Privacy Policy

The entity responsible for data processing in connection with the website www.optimal-systems-bielefeld.de is Optimal Systems Vertriebsgesellschaft mbH Bielefeld, Zimmerstraße 8, 33602 Bielefeld, email: office.bielefeld@optimal-systems.de, Phone: +49 521 448180-0. You can contact our data protection officer at adv@optimal-systems.de.

1. Data Collected Automatically When You Visit the Website

We collect the data that your browser automatically transmits to our web server when you use the Internet, such as your IP address, the URLs of the websites from which you accessed our websites, the browser you are using, the browser language, the operating system and user interface you are using, and the device you use to access our services, the date and time of access, the pages of our websites that you visit, and the time you spend on our websites. The data is stored for a period of 7 days and then automatically deleted. The legal basis for processing this data is our legitimate interest pursuant to Article 6(1)(f) of the GDPR, which arises from the purposes listed below. We use this information to

• to enable users to access and visit the website,
• to continuously improve our websites and services and further tailor them to the needs of our users,
• to conduct internal quality controls,
• to detect, correct, and prevent errors, malfunctions, and potential misuse,
• To compile statistics on traffic sources and website usage.

2. Making Contact

2.1 Contact Forms

You can contact us via the contact forms on our website, by email, or by phone. In this context, we process your data to communicate with you and to handle your inquiry.

We use the contact form on our website to collect your inquiry and contact information.

The legal basis for data processing is Article 6(1)(b) of the GDPR, insofar as your information is required to respond to your inquiry or to initiate or fulfill a contract; otherwise, it is Article 6(1)(f) of the GDPR, based on your and our legitimate interest in responding to your inquiry. If necessary, we will forward your inquiry to other companies within the OPTIMAL SYSTEMS Group for a response.

The data we collect in this process is generally deleted by us once your inquiry has been fully processed, unless it is needed for other purposes (e.g., if a contract is concluded, to fulfill the contractual relationship). If the correspondence constitutes business correspondence as defined by commercial or tax law, we retain it for the periods specified by law (usually six years).

If you apply for a position with us, you can find the privacy policy for applicants here:
, effective as of June 21, 2024

2.2 Newsletter

On our website, you can subscribe to our newsletter to receive regular email updates about products, services, and other news from the OPTIMAL SYSTEMS Group. You can find the companies in the OPTIMAL SYSTEMS Group here:https://www.optimal-systems.de/kontakt#kontakt

In this case, we use the contact information you provided to send you the newsletter via email. Data processing in this regard is carried out in accordance with Article 6(1)(a) of the GDPR based on your consent.

We use a double opt-in process for subscribing to our newsletter; that is, after you sign up for the first time, you will receive a confirmation email in which you must click a link to confirm that you are indeed the owner of the email address you provided. If you confirm your email address, we will store the information you provided on the registration form—specifically your name and email address—until you unsubscribe from the newsletter.

To determine when our emails are opened and how they are used, we collect and analyze interactions with the newsletter and the resulting access data (e.g., open rate or click-through rate) using industry-standard technologies provided to us by our email service providers. To this end, our emails contain so-called web beacons—that is, small graphic files (“pixels”)—that establish contact with our web server when the email is opened. This allows us to determine whether and when an email has been opened. We also learn which of the links contained in the emails are clicked. We use this usage data to continuously improve our offerings, our content, and our customer communications, as well as for statistical purposes. We also use this information to better understand which content and products are of interest to newsletter subscribers, so that we can present you with content in the future that is as relevant to you as possible. If you do not wish to have your usage behavior analyzed in this way, you can unsubscribe from the newsletter or disable images by default in your email program. The legal basis for this is your consent pursuant to Art. 6(1)(a) of the GDPR.

3. Cookies, Analytics, and Tracking

We use cookies, web beacons, or similar technologies when you visit our websites or use our services.

Cookies are small text files that are stored on your computer or mobile device by your browser and that enable your computer or device to be recognized, potentially even across different websites. Cookies do not contain any personal data. Some of the cookies we use are deleted at the end of the browser session—that is, when you close your browser (so-called session cookies). Other cookies remain on your device and allow us or our service providers to recognize your browser the next time you visit (persistent cookies).

You can prevent the use of cookies by adjusting your browser settings accordingly. However, this may prevent certain areas of the websites or services from functioning as intended.

Web beacons are small image files (“pixels”) that may be embedded in our website and can be used to track user behavior. Similar methods include, for example, HTML5 cookies or other local (browser or device) storage methods, in which—similar to cookies—data may be stored in your browser or on your device to recognize your browser or device during your next visit or during a session.

Service providers we use may use cookies, particularly for web analytics (see below). This is done based on your consent, provided you have given it via the cookie banner.

3.1 Legal Basis

We use the tools and cookies necessary for the operation of the website (Section 3.2) based on your and our legitimate interest in operating the website pursuant to Article 6(1)(f) of the GDPR and pursuant to Section 25(2)(2) of the TDDDG.

We use other tools, particularly for analysis and marketing purposes (Section 3.3), based on your consent pursuant to Article 6(1)(a) of the GDPR and Section 25(1) of the TDDDG, which is obtained via the cookie banner (see below).

If different legal bases apply to specific tools or procedures, this will be explicitly noted below.

You can withdraw or modify your consent at any time by clicking the Privacy Trigger button in the lower-left corner of each page.

For more information about the cookies used (including, for example, their retention period), please refer to the Consent Management Tool (Section 3.2.1).

3.2 Required 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, our CMT sets a cookie that is used to store the consents you have given for individual services and to control the activation or deactivation of the respective features.

The CMT is used to obtain the necessary consents and to document them in accordance with our obligation to provide evidence. The legal basis for this is Article 6(1)(c) of the GDPR.

The collected data will be stored until you delete the cookie.

3.2.2 Google Tag Manager

We use Google Tag Manager from Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland. Tag Manager is used to manage tracking tools and other services, known as website tags. Google Tag Manager does not require the use of cookies. The legal basis, in accordance with Article 6(1)(f) of the GDPR, is our legitimate interest in easily integrating and managing multiple tags on our website.

3.2.3 Language Settings

We use a cookie to manage your language settings.

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 collected to evaluate your use of the website, compile reports on website activity for us, and provide other services related to website and internet usage. By analyzing which features our visitors use and how often, as well as which pages they visit, we gain a better understanding of what our visitors find useful. This information enables us to create more relevant experiences and inform business decisions. Details regarding the technologies used by our visitors (e.g., app, operating system, or browser version) can help us identify and resolve technical issues. The data collected in this context may be transferred by Google to a server in the United States for analysis and stored there.

We have entered into a data processing agreement with Google regarding the use of Google Analytics.

In particular, Google Analytics processes the following data: anonymized IP address; referrer URL (previously visited page); pages viewed (date, time, URL, title, duration of visit); links clicked to other websites; and, where applicable, achievement of specific 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 the anonymized IP address); device information (e.g., advertising ID); location information (e.g., city). If you have given your consent, are signed in to your Google Account when visiting our site, and have enabled personalized ads, Google may also generate anonymized statistics for us based on your account data (“Google Signals”).

For more information on this, please see Google's Privacy Policy (https://support.google.com/analytics/answer/6004245?hl=de).

3.3.2 Google Ads

Our websites use the “Google Ads” service provided by Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland.

Through Google Ads, visitor actions defined by us (such as submitting a contact form, page views, and downloads) are tracked using “conversion tracking” and analyzed to determine the effectiveness of our advertising campaigns. We use “remarketing” to display personalized, relevant advertising messages for our products on Google’s partner websites. Both services use cookies and similar technologies for this purpose. Google also receives the data listed in Section 1 when a page is accessed.

We also use Google Ads’ “Enhanced Conversions.” In doing so, we transmit data from contact forms (e.g., email addresses) to Google in an anonymized, hashed form. Google may be able to associate this data with your existing Google account. In this case, we may receive additional anonymized statistical data from Google based on your account information and activities related to 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 United States for analysis and stored there.

We have entered into a data processing agreement with Google regarding the use of Google Ads.

If you use a Google Account, Google may, depending on the settings in your Google Account, link your web and app browsing history to your Google Account and use information from your Google Account to personalize ads. If you do not want this information linked to your Google Account, you must sign 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 in Section 1, information about website interactions (e.g., clicks, mouse movements, scroll depths) is collected when a page is loaded. Clarity does not record your form submissions. We receive aggregated data on the technologies used (device, operating system, browser) and the total number of page views. In addition, we receive—exclusively in anonymous form—insights into user interactions in the form of heat maps, the number of clicks on links, and information about mouse movements and clicks.

The legal basis, pursuant to Article 6(1)(f) of the GDPR, is our legitimate interest in analyzing visitor behavior in order to optimize the design of our website.

We have entered into a data processing agreement with Microsoft regarding the use of Clarity.

3.3.4 Measuring Success in Contact Forms 

To measure the success of our advertising campaigns, we may use features on pages with contact forms that enrich your form submissions with information from the URL of the websites from which you arrived at our websites (“referrer URL”). If you reached our contact form via an advertisement, this information includes, 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 parties, and no cookies are used. The legal basis for this, pursuant to Article 6(1)(f) of the GDPR, is our legitimate interest in measuring the success of our advertising campaigns.

3.3.5 LeadLab 

Our website uses the “LeadLab” tracking pixel technology provided by WiredMinds GmbH, Lindenspürstraße 32, 70176 Stuttgart, to analyze visitor behavior. This involves processing visitors’ IP addresses. This processing is carried out solely for the purpose of determining company-related information—such as the visitor’s company name—based on 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.

Based on this information, anonymous usage profiles are created based on visitors’ behavior on our website. The data collected in this process is not used to personally identify visitors to our website.

The legal basis, pursuant to Article 6(1)(f) of the GDPR, is our legitimate interest in analyzing visitor behavior.

3.3.6 LinkedIn Insight Tag

We use the “LinkedIn Insight Tag” provided by LinkedIn Ireland Unlimited Company, Wilton Place, Dublin 2, Ireland. This transmits the data regarding your visit to our website, as described in Section 1, to LinkedIn. In addition, LinkedIn sets a cookie. This enables us to statistically analyze the use of our website and is used for so-called conversion tracking—that is, it allows us to determine whether and through which of our ads on LinkedIn or other interactions on LinkedIn you arrived at our website. This enables us to optimize our advertising campaigns. If you are a LinkedIn member, LinkedIn may link this data to your LinkedIn account and use this information, among other things, to personalize ads. As a LinkedIn member, you can control the use of your data for advertising purposes in your LinkedIn account settings. We have entered into a data processing agreement with LinkedIn regarding the use of the Insight Tag.

For more information about data processing by LinkedIn, click here:https://www.linkedin.com/help/linkedin/answer/a420536/linkedin-conversion-trackingubersicht

3.3.7 Facebook Pixel

We use the Facebook Pixel provided by 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 we specify, such as visiting a subpage), which is used to create usage profiles using pseudonyms. To this end, when you visit our website, the Facebook Pixel automatically sets a cookie that uses a pseudonymous identifier to recognize your browser when you visit other websites. Facebook will combine 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 usage, in particular personalized and group-based advertising. We have no influence over Facebook’s data processing and only receive statistics generated based on the Facebook Pixel.

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

The information automatically collected by Facebook technologies regarding your use of our website is generally transferred to a Facebook server in the United States and stored there. Our cooperation is based on the European Commission’s Standard Data Protection Clauses. Data processing is carried out on the basis of an agreement between joint controllers in accordance with Article 26 of the GDPR. For more information about data processing by Facebook, please see 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 measure the effectiveness of our advertising campaigns. Microsoft uses cookies and similar technologies for this purpose. In the process, data on user behavior—including the visitor’s origin (i.e., the respective ad) and page views—is processed. Microsoft also receives the data listed in Section 1 when a page is accessed.

We have entered into a data processing agreement with Microsoft regarding the use of conversion tracking.

3.3.9 SalesViewer® Tracking

Use of SalesViewer® Technology
On this website, data is collected and stored using SalesViewer® technology from SalesViewer® GmbH based on the website operator’s legitimate interests (Art. 6(1)(f) GDPR) for marketing, market research, and optimization purposes. For this purpose, a JavaScript-based code is used to collect company-related data and process it accordingly. The data collected using this technology is encrypted using a one-way function that cannot be reversed (known as hashing). The data is immediately pseudonymized and is not used to personally identify visitors to this website. The data stored via SalesViewer® is deleted as soon as it is no longer required for its intended purpose and provided that no legal retention obligations prevent its deletion. You may object to the collection and storage of data at any time with future effect by clicking this“Opt Out”link to prevent SalesViewer® from collecting data on this website in the future. An opt-out cookie for this website will then be stored on your device. If you delete your cookies in this browser, you will need to click this link again.

3.3.10 Brevo Tracker

To analyze the effectiveness of our newsletter and the interests of our newsletter subscribers, we use the Brevo Tracker from Sendinblue, 106 boulevard Haussmann, 75008 Paris, France. Brevo uses cookies to collect data about the pages you visit and your interactions with our website, including information about the pages you visit, the time you spend on each page, and the links you click (including links you click in newsletter emails). We use this data to analyze visitor behavior for the purposes mentioned above. We have entered into a data processing agreement with Brevo. The legal basis for data processing is your consent pursuant to Article 6(1)(a) of the GDPR, which is obtained via the cookie banner and when you subscribe to our newsletter.

3.4 External Content

3.4.1 YouTube Videos

We have embedded YouTube videos on our website that are stored at 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 embedded in “enhanced privacy mode,” which means that no data about you as a user is transmitted to YouTube unless you play the videos. Only when you play the videos is the data listed below transmitted. We have no control over this data transmission.

When you visit the website, Google receives information indicating that you have accessed the corresponding page of our website. In addition, the data listed in Section 1 is transmitted from your browser to Google. This occurs regardless of whether you are logged in to a YouTube user account or do not have a user account. If you are logged in to Google or YouTube, your data may be directly associated with your account. We have no influence over the data collected or the data processing operations, nor are we aware of the full scope of data collection, the purposes of processing, or the retention periods. For more information on the purpose and scope of data collection and its processing by YouTube, please refer to Google’s Privacy Policy:https://www.google.de/intl/de/policies/privacy.

4. Data Recipients

In addition to the data recipients listed in Section 3, we may also use other external service providers and, if necessary, provide them with access to personal data so that they can perform their duties.

We use technical service providers primarily for hosting and operating the website, as well as for preventing spam and misuse. We will also provide these service providers with access to personal data, if necessary, to enable them to perform their duties. In doing so, we naturally comply with all data protection regulations and require our service providers to do the same, to the extent necessary. These service providers may process personal data exclusively on our behalf and not for their own purposes, and they must treat the data confidentially. To this end, we have entered into data processing agreements in accordance with Article 28 of the GDPR.

To the extent that we use services whose providers are located in third countries outside the European Economic Area or process personal data there, and the European Commission has not issued an adequacy decision for these countries pursuant to Article 45 of the GDPR, we have taken appropriate measures to ensure an adequate level of data protection for any data transfers. These include, among other things, the European Union’s Standard Contractual Clauses or binding internal data protection policies. Where this is not possible, we base the data transfer on your explicit consent.

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

5. Data Subject Rights, Right to File a Complaint, Right to Object

In addition to the right to withdraw the consent you have given us, you have the right—provided the relevant legal requirements are met—to access your personal data under Article 15 of the GDPR, to rectification under Article 16 of the GDPR, to erasure under Article 17 of the GDPR, to restriction of processing under Article 18 of the GDPR, the right to object under Article 21 of the GDPR, and the right to data portability under Article 20 of the GDPR.

In addition, you have the right to file a complaint with the data protection supervisory authorities pursuant to Article 77 of the GDPR.

As of: 12/2023