Privacy Policy (GDPR)
These notices cover our website, contacting us and the customer-service cooperation described here. Updated: 28 September 2026.
1. Controller
- Optima Prime Consulting Sp. z o.o.
- ul. Leona Wyczółkowskiego 2, 78-100 Kołobrzeg
- NIP: 6711865341 · REGON: 540934167
- KRS: 0001156397
- Register court: Sąd Rejonowy w Koszalinie, IX Wydział Gospodarczy Krajowego Rejestru Sądowego
- Share capital: 5 000,00 PLN
- E-mail: info@optimaprime.eu
- Tel.: +48 668 628 850
2. Contact form, e-mail and telephone
We use your name, e-mail address, message and any optional company name, telephone number and selected enquiry topic to handle your enquiry. Name, e-mail address and message are required in the form; without them we cannot respond through this channel. Providing data is voluntary.
For an enquiry about your own contract or steps requested by you before entering a contract, the basis is Art. 6(1)(b) GDPR. We handle other enquiries, including those from company representatives, under Art. 6(1)(f) GDPR. Our legitimate interest is responding to and organising business communication. We do not require consent for this.
The form is configured for delivery by e-mail. It does not create a separate message archive on the web server. An enquiry does not subscribe you to marketing. The form involves no automated decision-making or profiling. Please do not send health information, identity-document copies or confidential client files through this general form.
2a. Cooperation between the Optima companies
Optima Prime Consulting Sp. z o.o. and Bürodienstleistungen Optima GmbH regularly exchange customer data to coordinate enquiries and engagements in Germany and Poland, customer support and the agreed services. The companies and their contact details are listed below.
Depending on the matter, this covers contact and business details, contract and engagement data, correspondence, and accounting and tax documents needed for the particular engagement. Documents may also contain personal data of company contacts, employees or other persons mentioned in them. We obtain data directly from you or from the other company named here through this cooperation. Sharing must be limited to the data necessary for the specific purpose.
Art. 6(1)(b) GDPR applies to handling and coordinating your own contractual services or pre-contractual steps you request, insofar as the particular processing is necessary for that purpose. Other activities, such as communication with company representatives, may rely on Art. 6(1)(f) GDPR: our interest in coordinated customer support and business administration, provided the processing is necessary and does not override the interests or rights of the individuals concerned. These grounds do not authorise unlimited sharing or automatically cover training our own AI models.
In connection with legal and tax advice, lawyer Peter Klink also receives the customer data and documents needed for the particular advisory engagement. The specific engagement and the processing necessary for it determine the scope. Cooperation does not make the lawyer a general recipient of all customer data.
We do not sell customer data. The retention criteria in section 7 and the rights in section 8 apply to personal data used in this cooperation. You can use the contact details provided to ask us about data sharing.
- Optima Prime Consulting Sp. z o.o., ul. Leona Wyczółkowskiego 2, 78-100 Kołobrzeg, Polska — info@optimaprime.eu
- Bürodienstleistungen Optima GmbH, Körnerstraße 12, 10785 Berlin, Deutschland — info@buerooptima.de
2b. Shared software, cloud services and AI
The companies use a shared software suite, including AI-assisted functions, to process and organise customer documents. We use Supabase for database and application services and Google Drive to store and collaborate on files. These providers may process the customer, engagement and document data stored in their services. Simply visiting this website does not load those internal applications.
These cloud services are separate from the Google Maps integration in section 6. Cloud services may involve processing outside the European Economic Area. The linked provider documents describe processing, subprocessors and transfer arrangements; the German location of our web hosting does not apply to all these services.
Only data fully anonymised beforehand may be approved for training our own models within the Optima Framework. Personal or merely pseudonymised customer data are excluded from that training purpose. Replacing names is insufficient if people remain identifiable through other information or a linking key. This training policy is distinct from processing personal data for the particular customer engagement.
3. Website operation, hosting and e-mail
Delivering a website requires processing data including the IP address, requested address and technical connection information. Necessary delivery and protection against misuse serve our legitimate interest under Art. 6(1)(f) GDPR.
For website hosting, e-mail mailboxes and outgoing e-mail, we use ALL-INKL.COM – Neue Medien Münnich, proprietor René Münnich, Hauptstraße 68, 02742 Friedersdorf, Germany. According to the provider, its data centres are located in Dresden, Germany. The provider processes the data needed to deliver these services.
The hosting account is provided within the Optima Group through Bürodienstleistungen Optima GmbH, Körnerstraße 12, 10785 Berlin, Germany. Optima Prime Consulting Sp. z o.o., identified above, remains responsible for this website and handling your enquiries. The German company may have access to data processed in the account when administering it technically.
Access-log creation and visitor statistics are disabled in our hosting account. This concerns the website logs and statistics made available to us. It is distinct from connection data needed to deliver the website and the hosting provider’s own security or operational processing. Our website is delivered over an encrypted HTTPS connection.
ALL-INKL operates our contact mailbox info@optimaprime.eu. No automatic copy forwarding is configured for this mailbox in the hosting administration. Sections 2 and 7 explain how we process and retain your messages.
4. Form abuse prevention
The submission endpoint limits requests to five attempts per hour. It uses an identifier derived from the IP address with a secret key, together with timestamps. This safeguard stores neither raw IP addresses nor message contents; separate hosting-provider logging is not covered by this statement. The basis is Art. 6(1)(f) GDPR and our interest in maintaining an available contact channel protected against misuse.
Counting uses a rolling one-hour window. A counter file expires one hour after the last recorded attempt and is deleted on the next permitted form request or cleanup run. The expired file may remain stored until that run; deletion at exactly one hour is not guaranteed.
5. Optional WhatsApp contact
WhatsApp is an external link. Visiting our page does not load a WhatsApp module; opening the link accesses the service. You can also contact us by e-mail or telephone.
If you contact us there, we use your telephone number, visible profile details and messages to handle your enquiry on the bases in section 2.
WhatsApp Ireland Limited also processes device and connection data during use. Transfers outside the EEA are possible. Its policy explains its retention rules and transfer mechanisms, including adequacy decisions and standard contractual clauses.
6. Google Maps
The map is blocked until you consent, either in Cookie settings or using the map button explicitly described as remembering your choice. The basis for embedding it is Art. 6(1)(a) GDPR.
For EEA users, the provider is Google Ireland Limited. Loading the map sends Google information including your IP address and may involve cookies. Processing outside the EEA, particularly in the USA, is possible. Google explains details and transfer safeguards in the linked notices.
You can withdraw at any time using “Cookie settings” and “Necessary only”. The embedded map is removed and will load again only after renewed permission. Withdrawal takes effect for the future; it does not retrieve data already sent to Google.
7. Retention and recipients
We retain enquiries received by form, e-mail, telephone or WhatsApp until they have been fully handled. This means the matter has been answered or otherwise resolved and no related questions or agreed next steps remain open. We then delete the data unless it is still needed for a resulting contract or for the reasons set out below.
If you engage us, further retention depends on performing the contract. Documents subject to statutory retention obligations are kept until the applicable period ends (Art. 6(1)(c) GDPR). Data needed to establish, exercise or defend specific legal claims may be retained until the relevant limitation period expires or ongoing proceedings are finally concluded (Art. 6(1)(f) GDPR). Not every enquiry is an accounting record subject to statutory retention.
ALL-INKL regularly backs up our mailboxes. Deleted e-mails may remain in a backup until that backup is replaced or deleted. These backups serve recovery after technical failures; the deletion criteria for active handling of enquiries still apply.
Recipients are the people handling matters at Optima Prime and the companies, service providers and lawyer described in sections 2a and 2b within their respective tasks. We use ALL-INKL for hosting and e-mail; technical account administration is described in section 3. The provider named by ALL-INKL, Neue Medien Münnich GmbH, Bautzener Str. 56, 02742 Neusalza-Spremberg, Germany, may also process data as part of those technical services. WhatsApp and Google Maps are explained separately in sections 5 and 6; Google Drive is a cloud service covered in section 2b.
Our Cookie Policy describes locally stored website preferences and their lifetimes.
8. Your rights
Subject to the statutory conditions, you may request access, correction, erasure, restriction and data portability. Contact info@optimaprime.eu to exercise these rights.
You may object to processing under Art. 6(1)(f) GDPR on grounds relating to your particular situation. You may withdraw consent at any time for the future, without affecting the lawfulness of earlier processing.
You may complain to a supervisory authority, particularly where you usually live or work or where an alleged infringement occurred. The Polish supervisory authority for our registered office is the President of UODO.
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