Privacy Policy

1. Introduction

Protecting your personal data is important to us. This Privacy Policy explains how Alexander Ruf, operating as RUF Systems, 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, RUF Systems Gleimstraße 29 10437 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 enquiries.

a) Contact Form

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

• First name

• Email address

• Workflow description (optional)

This data is used solely to respond to your enquiry and is not shared with third parties without your consent.

b) Follow-up Communications

If a discovery call is scheduled as a result of your enquiry, calendar scheduling may be handled via Calendly. In that case, personal data such as your name, email address, and scheduling information is processed directly by Calendly in accordance with 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 enquiries and requests

• Scheduling and managing discovery calls

• 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 enquiry 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 analyse how visitors use the website in order to improve its functionality and content. Google Analytics is loaded through Google Tag Manager, a tag management system provided by Google Ireland Limited. Google Tag Manager itself does not collect personal data. It manages when and how Google Analytics activates based on the consent you provide through the cookie banner on this website.

Data processing details

• Google Analytics is used only with your explicit consent

• IP anonymisation is enabled

• Collected data may include pages visited, duration of visit, referrer URL, and device and browser information

Google may process data on servers outside the EU. In such cases, data transfers are safeguarded using Standard Contractual Clauses approved by the European Commission.

Legal basis: Article 6(1)(a) GDPR — Consent

You can withdraw your consent at any time via the cookie settings on this website.

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 explicit 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.

Enquiry 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.

The supervisory authority responsible for Berlin is:

Berliner Beauftragte für Datenschutz und Informationsfreiheit Friedrichstr. 219 10969 Berlin https://www.datenschutz-berlin.de

12. Data Security

We apply appropriate technical and organisational measures to protect personal data against unauthorised 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 at rufsystems.com/privacy-policy.