Privacy Policy

Our Commitment to Privacy

Your privacy is important to us. This website, www.opticom.de (the “Site”), along with our micro-sites www.polqa.info, www.polqa.de, www.pevq.com, www.pevq.org, www.pesq.org (collectively the “Sites”) are owned and operated by OPTICOM Dipl.-Ing.Michael Keyhl GmbH (hereinafter also referred to as “OPTICOM”). This Privacy Policy explains how personally identifiable information about you ("personal information") is collected, used, disclosed and otherwise processed by OPTICOM and its affiliated companies or partner companies (collectively, "we", "our" or "us").

We take the protection of your personal data seriously and strictly adhere to the rules of the German data protection laws (BDSG) of the Federal Republic of Germany, the German Telemedia Act (TMG) and the basic European data protection regulation (EU-GDPR). This Privacy Policy applies to personal information we collect about you when you use this Site, tools, software, mobile applications and other online services provided by us (collectively, the "Services").

The Services may contain links to other websites of third party service providers to which this data protection declaration does not apply.

1. Responsible authority

The body responsible for the processing of your personal data is

OPTICOM Dipl.-Ing. Michael Keyhl GmbH, Stintzingstrasse 24, 91052 Erlangen, Germany, info@opticom.de

Managing Directors:
Dipl.-Ing. Michael Keyhl, MBA, CEO
Dipl.-Ing. Christian Schmidmer, CTO

Data protection officer: info@lieb-datenschutz.de

2. Purpose of personal data processing

2.1 Data processing for the provision of contractual services

We process your data in order to develop the contractual relationship between you and us, and to be able to make contractual offers tailored to your needs. In particular, data is collected in the course of processing of purchase orders for our products or services. On our website you can find our contact details. You can contact us at any time with regard to the processed data and decide on a voluntary basis whether, and which data, you want to provide.

We use various online forms on our website to deliver information about our services. The forms are tailored to the needs of the users of our site. With all forms, we only request and collect personal information from you (marked with an asterisk) essential to develop the contractual relationships. The collection of additional data, which may also be of interest to us, is only optional and it is your voluntary decision whether and which data you want to give us.

We collect personal information you provide directly to us in connection with the Services. For example, we collect personal information when you create an online account and/or profile, use or access our Services, including any interactive areas of our Services, request, register or purchase Services, fill out a form, provide us with your business card or other contact information, participate in a contest or promotion, complete a Services-related survey, apply for a job, participate in discussion groups or forums, sign up to receive one of our newsletters, communicate with us via third-party social media sites, request customer support, or register to a secure extranet site to obtain access to webinars, product information, support, Services and training, or otherwise communicate with us. The basis for data processing is Art. 6 para. 1 (b) GDPR, which permits the processing of data for the fulfilment of a purchase order, contract or pre-contractual measures and/or license agreement.

2.2 Data processing for communication with you

We may use the personal information to communicate with you about technology, algorithms, products, services, offers, free trials, support questions, or in response to any other inquiry received from your side as well as invite you to trade shows, webinars, seminars, and other events hosted by OPTICOM and to provide news and information we think will be of interest to you, including through electronic communications with your consent, or where otherwise permitted by applicable law.

The communication purposes are – among others – to

• Provide, maintain and improve our services;
• Provide and deliver the offers, quotes, commercial propositions, products and services you request, process transactions and send you related information, including confirmations and invoices;
• Resolve technical issues related to the services, and send you technical notices, updates, security alerts and support and administrative messages;
• Respond to your comments, questions and requests, and provide customer service;

The basis for data processing is Art. 6 para. 1 (b) GDPR, which permits the processing of data for the fulfilment of a purchase order, contract or pre-contractual measures and/or closure and maintenance of an license agreement with OPTICOM.

2.3 Data processing for advertising purposes

We may use the personal data you provide us and which we collect from you to inform you about similar offerings, products and services which we provide, or which are offered by our third party partners. We will not share your personal data with any third parties for their own marketing purposes. Marketing materials are sent electronically and we may occasionally call you.

The data will be processed on the basis of your consent (Art. 6 para. 1 (a) GDPR). You can opt out from receiving such materials at any time.

2.4 Data processing for the fulfilment of legal obligations

In addition, we process your data to fulfil legal obligations (e.g. regulatory requirements, commercial and tax storage and proof obligations) according to Art. 6 para. 1 (c) GDPR.

2.5 Use of data for fraud prevention purposes

The data you provide, in the context of an order in connection with the entering of an OEM license agreement with OPTICOM, can be used to check whether there is a typical order process. As a matter of principle, we have a legitimate interest in carrying out such a review. The processing of the data is carried out on the legal basis in Art 6 para. 1 (f) GDPR.

2.6 Social Media

OPTICOM has web appearances in social media websites such as LinkedIn and Twitter. The Services may offer social sharing features and other integrated tools, which let you share actions you take on our Services with other media, and vice versa. The use of such features enables the sharing of information with your friends or the public, depending on the settings you establish with the entity that provides the social sharing feature. For more information about the purpose and scope of data collection and processing in connection with social media, please visit the privacy policies of the entities that provide these features. We accept no responsibility for the privacy practices of these entities.

2.7 Cookies

When you visit one of OPTICOM’s Sites, we may send one or more cookies — small text files containing a string of alphanumeric characters — to your computer or device that allow us to uniquely identify your browser, computer, or device.

A cookie may also convey other information to us, such as user name and user ID, track the pages you've visited, or to save your password so you do not have to re-enter it each time you visit our Services.

Cookies are stored on a visitor's computer and contain data about the respective user in order to give access to various functions. Our Sites may use both session cookies and persistent cookies. A session cookie is temporarily stored on the computer you are using while navigating through the website. A session cookie is deleted as soon as you close your internet browser or as soon as your session expires after a certain time. A persistent cookie remains on your computer until it is deleted. The storage of a cookie ensures that you do not have to repeatedly enter your personal settings and preferences each time you visit our website. This saves you time and makes the use of our website more comfortable for you.

You can delete permanently installed cookies using your browser settings. Most browsers accept cookies automatically, so if you want to suppress the use of cookies, you may have to actively delete or block cookies or prevent the storage of cookies by setting your browser software. Please note, however, that if you refuse the use of cookies, you may still be able to visit our Sites, but some functions may be affected in their operation.

2.8 Log files

Whenever our websites are accessed, usage data is transmitted through the respective internet browser and stored in log files, so-called server log files. The data records stored in this way contain the following data: Date, time and duration of access, name of the page accessed, IP address of Internet Service Provider, referrer URL (originating URL from which you accessed the website), the amount of data transferred, as well as the product and version information of the browser used.

Furthermore with the usage of OPTICOM’s Sites for extended services, such as e.g. software downloads, license key activation, etc, the following information is collected to guarantee a steady service delivery to our customers: organization name, E-Mail-Address, full name, user name, user ID, , unique device identifiers (MAC Address, IMEI, hostname, name of network adapter), your browser settings and specifications (OS, RAM size, type of processor and frequencies) and information about how you use the Site (e.g., User Login, License File or Software Download, License Info File Upload)

The basis for data processing is Art. 6 para. 1 (f) DSGVO, which permits the processing of data to protect the legitimate interests of the data controller, provided that the interests or fundamental rights and freedoms of the data subject do not prevail.

3. Categories of recipients of personal data

We may disclose your personal information to the following categories of recipients:

• within OPTICOM and selected third party service providers as well as partners for purposes of data processing or storage, or for purposes that are described in this Privacy Notice or notified to you when we collect your personal information;
• to business partners, service vendors, authorized third-party agents, distributors or other contractors to provide or support a requested service or transaction. Examples include, but are not limited to: processing of orders and payment transactions, operating our websites, marketing campaigns, hosting event registrations, and providing customer support activities;
• to any competent law enforcement body, regulatory, government agency, court or other third party where we believe disclosure is necessary (i) as a matter of applicable law or regulation, (ii) to exercise, establish or defend our legal rights, or (iii) to protect your vital interests or those of any other person;
• to a potential buyer (and its agents and advisers) in connection with any proposed purchase, merger or acquisition of any part of our business, provided that we inform the buyer it must use your personal information only for the purposes disclosed in this Privacy Notice; and
• to any other person with your consent to the disclosure.

Your personal data will only be passed on or otherwise transmitted to third parties if this is necessary and if there is a legal basis for passing it on for the purpose of license agreement processing or invoicing, or if you have given your prior consent.

4. Duration of data retention

We will retain your personal information for the period necessary to fulfil the purposes outlined in this Privacy Policy and internal company policies. When OPTICOM no longer needs to use your information, we will—unless we need to keep your information to comply with applicable legal or regulatory obligations or the information is required to carry out corporate tasks and achieve our business objectives—remove it from our systems and records and/or take steps to properly anonymize it so that you can no longer be identified from it.

5. Data Security

Your personal information is securely transmitted to us. We use an SSL (Secure Socket Layer) / TLS (Transport Layer Security) encryption system during this process. We protect our websites and other systems against loss, destruction, access, modification or distribution of your data by unauthorised persons through technical and organisational measures.

6. Rights of data subjects

As permitted by law, you have the right to receive information about any of your personal data that is stored as well as about its origin, the recipient and the purpose for which it has been processed, free of charge at any time. You also have the right to have this data corrected, blocked or deleted.

Please be aware that if you choose to not provide certain personal information, you may not be able to proceed with the activity or receive the benefit for which the personal information is being requested.

For questions on the subject of personal data, please do not hesitate to contact us at any time using the contact details provided under point 1.

You can also contact a data protection supervisory authority. The authority responsible for us is:

Bavarian State Authority for Data Protection Oversight
PO Box 606
91511 Ansbach
Germany Telephone: +49 (0) 981 53 1300
Fax: +49 (0) 981 53 98 1300
Email: poststelle@lda.bayern.de