Privacy Policy

Last updated: June 2026

1. Controller

The controller responsible for processing personal data on this website is:

office & phone Büromanagement GmbH
Engelbergerstraße 19, 79106 Freiburg im Breisgau, Germany
Managing Directors: Evelyn Paul, Denise Paul
Phone: +49 (0) 761 76 75 60
Email: kontakt@office-phone.de

2. Data Protection Officer

We have appointed an external Data Protection Officer. You can reach him at:

Jörg M. Leuchtner, Attorney at Law
Freiburger Datenschutzgesellschaft mbH
Luisenstraße 5, 79098 Freiburg im Breisgau, Germany
Phone: +49 (0) 761 21716550
Fax: +49 (0) 761 21716551
Email: info@freiburger-datenschutzgesellschaft.de
Web: www.freiburger-datenschutzgesellschaft.de

3. General principles

We process personal data only when legally permitted (Art. 6 GDPR) or when you have given consent.

4. Hosting

This website is hosted by ALL-INKL.COM – Neue Medien Münnich, Hauptstraße 68, 02742 Friedersdorf, Germany ("KAS-Server"). When you access this website, our hosting provider automatically processes data in server log files (see section 5). A data processing agreement (DPA) is in place with the hosting provider in accordance with Art. 28 GDPR.

5. Server log files

When you access our website, the following data is automatically stored in server log files:

  • IP address (truncated where technically possible)
  • Date and time of access
  • Requested URL and HTTP status code
  • Transferred data volume
  • Browser type and version, operating system
  • Referrer URL

Legal basis: Art. 6 (1) lit. f GDPR (legitimate interest in stable, secure operation). Storage period: maximum 14 days, then deleted or anonymized.

6. Contact form and email

When you contact us via the contact form or email, we process your submitted data (name, email, optionally phone, company, topic, message) to handle your inquiry. Confirming the privacy notice (mandatory checkbox) is required to send the form. To protect against automated spam, we use a hidden honeypot field that does not collect any personal data.

The data is processed via our web server through a PHP script (the mail() function) and forwarded to our email mailbox (kontakt@office-phone.de). No external service provider (e.g. CRM or newsletter tool) is involved, and no third-party transfer occurs.

Legal basis: Art. 6 (1) lit. b GDPR (pre-contractual measures) and lit. f GDPR (legitimate interest). Storage period: until the inquiry is finalized; in case of a contract conclusion, according to commercial and tax retention obligations (typically 6–10 years).

7. Cookies and consent (cookie banner)

Technically necessary cookies required to operate the website (e.g. for storing your cookie choice) are set without your consent based on § 25 (2) TDDDG / Art. 6 (1) lit. f GDPR. These cookies cannot be deselected.

For all optional cookies and services that require consent (in particular statistics/analytics) we use an opt-in cookie banner. On your first visit, these categories are disabled by default (statistics = OFF). Analytics cookies are only set, and data is only transmitted to third parties, after you have given explicit, granular consent per category in the banner. As long as you do not consent, no web analytics takes place.

The legal basis for consent-requiring cookies is your consent pursuant to Art. 6 (1) lit. a GDPR in conjunction with § 25 (1) TDDDG. You can revoke your consent at any time with effect for the future via the "Cookie Settings" link in the footer of every page. Revoking consent is as easy as granting it.

8. Web analytics with Google Analytics 4

This website uses Google Analytics 4, a web analytics service provided by Google Ireland Limited (Gordon House, Barrow Street, Dublin 4, Ireland; "Google"). Google Analytics 4 is loaded only after your explicit consent via the cookie banner. Without consent, no analytics cookies are set and no data is transmitted to Google.

We use Google Consent Mode v2: the analytics_storage status is set to "denied" by default and is only changed to "granted" after your consent. Only then does Google Analytics use cookies to collect information about your use of this website (such as pages visited, duration, device and browser information). The IP address is processed in truncated form by default in Google Analytics 4; the full IP address is not stored.

After consent, Google Analytics 4 sets the following cookies:

  • _ga — distinguishes visitors; lifetime: 2 years
  • _ga_<container-ID> — maintains session state; lifetime: 2 years

Data may be transferred to Google servers in the USA. The legal basis for this third-country transfer is Google LLC's certification under the EU-US Data Privacy Framework (adequacy decision of the EU Commission) and, additionally, the EU Commission's Standard Contractual Clauses. A data processing agreement (DPA) is in place with Google in accordance with Art. 28 GDPR.

Legal basis: your consent pursuant to Art. 6 (1) lit. a GDPR in conjunction with § 25 (1) TDDDG. You can revoke your consent at any time with effect for the future via the "Cookie Settings" link in the footer. Additionally, you can deactivate Google Analytics tracking via the browser add-on: tools.google.com/dlpage/gaoptout.

9. Social media — links

Our website contains links to our profiles on LinkedIn, Instagram, Facebook and YouTube. These links are pure hyperlinks — no data is transmitted to the platforms unless you actively click. Once you click and visit the platform, their respective privacy policies apply.

10. Job applications

When you apply for a position with us, we process your personal data (cover letter, CV, references, contact details) for the purpose of conducting the application procedure. Legal basis: § 26 BDSG (German Federal Data Protection Act, employment relationship). If you are not hired, we delete your application documents no later than 6 months after the end of the procedure, unless you consent to longer storage.

11. Your rights as a data subject

You have the right to:

  • Access (Art. 15 GDPR) — information about your personal data
  • Rectification (Art. 16 GDPR) of inaccurate data
  • Erasure (Art. 17 GDPR) of data no longer required
  • Restriction of processing (Art. 18 GDPR)
  • Data portability (Art. 20 GDPR)
  • Objection (Art. 21 GDPR)
  • Withdrawal of consent (Art. 7 (3) GDPR) — applies for the future
  • Complaint with a supervisory authority (Art. 77 GDPR), e.g. State Commissioner for Data Protection and Freedom of Information Baden-Württemberg, Königstraße 10a, 70173 Stuttgart, Germany

To exercise your rights or for any data protection questions, contact us at kontakt@office-phone.de or our external Data Protection Officer (contact details see section 2).

12. Data security

We use technical and organizational measures to protect your data against loss, manipulation, and unauthorized access. The transmission of this website is via TLS-encrypted connection (HTTPS). Our security measures are regularly reviewed and adapted to current threats as part of our quality management system (DIN EN ISO 9001:2015).

13. Updates

This privacy policy is updated regularly. Significant changes will be marked at the top with the updated date.