Privacy Policy

Verantwortlicher für die Datenverarbeitung im Zusammenhang mit der Website www.optimalsystems.leon-grage.com ist die Optimal Systems Vertriebsgesellschaft mbH Bielefeld, Zimmerstraße 8, 33602 Bielefeld, E-Mail: office.bielefeld@optimal-systems.de , Tel.: +49 521 448180-0. Sie erreichen unseren Datenschutzbeauftragten unter adv@optimal-systems.de.

1. Data collected automatically when you visit the website

We collect data that is automatically transmitted to our web server by your browser when you use the internet, such as your IP address, the URLs of the websites from which you accessed our websites, the browser used, the browser language, the operating system and interface used, and the device used to access the 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 Art. 6(1)(f) 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 identify, correct, and prevent errors, malfunctions, and potential misuse,
• Compile statistics on traffic sources and website usage.

2. Initial 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 perform 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). Insofar as this involves business correspondence within the meaning of commercial or tax law, we retain the correspondence for the periods specified by law (usually six years).

If you are applying for a position with us, you can find our 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 will use the contact information you provided to send you the newsletter via email. Data processing in this regard is based on your consent in accordance with Article 6(1)(a) of the GDPR.

We use a double opt-in process for newsletter subscriptions, which means that after you sign up, 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 provided. If you confirm your email address, we will store the information you provided in 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, i.e., small graphic files (“pixels”) that contact 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 access 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 that is as relevant to you as possible in the future. If you do not wish to have your usage behavior analyzed in this way, you can unsubscribe from the newsletter or disable images in your email program by default. The legal basis is your consent pursuant to Art. 6(1)(a) 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. The cookies do not contain any personal data. Some of the cookies we use are deleted at the end of the browser session, i.e., after 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 on your next 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 properly.

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 can be stored in your browser or on your device to recognize your browser or device during your next visit or during a session.

The 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 Section 25(2)(2) of the TDDDG.

We use other tools, particularly for analytical 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).

Where different legal bases apply to specific tools or procedures, this is expressly noted below.

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

For more information about the cookies used (including their storage duration), 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 stores the consents you have given for individual services and allows us 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, pursuant to Art. 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. With this information, we can create more relevant experiences and guide 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 consented to this and are logged into your Google Account while 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, please refer to 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 data 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 link your web and app browsing history to your Google account based on the settings stored in that account, and may 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 depth) 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 access—exclusively in anonymous form—to interactions in the form of heatmaps, the number of clicks on links, and information about mouse movements and clicks.

The legal basis, in accordance with 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 combine your form submissions with information from the URL of the website from which you arrived at our websites (“referrer URL”). If you arrived at 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, pursuant to Art. 6(1)(f) 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 exclusively for the purpose of determining company-relevant 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 serves the purpose of so-called conversion tracking, i.e., 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 member of LinkedIn, LinkedIn may link this data to your LinkedIn account and use this information, among other things, to personalize ads. As a member of LinkedIn, 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 how LinkedIn processes data, please visit: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 have defined, 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 enables your browser to be recognized when visiting other websites via a pseudonymous identifier. 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 receive only 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 transmitted 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 further information about data processing by Facebook, please refer to 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 doing so, it processes data on user behavior, including the visitor’s origin (i.e., the respective ad) and page views. 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
This website uses SalesViewer® technology provided by SalesViewer® GmbH to collect and store data for marketing, market research, and optimization purposes, based on the legitimate interests of the website operator (Art. 6(1)(f) GDPR). For this purpose, a JavaScript-based code is used to collect company-related data and track its usage. The data collected via this technology is encrypted using a one-way function that cannot be reversed (so-called 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 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 thisOpt-outlink to prevent SalesViewer® from collecting data on 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 analyze the effectiveness of our newsletter and the interests of our 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 Art. 6(1)(a) 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 hosted 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 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 influence over this data transmission.

When you visit the website, Google receives information that you have accessed the relevant 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 procedures, 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 recipient

In addition to the data recipients listed in Section 3, we may also engage 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 tasks. In doing so, we naturally comply with all data protection regulations and require our service providers to do the same, to the extent necessary. The service providers may process personal data exclusively on our behalf and not for their own purposes, and 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 regulations. 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 relevant 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 to access your data under Article 15 of the GDPR, the right to rectification under Article 16 of the GDPR, the right to erasure under Article 17 of the GDPR, the right 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 lodge a complaint with the data protection supervisory authorities pursuant to Article 77 of the GDPR.

As of: December 2023