our website to your user account. For that reason, we have no influence on the transmitted data, and we do not know which data is transmitted. You can find information on the scope and purpose of the data collection and the further processing and use of the data, as well as your associated rights and setting options to protect your privacy, in Facebook’s privacy notices at https://www.facebook.com/privacy/explanation.

3.2 X (formerly Twitter)

Our websites may integrate features provided by X (Twitter). These features are offered by Twitter Inc., 795 Folsom St., Suite 600, San Francisco, CA 94107, USA. By using X (Twitter) and the retweet feature, websites which you visit are connected to your X (Twitter) account and disclosed to other users. Data is also transmitted to X (Twitter). For that reason, we have no influence on the transmitted data, and we do not know which data is transmitted. You can find information on the scope and purpose of the data collection and the further processing and use of the data, as well as your associated rights and setting options to protect your privacy, in Twitter’s privacy notices at https://twitter.com/en/privacy.

3.3 Brevo

OPTIMAL SYSTEMS sends e-mails with information about products and services using SendinBlue, a service of the company Sendinblue GmbH, Köpenicker Straße 126, 10179 Berlin („SendinBlue“). By default, SendinBlue uses a cookie for website visitors when they click on a link in an email sent via SendinBlue (transactional e-mail or newsletter). If a visitor later returns to the website, he will automatically be identified and all his actions, in particular the pages accessed, are stored in SendinBlue Automation. The information is used for marketing purposes only.

In addition, SendinBlue identifies visitors who have completed an e-mail field on our website (for example, a contact form).

3.4 GoToWebinar

On its web pages, OPTIMAL SYSTEMS links to services of GotoWebinar, an online service of LogMeIn Ireland Limited, Bloodstone Building Block C, 70 Sir John Rogerson’s Quay, Dublin 2, Ireland.

If user data is entered at GoToWebinar in order to access OPTIMAL SYSTEMS’ content, we will store and process this data for marketing purposes. We have no control over the further use of this data by LogMeIn Ireland Limited. Further information can be found in the GoToWebinar privacy policy at https://www.logmeininc.com/legal.

3.5 WiredMinds LeadLab

Our website uses the pixel-code technology of WiredMinds GmbH to analyse visitor behaviour. The IP address of a visitor is stored and processed. The processing is done solely for the purpose of collecting company-relevant information such as the company name. IP addresses of natural persons are excluded from further use (whitelist procedure). Under no circumstances will the IP address be saved in LeadLab. When processing the data, it is in our special interest to respect the data protection rights of natural persons. The data we collect at no time allows us to draw conclusions about an individual who can be identified.

WiredMinds GmbH uses this information to create anonymous user profiles related to the visit behaviour on our website. The data collected in this way is not used to personally identify visitors to our website.

In order to exclude your browser from general WiredMinds tracking, choose that option on our data privacy website.

3.6 Zapier

Some of the services used on our website may provide data to Zapier, a web service of Zapier Inc., 548 Market St. #62411, San Francisco, CA 94104-5401, USA.

The purpose of Zapier is to consolidate information from various services we use. This means that personal information, such as form data collected through one service, is available to Zapier and, if applicable, to other
services used here. We have no influence on the storage and further use of personal data by Zapier. You can find more information about this at https://zapier.com/privacy.

4 Cookies

We use Cookies on our websites.

Cookies are small text files that are stored by your browser on your computer or mobile device and which allow reidentification of your computer or mobile device, potentially across numerous websites.

Before we activate a plugin or function or set a cookie, we obtain your consent. You can view the status of your consent at any time, revoke it or give it again. To do this, call up the “Cookie settings” page in the footer of every website or select this page from the following list:

• https://www.optimal-systems.de/en/cookies
• https://www.optimal-systems.de/cookies
• https://yuuvis.com/cookies
• https://yuuvis.com/de/cookies
• https://yuuvis.com/es/cookies
• https://yuuvis.com/nl/cookies
• https://yuuvis.com/fr/cookies
• https://help.optimal-systems.com/cookies_de.html
• https://help.optimal-systems.com/cookies_en.html
• https://help.optimal-systems.com/cookies_fr.html
• https://jobs.optimal-systems.de/cookies
• https://jobs.optimal-systems.de/en/cookies

On these pages you will find detailed information on the use of the individual cookies.

5 JavaScript

We use JavaScript on our websites.

Nowadays almost all web pages contain JavaScript, a scripting programming language that runs on visitor’s web browser. It makes web pages functional for specific purposes and if disabled for some reason, the content or the functionality of the web page can be limited or
unavailable.

JavaScript can not store personal information longer than you keep the site open in your browser.

JavaScript is used by some of our service providers to transfer data from our websites to them.

You may disable JavaScript by configuring your browser software accordingly. This will not prevent you from using our websites. However, areas of our websites may not work then.

6 Data protection commissioner

Carsten Gerlach

OPTIMAL SYSTEMS GmbH
Project Management Office
Cicerostraße 26
10709 Berlin
Tel. 0049 30 895 708 0
cdp@optimal-systems.com

7 Language

Only the German version is binding. The English translation is solely for information purposes.