Data Privacy Policy

1    Introduction
We are pleased to welcome you to our websites and thank you for your interest in SOPTIM AG, [hereinafter referred to as “SOPTIM”].

This data privacy policy informs you about the collection and use of your personal data in connection with the visit to our websites ( [hereinafter referred to as the “websites”] and the use of the services available there.

SOPTIM takes the protection of your data very seriously. In the collection, processing and usage of your data we of course observe the applicable data protection regulations, in particular the provisions of the General Data Protection Regulation [hereinafter referred to as the “GDPR”], the Federal Priva-cy Act (Bundesdatenschutzgesetz) and the Telemedia Act (Telemediengesetz).

Please note that SOPTIM reserves the right to modify the content of this data privacy policy. In this respect, we recommend that you consult the data privacy policy at regular intervals.

2    Person in charge and data protection officer
The person in charge of the websites with responsibility for processing personal data in accordance with the provisions of the GDPR is

Im Suesterfeld 5-7
52072 Aachen
Phone:    +49 (0)241 400 23 – 0
Fax:    +49 (0)241 400 23 – 109

Our Data Protection Officer Peter Kansy is also available to answer any questions regarding our data protection policies.

3    Personal data
Personal data refers to individual information about personal or factual circumstances of a natural person. Accordingly, your personal data includes all data that contains information about your personal or factual circumstances and thus allows identification of your person. Examples of such data include, for example, your name, address, telephone number or email address.

4    Purpose and legal basis of data processing

4.1    Informational use of the websites
You can visit our websites for informational use without giving any personal information.

In this case, SOPTIM does not process any personal data - with the exception of the data transmitted by your browser to enable you to visit our website.

We process this data pursuant to the following legal basis:

  • If you visit our websites for informational use:
    To carry out pre-contractual measures and, if applicable, to fulfil a contract pursuant to Art. 6 para. 1 b) GDPR.
  • In order to make the websites technically available to you and to take measures to protect our websites with respect to cyber risks:
    To protect our legitimate interests pursuant to Art. 6 para. 1 f) GDPR.

4.1.1    Data processed
When you visit our websites, SOPTIM accordingly collects data about the corresponding access and saves it as “server log files”. For example, the following data can be logged:

  • Web pages visited
  • Time of access
  • Source/reference from where the site was reached
  • Country from which access was made
  • “Return” (re-visit)
  • Duration of visit
  • Downloads performed
  • Browser used
  • Type of device used
  • Operating system used
  • IP address used

The aforementioned data, which are not linked to your personal data, are used solely for statistical evaluations and for the improvement of the websites.

SOPTIM reserves the right to check the server logfiles retrospectively, if specific indications point to an illegal use of the websites.

4.1.2    Use of cookies
Our websites use cookies. These are small text files that are stored on your end device. They simplify and accelerate the management of your visit to our websites, increase their userfriendliness and enable an analysis of usage, in particular for the purpose of optimising our internet offering.

On the one hand we use so-called “session cookies”, which are stored temporarily for the duration of your use of the internet pages. They save a session ID, which allows different requests from your browser to be assigned to the shared session - so that your browser can be recognised when you return to a website. Closing the browser deletes these session cookies.

We also use “permanent cookies”. These are for user-friendliness, so that, for example, certain pref-erences are immediately available to you when you next visit our websites. The content of the per-manent cookies is limited to an identification number. Your name, IP address, etc. are not saved, so that a single profile about your usage behavior is not created.

You can prevent the installation of the cookies by appropriate setting in the browser software you use or control and/or delete cookies. The use of our websites remains possible, although in certain cases functional restrictions may occur.

4.1.3    Use of web-tracking
In order to determine the frequency of use and the number of users of our websites, we use the tracking software Matomo (formerly Piwik) – provided by InnoCraft Ltd., 150 Willis St, 6011 Wellington, New Zealand.

This software does not record personal data. The recorded usage data are used exclusively in anon-ymous and summarised form for statistical purposes and for the further development and optimisa-tion of the SOPTIM websites.

You can decide whether a clear web analytics cookie can be created in your browser in order to en-able SOPTIM to collect and analyse various statistical data with the help of Matomo.
If you do not wish a web analysis of your use of our website, please deactivate the following selec-tion box. A Matomo deactivation cookie will then be placed in your browser.

Data on your visit to this website are currently being gathered by Matomo Web Analytics. Click here to stop your visit data from being gathered.

4.2    Active use of our websites
In addition to the purely informational use of our websites, you can use our websites in an active way.

You can, e.g. send an inquiry to us, register for a training session provided by the SOPTIM Academy or subscribe to the SOPTIM newsletter.

In addition to the abovementioned processing of your personal data for purely informational purpos-es, in this case, we will also process other personal data that we require from you in order to e.g. process and respond to your inquiry

4.2.1    Inquiries
Inquiries within the meaning of this data privacy policy are e.g. inquires regarding the scope of the software solutions offered by us or inquiries regarding the use of the SOPTIM software that is in op-erational use within your company.
In case of an inquiry (e.g. by making use of the corresponding contact forms, by E-mail or by phone) we process your personal data provided by you in this context. In any case, this includes your name and e-mail address, so that we can send you an answer.
Also further data may be required in this context (e.g. your telephone number and the name of your company when sending an inquiry regarding the use of the SOPTIM software).
Furthermore, this includes other information that you send us in the context of your inquiry.

We process this data pursuant to the following legal basis:

  • To carry out pre-contractual measures and, if applicable, to fulfil a contract pursuant to
    Art. 6 para. 1 b) GDPR.
  • To protect our legitimate interests pursuant to Art. 6 para. 1 f) GDPR – in order to answer your inquiry in an adequate way.

4.2.2    Subscription to the SOPTIM newsletter
You have the option of subscribing to a free SOPTIM newsletter on the corresponding website. The newsletter will then be sent after each publication to the e-mail address you provided.

Of course, you also have the option within the newsletter-related e-mail to unsubscribe from the newsletter with effect for the future. Alternatively, you can also send us the corresponding request by making use of the contact details listed in No. 2 of this data privacy policy.

In case you want to subscribe to the SOPTIM newsletter, you only have to provide your e-mail ad-dress (mandatory information). If you also provide your name this allows us to provide the newsletter in a personalised way.

We process this data pursuant to the following legal basis:

  • Based on the transmission of your data and, accordingly, based on your given consent, in accordance with Art. 6 para. 1 a) GDPR.

4.2.3    Processing of comments
On our websites’ blog in particular, you have the opportunity to enter a comment stating your name and, if applicable, your e-mail address.

Please note that such a comment with the above-mentioned personal data as well as the date and time of its creation is then visible on the respective websites, and accordingly publicly accessible.
By using the commenting option, you agree to this display of the abovementioned data.

SOPTIM reserves the right to alter or, if necessary, to delete a comment you have created, if SOPTIM deems this to be necessary due to legal regulations or other reasons.

We process this data pursuant to the following legal basis:

  • Based on the transmission of your data and, accordingly, based on your given consent, in accordance with Art. 6 para. 1 a) GDPR.

4.2.4    Services

On our websites we provide a number of services, e.g. SOPTIM Community or ‘MaLo converter‘.
Before making use of some of these services a contract of use has to be signed by your company first.

With respect to some of these services you yourself can conclude a contract of use by accept-ing the terms of use both personally and as an authorised representative of your company. In any case you have to register yourself / sign on to the service personally. When signing on to the service for the first time the terms of use will be displayed.

These terms of use also provide information which personal data is stored and processed in the context of the service. Accordingly, please read the terms of use carefully and accept them (in case you agree with them).
Accordingly, we process this data pursuant to the following legal basis:

•    Based on the transmission of your data and, accordingly, based on your given consent, in accordance with Art. 6 para. 1 a) GDPR.
•    To fulfil a contract pursuant to Art. 6 para. 1 b) GDPR.

4.2.5    SOPTIM Academy

Our websites provide the possibility to register online for an event offered by the SOPTIM Academy. The personal data that has to be provided in this context is shown in the corresponding registration form.

In case you transfer your data to us in this context – no matter whether this is done by using the online registration form or by other means - we process this data pursuant to the following legal basis:

•    Based on the transmission of your data and, accordingly, based on your given consent, in accordance with Art. 6 para. 1 a) GDPR.
•    To fulfil a contract pursuant to Art. 6 para. 1 b) GDPR.

5    reCAPTCHA

In order to protect the input forms of our websites against spam and abuse and, hence, ensure data security, we make use of reCAPTCHA. This is a service provided by Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Irland [hereinafter referred to as ‘Google’].

reCAPTCHA allows to differentiate between inputs of human origin and those that are abused by automated software (also called bots).

When using reCAPTCHA, your IP address and further data required for this service will be transmitted to Google. In this context the complete IP address may be transmitted to a Google Server in the United States, where it will be shortened. Google will use these data in order to analyse the usage of the reCAPTCHA service. The IP address transmitted by your browser in the reCAPTCHA context will not be merged with other data held by Google.

Google’s differing privacy terms apply to the corresponding processing of these data.
Further information on Google’s privacy policies can be found at

The use of reCAPTCHA and the related processing of your data is based on our legitimate interest in the security of our websites in accordance with Art. 6 para. 1 f) GDPR.

6    Social links

Services such as Twitter, LinkedIn or Xing are linked to the websites. After clicking on the graphics included on our websites, you will be redirected to the page of the respective provider.

In this case, the external provider may receive the information from your browser describing which of our websites you have come from. Like any other provider of websites, we are unable to influence this process.

For information on the handling of your data when using the abovementioned services, please refer to the data privacy policy of the respective provider.

7    Recipients of your data
Initially, only our employees receive knowledge of your personal data.

A transfer of your personal data to third parties only takes place if you have consented to this transfer, if it is necessary for a settlement of an inquiry, a service provided on our websites or a contractual relationship and/or if we are required by a judicial or regulatory order to disclose your data.

In the context of providing our websites and the related services as well as processing contracts, especially the following service providers may be involved:

  • Marketing service providers in the context of sending information/newsletters.
  • IT service providers in the context of administration and hosting of our websites and the related services.
  • Hotels (e.g. in case you ask us to book a hotel room for you when visiting the SOPTIM Academy).

If required, these service providers have access to your data. In this context, the service providers are contractually obliged to comply with data protection regulations, and they process personal data only strictly in line with our instructions.

8    Transfer to a third country
SOPTIM does not transfer your personal data collected when using our websites to countries outside the EU or the EEA (European Economic Area). 

An exception is the reCAPTCHA service (see chapter 5 of this data privacy policy), as this service may transmit data to Google servers in the United States. In this context the EU-US Privacy Shield applies.

9    Duration of data storage
In accordance with article 17 para. 1 a) GDPR, your personal data is routinely deleted if it is no long-er necessary for fulfilment of an inquiry, a service provided on our websites or a contract and if it is no longer subject to statutory retention periods.

Instead of being deleted, data is restricted for processing if there are legal or factual obstacles to deletion.

10    Automated decision making / profiling
SOPTIM does not use automated decision making or profiling (an automated analysis of your per-sonal circumstances).

11    Security
Personal data that is exchanged between you and us via the SOPTIM websites is generally transmitted via secure connections that comply with the latest technical state of the art.

In addition, we take technical and organisational security measures to protect your personal data managed by us from accidental or intentional manipulation, loss, destruction or access by unauthorised persons.

Data processing and security measures are continuously being improved by SOPTIM in line with technological developments.

12    Your rights as a data subject (especially pursuant to Art. 15 – 21 DSGVO)

12.1    Information
On request, at no cost and at any time you are entitled to receive information about all personal data we have stored about you.

12.2    Correction, deletion, restriction of processing and objection
If you no longer agree that your personal data is stored by us or if this information is no longer cor-rect, we will - based on an appropriate notice from you - take care that your data is deleted, the processing of your data is restricted or the necessary corrections are made (to the extent possible under the applicable law). The same applies if we receive the instruction to restrict processing with future effect.

12.3    Data transferability
Upon request, we will provide you with your personal data stored within our systems in a structured, commonly used and machine-readable format so that you can e.g. share this information with another company or person in charge.

12.4    Revocation
You have the right to revoke any consent given at any time with future effect. This revocation does not affect the legality of any data processing carried out with your consent before the time of revocation.

12.5    Complaint
Under the conditions laid down in Article 77 GDPR, you are entitled to lodge a complaint with a supervisory authority.

12.6    Exercising your rights as data subject
If you have any questions concerning the processing of your personal data, if you would like to exer-cise your right to information, correction, deletion, restriction of processing, objection or revocation with respect to your personal data or if you want to have your data provided for transfer, please con-tact our data protection officer (contact details can be found in clause 2 of this Data Privacy Policy).
We also recommend that you always address a complaint to our data protection officer first.

13    Data Privacy Policy - status
This privacy policy is currently valid and was issued on 17 April 2019.

Your contact Fabienne Egyptien What can I do for you?
+49 241 400 230

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