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PRIVACY POLICY
of the
Optibase.io
(»Privacy Policy«)
At our company, WOICE, razvoj digitalnih produktov, svetovanje in prodaja, d.o.o., Ulica
škofa Maksimilijana Držečnika 6, 2000 Maribor, a company established and organized
under the laws of Slovenia, we respect your privacy, however, in order to browse or use
our website Optibase.io (read more in our Terms and Conditions; »Website«) you are
required to provide us with some of your personal data (»Personal Data«).
With this document (»Privacy Policy«), in accordance with Article 13 of
REGULATONREGULATION (EU) 2016/679 OF THE EUROPEAN PARLIAMENT AND OF
THE COUNCIL OF 27. April 2019 on the protection of natural persons with regard to
the processing of personal data and on the free movement of such data, and repealing
Directive 95/46/EC (General Data Protection Regulation; »GDPR«), we regulate the
information of data subjects when and how we process your Personal Data in our
company, for which purpose, how we store and protect it, as we want to assure you
that we treat your Personal Data transparently and securely. You can also find out
about your rights in relation to the Personal Data we hold about you and how to
exercise those rights.
In addition, we reserve the right to make changes and / or updates to this Privacy Policy.
Where changes are such as obliging us to notify you, we will notify you directly.
Otherwise, we ask you to monitor the contents of this Privacy Policy from time to time
to ensure that you are familiar with and agree to its contents.
If you do not agree or accept this Privacy Policy, do not access and / or use our Website.
1. DATA CONTROLLER
The Data Controller is us, WOICE, razvoj digitalnih produktov, svetovanje in prodaja, d.o.o., Ulica
škofa Maksimilijana Držečnika 6, 2000 Maribor, e-mail: support@optibase.io.
2. WHAT PERSONAL DATA WE COLLECT, FOR WHAT PURPOSE AND ON WHAT LEGAL BASIS?
According to Article 4(1) GDPR, Personal Data is any information which is related to an identified
or identifiable natural person. It is therefore information that identifies you as a specific or
identifiable individual.
We collect, process and store your Personal Data in order to provide you with easy access to our
content on the Website, which enable us to provide you with the services you request.
Registration and user account
If you would like to access out content on our Website, you will need to create a user
account. In this case, in order to activate and register your user account, we collect
and process these following types of Personal Data from you for the following
purposes:
a. Identification Data. Your personal or business email address and your password.
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We collect this Personal Data for the purpose of performing a contract with you
and/or for the performance of any (pre)contractual obligation, for the purpose of
registration (creation of a user account) on the Website, for the purpose of any
communication in connection with user account and for the purpose of confirming your
identity (as a natural person or legal entity).
b. Email Address. Your personal or business email address.
We collect this Personal Data for the purpose of performing a contract with you
and/or for the performance of any (pre)contractual obligation, for the purpose of
registration (creating a user account) on the Website. In addition, we collect and process
this Personal Data for the purposes of managing your user account, including, but not
limited to, confirming registration, forgotten password, changing password, terminating
your user account, notifying you of changes to this Privacy Policy, other necessary actions
in connection with the management of your user account;
For the purposes of sending newsletters and other communications regarding
information about our company, newsletters, surveys and other questionnaires for
receiving your opinion about our Website, statistical analysis in anonymised summary
form, we collect and process the Personal Data for the purpose of exercising our legitimate
interest in keeping you, as a user, informed of any updates and changes to the Website;
If you sign up for our marketing and other newsletters, we collect Personal Data on
the basis of your consent.
c. Transactional Data. Your personal or company’s name, billing address, postcode number,
city, country, if you are a legal entity we can also process your TIN/VAT ID number.
We collect this Personal Data for the purpose of performing a contract with you
and/or for the performance of any (pre)contractual obligation, for the purpose of
managing payment processes and support when you subscribe to one of our available
subscription plans.
Website Technical Data
Because the Website is hosted on a web server, we also collect certain Technical Data about your
visit when you browse the Website, including, but not limited to, your Internet Protocol (IP)
address, browser type and version, time zone setting and location, browser plug-in types and
versions, and other technology on the devices you use to access the Website.
We will only obtain, process and use your Personal Data for the purposes for which we collected it,
unless we reasonably believe that we need to use it for another reason and that reason is
compatible with the original purpose. If we need to use the Personal Data for a purpose that is
incompatible with the original purpose, we will inform you immediately and explain the legal
basis that allows us to do so. For any further clarification regarding the legal basis and purposes
for processing your Personal Data, please contact us.
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Limited Use Policy Compliance
We also acknowledge that Website’s use and transfer to any other application / website
information received from Google APIs will adhere to Google API Services User Data Policy,
including the Limited Use requirements. You can read more about Google API Services User Data
Policy at https://developers.google.com/terms/api-services-user-data-policy .
3. HOW DO WE COLLECT YOUR PERSONAL DATA
We obtain your Personal Data from you in a variety of ways, but in particular when you:
(a) contact us by mail or otherwise;
(b) register on our Website;
(c) sign up to our newsletter or marketing communications;
(d) send us feedback or otherwise contact us.
4. COOKIE POLICY
A cookie is a small file containing a sequence of letters and numbers that is stored on your
computer or other device when a web page loads in your browser. They are extremely common
because they remember you and your preferences, making your user experience better and
allowing you to make product purchases or order services from our Website more quickly and
easily.
Cookies provide visitors with a consistent and efficient user experience, while ensuring that basic
features such as the ability to register users and save login details (the »stay logged in« option)
work. Cookies may be set by the provider whose website you are visiting (»own cookies«), or by
third parties, such as those who add content to the website, or provide advertising and analytics
on the website (»third-party cookies«).
The table below sets out the types of cookies we use and their purpose:
(a) Analytical Cookies
Google Analytics
More info at: https://developers.google.com/analytics/devguides/collection/analyticsjs/cookie-usage
Cookie Name Expiration Description
Time
_ga 1 year 1 This cookie name is associated with Google Universal Analytics -
month which is a significant update to Google's more commonly used
analytics service. This cookie is used to distinguish unique users by
assigning a randomly generated number as a client identifier. It is
included in each page request in a site and used to calculate visitor,
session and campaign data for the site’s analytics reports.
_ga_XGK6JEZ2FM 1 year 1 This cookie is used by Google Analytics to persist session state.
month
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Our Website broadcast content from external providers. In order to access this content, you must
first accept their terms and conditions. Their terms include their cookie policy, which is outside
our control. If you do not access this content, third party cookies will not be placed on your device.
Third party cookies on our Website:
(b) Google Analytics. We use Google Analytics to better understand your needs, your
behaviour and to optimise the Website’s services and experience.
e do not have access to regulate the operation of these cookies, but providers may, among other
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things, change their terms and conditions, their purpose and their use at any time.
Control over cookies
User consent is required for obtaining and using certain cookies, such as analytical cookies.
Therefore, you can always change your decision on the acceptance or rejection of using cookies,
by simply removing, changing or rejecting them.
These settings are usually located in the menu bar of your internet browser Find out hot to edit
cookies in the most commonly used browsers:
(a) Google Chrome
https://support.google.com/accounts/answer/61416?co=GENIE.Platform%3DDesktop&
hl=en
(b) Mozilla Firefox
https://support.mozilla.org/en-US/kb/enhanced-tracking-protection-firefox-desktop?re
directslug=enable-and-disable-cookies-website-preferences&redirectlocale=en-US
(c) Microsoft Internet Explorer
https://support.microsoft.com/en-us/topic/delete-and-manage-cookies-168dab11-0753-
043d-7c16-ede5947fc64d
(d) Opera https://help.opera.com/en/latest/web-preferences/
(e) Apple Safari https://support.apple.com/en-gb/safari
5. DO WE TRANSFER YOUR PERSONAL DATA TO THIRD PARTIES?
We do not share, sell, market or otherwise transfer your Personal Data to third parties without
your explicit consent.
However, as our business partner Stripe (https://stripe.com/en-si) is based outside the EU, the
processing of certain Personal Data involves the transfer of Personal Data outside the EU. As a
result, we may share the following Personal Data with this business partner for the purpose
described:
(f) We share your personal billing information with a third party outside the EU for the
purpose payment processing when you buy one of our available subscription plans.
Our cooperation with Stripe enables us to accept and manage payments and to
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regulate our user’s subscription plans. Stripe’s Privacy Policy is available at
https://stripe.com/en-si/privacy.
We share the remaining Personal Data with other third parties service providers, affiliated
companies and professional advisors and auditors. We choose our data controllers carefully and
only upon sufficient guarantees they have appropriate technical and organizational measures in
place. Our third-party partners are subject to confidentiality requirements and may use your
Personal Data solely to the extent necessary to fulfil the purpose for which your Personal Data was
collected, except as otherwise required by applicable law.
However, such third parties have their own and independent Terms and Conditions and Privacy
Policies. As a result, we are not responsible or liable for the content and links shared. However, we
want to protect the reputation and security of our services, and we are available to provide you
with any information should any shared links not meet your security and privacy criteria.
6. HOW LONG DO WE STORE YOUR DATA?
We process and store your Personal Data for as long as the purpose for which it was collected
requires. We will retain your Personal Data for a period of 5 years from the tax year onwards. Upon
expiry of that retention period user accounts and all Personal Data associated with you will be
automatically deleted.
At any time during the retention period, you have the ability to edit, download or delete any of
your Personal Data within your user account on the Website. You may also obtain specific
information about the retention period for your Personal Data by contacting us at the contact
details set out at the beginning of this Privacy Policy.
After the retention period has expired, the Personal Data will be irretrievably deleted and the right
of access, the right of erasure, the right of rectification and the right of portability of the Personal
Data may no longer be exercised after the retention period has expired.
7. HOW CAN I ACCESS THE PERSONAL DATA YOU COLLECT AD PROCESS ABOUT ME?
In addition to the above, you have the following rights at all times in relation to the Personal Data
we collect and process:
(g) Withdraw your consent at any time. You have the right to withdraw consent where
you have previously given your consent to the processing of your Personal Data.
(h) Object to processing of your Personal Data. You have the right to object to the
processing of your Personal Data if the processing is carried out on a legal basis other
than consent.
(i) Access your Data. You have the right to learn if Personal Data is being processed by us,
obtain disclosure regarding certain aspects of the processing, and obtain a copy of the
Personal Data undergoing processing.
( j) Verify and seek rectification. You have the right to verify the accuracy of your
Personal Data and ask for it to be updated or corrected.
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(k) Restrict the processing of your Personal Data. You have the right, under certain
circumstances, to restrict the processing of your Personal Data. In this case, we will
not process your Personal Data for any purpose other than storing it.
(l) Receive your Personal Data and have it transferred to another controller. You have
the right to receive your Personal Data in a structured, commonly used and
machine-readable format and, if technically feasible, to have it transmitted to another
controller without any hindrance. This provision is applicable provided that the
Personal Data is processed by automated means and that the processing is based on
your consent, on a contract which you are part of or on pre-contractual obligations
thereof.
(m) Lodge a complaint. You have the right to bring a claim before their competent data
protection authority.
8. HOW DO WE PROTECT YOUR PERSONAL DATA?
We store your Personal Data in secure database that is accessible only to a limited number of
employees, in accordance with the specific rights granted to access such secure database. All
employees are contractually obliged to keep the Personal Data confidential and access to this
Personal Data is logged and auditable.
The transmission of Data between the Website and the server and between the server and the
database is protected by the so-called Secure Socket Layer (SSL) technology, using certificates
issued by a root certificate authority.
9. CHANGES TO THIS PRIVACY POLICY
We reserve the right to make changes to this Privacy Policy. We will let you know if we change the
contents of this Privacy Policy via email and / or with a prominent notice on our Website, prior the
change becoming effective. By using the Website, you confirm that you accept and agree to the
entire contents of this Privacy Policy.
Issued in Ljubljana, Slovenia, June 2024.
Date of last revision of this Privacy Policy: 5. 6. 2024.
Woice, d.o.o.
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