Privacy Policy

1. Introduction

Protecting your personal data is important to us. This Privacy Policy explains how Alexander Ruf, operating as RUFSYSTEMS, collects, uses, and protects personal data when you visit rufsystems.com or contact us.

We process personal data in accordance with the EU General Data Protection Regulation (GDPR) and applicable German data protection laws.

2. Data Controller

Data controller responsible for data processing:

• Alexander Ruf, RUFSYSTEMS

• Gleimstraße, Berlin. Germany

• Email: ops@rufsystems.com

3. Personal Data We Collect

We only collect data that is necessary to operate the website and respond to inquiries.

a) Contact Form

When you submit a message through our contact form, we collect:

• Full name,

• Email address

• Message content

• Selected service of interest

This data is used solely to respond to your inquiry and is not shared without your consent.

b) Calendly

If you book a meeting via Calendly, personal data (such as name, email address, and scheduling information) is processed directly by Calendly according to their privacy policy.

Calendly may process data outside the EU. Appropriate safeguards (such as Standard Contractual Clauses) apply.

4. Purpose of Data Processing

We process personal data for the following purposes:

• Responding to inquiries and requests

• Scheduling and managing meetings

• Providing and improving our services

• Fulfilling legal and contractual obligations

We do not sell or rent personal data.

5. Legal Basis for Processing

Personal data is processed based on:

• Article 6(1)(a) GDPR – Consent

• Article 6(1)(b) GDPR – Contractual or pre-contractual measures

• Article 6(1)(f) GDPR – Legitimate interest in operating and securing our website

6. Data Storage and Tools

Personal data may be stored and processed using the following tools:

• Microsoft 365 (email communication)

• Google Sheets (basic inquiry tracking)

All tools are used in compliance with GDPR and appropriate security measures are applied.

7. Analytics and Cookies

This website uses Google Analytics, a web analytics service provided by Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland.

Google Analytics allows us to analyze how visitors use the website in order to improve its functionality and content.

Data processing details

• Google Analytics is used only with your explicit consent

• IP anonymization is enabled

• Collected data may include:

  • Pages visited

  • Duration of visit

  • Referrer URL

  • Device and browser information

Google may process data on servers outside the EU (e.g. in the United States). In such cases, data transfers are safeguarded using Standard Contractual Clauses (SCCs) approved by the European Commission.

Legal basis

• Article 6(1)(a) GDPR, Consent

You can revoke your consent at any time via the cookie settings.

8. Cookies

Cookies are small text files stored on your device.

We use:

• Necessary cookies to ensure website functionality

• Optional analytics cookies (only with your consent)

You can withdraw or change your consent at any time via the cookie settings.

9. Data Retention

We retain personal data only as long as necessary for the purpose it was collected, or as required by law.

Inquiry data is deleted once it is no longer needed, unless legal retention obligations apply.

10. Your Rights Under GDPR

You have the right to:

• Access your personal data

• Rectify inaccurate data

• Request deletion of your data

• Restrict processing

• Object to processing

• Data portability

• Withdraw consent at any time

To exercise your rights, contact:
ops@rufsystems.com

11. Right to Lodge a Complaint

You have the right to lodge a complaint with a supervisory authority, in particular in the EU member state of your residence, workplace, or place of alleged infringement.

12. Data Security

We apply appropriate technical and organizational measures to protect personal data against unauthorized access, loss, or misuse.

13. Changes to This Privacy Policy

This Privacy Policy may be updated to reflect legal or operational changes.
The latest version will always be available on this page.