Privacy policy of OPTIMUM datamanagement solutions GmbH

Thank you for your interest in OPTIMUM datamanagement solutions GmbH. The protection of your personal data is a high priority for us. The use of our website is generally possible without providing any personal data. If a data subject makes use of special services via our website (e.g. contact forms, newsletters, downloads), it may be necessary to process personal data. If this is the case and there is no legal basis, we will obtain your express consent.

Personal data is always processed in accordance with the General Data Protection Regulation (GDPR) and the Telecommunications and Telemedia Data Protection Act (TTDSG). In this privacy policy, we inform you about what data we collect, how we use it and what rights you are entitled to.

Controller

The controller within the meaning of the General Data Protection Regulation, other data protection laws applicable in the Member States of the European Union and other provisions of a data protection nature is

Markus Nübling
OPTIMUM datamanagement solutions GmbH
Neureuter Straße 37 b
76185 Karlsruhe
Germany

E-mail: datenschutz(at)optimum-gmbh.de
Website: www.optimum-gmbh.de

1. what data do we collect?

We only collect personal data if you actively provide it to us, for example by

• Use of a form (e.g. contact form, whitepaper download, event registration)
• Subscribing to our newsletter
• Visiting and using our website with consent to statistics or marketing cookies

This data may include, but is not limited to

• First and last name
• e-mail address
• telephone number
• Company affiliation
• IP address (when using tools such as Google Analytics)

2 Data collected and purposes of processing

We only process personal data if this is permitted by law or if you have given your consent. Depending on the use of our website, we collect the following data in particular

• Contact details (e.g. name, e-mail address, telephone number): When you fill out a form or contact us.
• Usage data (e.g. IP address, device type, browser information): When you visit our website to ensure its function and security.
• Tracking and marketing data (e.g. via Google Analytics, Meta Pixel): If you consent, to analyze website usage and improve our content.

This data is processed for the following purposes:

• To provide and optimize our online offering
• To process your inquiries or registration for events
• To send you our newsletter, if you have subscribed to it
• To analyze user behavior in order to improve content (only with consent)

2.1 Legal basis for data processing in accordance with Art. 6 GDPR

Your personal data is processed on the basis of the following legal bases

• Art. 6 para. 1 lit. a GDPR (consent), e.g. for newsletter registration or cookie consent
• 6 para. 1 lit. b GDPR (contract/initiation), e.g. for contact requests for services
• 6 para. 1 lit. c GDPR (legal obligation), e.g. tax retention obligations
• 6 para. 1 lit. f GDPR (legitimate interest), e.g. for security analyses or the optimization of our website

2.2 Categories of personal data processed

We process the following categories of personal data in particular

• Contact data(e.g. name, email address, telephone number)
• Usage data(e.g. IP address, pages visited, click behavior)
• Device information(e.g. browser type, operating system, end device)
• Communication data(e.g. information from forms, e-mail histories)

3. use of cookies and consent management

Our website uses cookies to provide user-friendly content, analyze statistics and optimize marketing measures. You decide which cookies may be set on your first visit via our cookie banner:

• Necessary cookies: Required for the operation and security of the website.
• Statistics cookies (e.g. Google Analytics): Used to analyze and optimize our website.
• Marketing cookies (e.g. Meta Pixel, Google Ads): Allow personalized advertising and its performance measurement.

You can change or withdraw your consent at any time (at the bottom of the page via "Cookie settings"). If you decline, a single cookie will be stored that prevents your visits from being analyzed or tracked.

4 Tools and services used

4.1 Google Analytics (GA4)

We use Google Analytics (GA4) from Google Ireland Ltd. to analyze user behavior on our website. The data processing takes place exclusively on the basis of your consent (Art. 6 para. 1 lit. a GDPR). IP addresses are anonymized. Data transfer to servers in the USA is possible and takes place on the basis of standard contractual clauses (SCC).

Further information on data protection in connection with Google Analytics (GA4) can be found at https://support.google.com/analytics/answer/6004245?hl=de.

4.2 Meta Pixel (Facebook)

The Meta Pixel of Meta Platforms Ireland Ltd. is used to optimize our Facebook advertising. Here too, data processing takes place exclusively with your consent.

Further information on data protection in connection with Meta Pixel can be found at https://developers.facebook.com/docs/meta-pixel/implementation/gdpr/.

4.3 Google Ads

We use Google Ads to measure success and display advertisements. Data processing takes place with your consent. A transfer to third countries (USA) may take place and is based on SCC.

Further information on data protection in connection with Google Ads can be found at https://support.google.com/adspolicy/answer/54817?hl=de.

4.4 HubSpot (CRM, forms, analytics)

We use HubSpot Inc. services (location: EU data centers) to provide contact forms, operate customer management (CRM) and analyze marketing processes. Personal data such as name, e-mail address and company are processed. Processing only takes place with your consent. An AV contract is in place.

Further information on data protection in connection with HubSpot can be found at https://legal.hubspot.com/de/privacy-policy.

4.5 YouTube videos (embedded)

Our website embeds YouTube videos in extended data protection mode. A connection to YouTube is only established when the video is played. The provider is Google Ireland Ltd. The processing takes place on the basis of your consent.

Further information on data protection in connection with YouTube can be found at https://policies.google.com/privacy?hl=de.

4.6 Google Fonts

We use Google Fonts to display fonts. If these are loaded externally, your IP address may be transmitted to Google. We are currently checking whether local hosting is possible.

Further information on data protection in connection with Google Fonts can be found at https://developers.google.com/fonts/faq/privacy?hl=de.

5 Forms and newsletters

If you fill out a form (e.g. for callback requests, downloads or trade fair appointments), we store your data to process your request. We use the double opt-in procedure for sending newsletters. You can unsubscribe at any time via a link in the newsletter.

Data protection notice for form use

When you submit a form, your personal data will be processed for the purpose of processing your request. The legal basis for this is Art. 6 para. 1 lit. b GDPR (contract or initiation) or Art. 6 para. 1 lit. a GDPR (consent).
You will receive a clear reference to this purpose when submitting the form.

6. your rights

6.1 Rights of data subjects according to GDPR

You have the right to:

• Information about your data stored by us (Art. 15 GDPR)
• Correction of incorrect data (Art. 16 GDPR)
• Erasure of your data, insofar as there are no statutory retention obligations to the contrary (Art. 17 GDPR)
• Restriction of processing (Art. 18 GDPR)
• Data portability (Art. 20 GDPR)
• Objection to the processing of your data (Art. 21 GDPR)
• Withdrawal of your consent (Art. 7 para. 3 GDPR)

6.2 Information on your right to object (Art. 21 GDPR)

If we process your personal data on the basis of legitimate interests (Art. 6 para. 1 lit. f GDPR), you have the right to object at any time for reasons arising from your particular situation.
We will then no longer process your data unless we can demonstrate compelling legitimate grounds that outweigh your interests, or the processing serves to assert, exercise or defend legal claims.

6.3 Duration of the storage of personal data

We store personal data for as long as is necessary to fulfill the respective processing purposes or for as long as statutory retention obligations exist. As soon as the data is no longer required, we regularly check whether processing can be restricted or the data deleted. You are welcome to contact us at: datenschutz@optimum-gmbh.de

7. order processing & data transmission

We have concluded data processing agreements (DPAs) with all third-party providers that process personal data on our behalf (e.g. HubSpot, Google). For data transfers to third countries such as the USA, we rely on suitable guarantees such as the Standard Contractual Clauses (SCC).

8. priority of the German version

This Privacy Policy is available in German and, where applicable, in English. In the event of discrepancies or contradictions between the versions, only the German version is legally binding.

9. changes to this declaration

This privacy policy may be updated regularly. Please check the current version if necessary.

Status: June 2025