In Short
We only collect what we need to answer your enquiries, sell and activate our software, deliver updates and keep this website running safely. We do not sell personal data, and we do not use analytics, advertising trackers or tracking cookies. The business data you manage in our desktop software stays on your own computer – we cannot see it.
The sections below explain this in more detail.
1. Who Is Responsible
The party responsible for processing personal data on this website and for our software sales (the ‘controller’) is:
[Full legal company name incl. legal form, e.g. OptoSoftechs GmbH]
[Street and number, postcode, city, country]
Email: contact@optosoftechs.com
If you have any question about your data, write to us at the address above.
2. When You Visit This Website
2.1 Technical access data
Whenever a page is opened, the web server automatically records technical information: your IP address, date and time, the page requested, the referring page, and your browser and operating system. We need this to deliver the page, to detect attacks and to fix errors. These log entries are kept only for a short time and are then deleted, unless an entry is needed to investigate a security incident.
Legal basis: our legitimate interest in running a secure, working website (Art. 6(1)(f) GDPR).
2.2 No tracking, no third-party content
We do not use analytics tools, advertising pixels or tracking cookies. Fonts, icons and all other files needed to display this website are delivered from our own server, so opening a page does not send your data to other companies. More about cookies is in our Cookie Policy.
3. When You Contact Us or Request a Licence
Our contact and sales forms ask for your name, email address and message, and optionally your company name, phone number and preferred plan. For software orders we also ask for your company or trading name, an optional VAT ID, and your confirmation that you are buying for your business. When a form is sent, we also record your IP address and the time, to protect the forms against misuse.
We use this information to answer you, to prepare an offer and to handle your order. The form content reaches us by email.
Legal basis: steps before or for a contract (Art. 6(1)(b) GDPR); for the IP address, our legitimate interest in preventing abuse (Art. 6(1)(f) GDPR).
How long: enquiries that do not lead to an order are deleted once the matter is closed. Correspondence relating to an order is kept for the periods required by commercial and tax law (see Section 9).
4. When You Buy a Licence
To sell and deliver a licence we process: name, email address, company name, VAT ID (if given), billing details, order or transaction number, plan, price and purchase date. We use them to deliver your licence key and download link, to issue invoices, to provide support and updates, and to meet our accounting duties.
Depending on the payment method, the payment may be handled by an authorised reseller or payment provider that acts as the seller of record. That company processes your payment details under its own privacy policy, which is shown during checkout. We receive only the order details listed above – never your full card or bank details.
Legal basis: performing the contract (Art. 6(1)(b) GDPR) and legal retention duties (Art. 6(1)(c) GDPR).
5. Licence Activation, Updates and Downloads
Each licence may be used on a limited number of computers. To enforce this fairly, the software contacts our server when you activate it and when it checks for updates. For this we process:
- Activation: licence key, email address, a device identifier (an anonymous code calculated from your computer’s hardware – not a serial number in plain form), an optional device name, the software version, your IP address and the dates of activation and last contact
- Update checks: licence key and the installed version
- Downloads: licence key, email address, selected operating system, IP address, browser details and time of the download
We use this to check that a licence is valid, to show you and let you remove your activated devices on the ‘Manage Licence’ page, to deliver updates you are entitled to, and to detect shared or stolen licence keys. The installation files are stored with Amazon Web Services; download links are only valid for a short time.
Legal basis: performing the licence contract (Art. 6(1)(b) GDPR) and our legitimate interest in protecting our software against misuse (Art. 6(1)(f) GDPR).
How long: for as long as the licence exists, and afterwards only as long as needed to settle any open claims.
6. Your Business Data in the Desktop Software
Everything you enter into the desktop software – products, stock, sales, customers, invoices – is stored in a database on your own computer. It is not sent to us, and we have no access to it. Only the licence and update checks described in Section 5 connect to our server.
If you choose to send us files or screenshots for support, we use them only to solve your problem and delete them afterwards. Because we do not store or process your business data on your behalf, we do not act as your data processor.
7. Withdrawal Form
If you use our online withdrawal form, we store your name, contract or order number, email address, any optional details you enter, the exact time of submission and a scrambled (hashed) version of your IP address. We need this to process the withdrawal, to send you the confirmation of receipt required by law and to prove that we did so.
Legal basis: legal obligation (Art. 6(1)(c) GDPR). How long: three years after the end of the year of submission, unless a dispute requires longer.
8. Who Receives Data
We only pass data on where this is necessary for the purposes above:
- our website hosting and email providers, who run the servers for us
- Amazon Web Services, where the software installation files are stored
- the reseller or payment provider handling your payment, if one is used
- our tax advisor or accountant, for bookkeeping
- authorities, if we are legally obliged to disclose data
Service providers that process data on our behalf are bound by data processing agreements (Art. 28 GDPR). We do not sell personal data.
Transfers outside the EU
Some of these providers (for example Amazon Web Services) are based in the United States or may process data there. Such transfers take place only where the provider is certified under the EU–US Data Privacy Framework or has signed the EU Standard Contractual Clauses.
9. How Long We Keep Data
We delete personal data as soon as it is no longer needed for the purpose it was collected for. Where the law requires us to keep records, we keep them for the statutory period – for example, invoices and accounting records for up to ten years and business letters for six years under German commercial and tax law – and only use them for that purpose during that time.
10. Your Rights
You can ask us at any time to:
- tell you which data we hold about you and give you a copy (Art. 15 GDPR)
- correct wrong data (Art. 16 GDPR)
- delete your data, unless we have to keep it by law (Art. 17 GDPR)
- restrict the use of your data (Art. 18 GDPR)
- hand over data you gave us in a common machine-readable format (Art. 20 GDPR)
- withdraw a consent you gave, with effect for the future (Art. 7(3) GDPR)
Just write to contact@optosoftechs.com. We answer within one month.
Right to object: where we process your data based on our legitimate interests (Art. 6(1)(f) GDPR), you may object at any time for reasons arising from your particular situation. We will then stop, unless we can show compelling legitimate grounds or need the data for legal claims. You can object to direct marketing at any time without giving reasons (Art. 21 GDPR).
You also have the right to complain to a data protection supervisory authority, in particular in the EU country where you live or work.
We do not make decisions about you based solely on automated processing.
11. Security
This website is only reachable over an encrypted connection (HTTPS). Access to our systems is limited to people who need it. Device identifiers are stored only as hashed values, and our forms and licence server are protected against automated abuse. No system is completely secure, but we work to keep your data protected.
12. Changes
We update this policy when our services or the law change. The current version is always available on this page; earlier versions can be viewed through the version history.
This Privacy Policy is effective as of September 2026.
Questions About Our Legal Policies?
If you have any questions or concerns about our legal policies, please contact us at: contact@optosoftechs.com