Privacy Policy

Last updated: 12 December 2020

Data Processor

Name/CompanyOptaKey UG (haftungsbeschränkt)
Street, No.Oskar-von-Miller-Strasse 5
ZIP, City, Country60314 Frankfurt GERMANY
Managing DirectorFabian Knigge
Emailsupport@optakey.com

1 Introduction

OptaKey UG (haftungsbeschränkt) (“OptaKey”, “us”, “we”, or “our”) provides web-based products linked to the Google App Suite (the “Service”) through the Google Workspace Marketplace. We respect the privacy of all visitors, users and others (the “Client”, “you”) who access or use the Service. Usage of the Service may require certain information from the Client such as First and Last Name, Billing Information, and a Google Account to access or login to the service. All information provided by the Client shall be held in strict confidence by OptaKey.

This Privacy Policy describes how we manage, process and store personal data submitted in the context of providing our Services. “Personal Data” refers to any information relating to an identifiable individual or the Client’s personal identity.

OptaKey provides several different products which may access or collect different Personal Data from the Client. Where necessary, we will describe the differences in Personal Data collected or accessed by each product or Service in this Privacy Policy.

2 Consent & Risk Acknowledgement

In using, buying or subscribing to our Service or filling in a contact form on our website (otpakey.com) or other sites owned by OptaKey, you agree and accept that we may gather, process, store and/or use the Personal Data submitted in accordance with the rules set forth in this privacy policy.

The Client retains the right to have his or her Personal Data rectified, to be forgotten and/or to be erased.

A Google account is necessary to access and use the Service. Google sign-in will authenticate the Client’s identity and provide the Client the option to share certain Personal Data with OptaKey.

OptaKey’s Service is accessed via the Client’s Google Apps account. The Client acknowledges that OptaKey is not liable for loss of passwords. If the Client loses control over their Google account, the Client may lose control over their personally identifiable information.

3 Data Protection Rights of the Client

In accordance with the German Data Protection Laws and the European General Data Protection Regulation 2016/679 (GDPR) the Client has a right of access, correction and removal of his or her personal data. This right may be exercised by sending us an email at support@optakey.com. Your requests will be processed within 30 days. We may require that your request be accompanied by a photocopy of proof of identity or authority.

4 Data Collection & Usage

4.1 Personal Client Information

OptaKey collects Personal Data from the Client including first and last names, and a Google email address. OptaKey may verify the email address provided by the Client. Some of the Services may require OptaKey to collect billing and payment information such as the Client’s first name, last name, VAT number where applicable, postal address, country, telephone number, IP address(es), domain name and payment details if applicable. This may be done via a third-party payment processing partner. OptaKey may use the collected information to deliver Services, update Client records, communicate with the Client about products and services, or to generally maintain Client accounts.

OptaKey will retain your information for as long as the Client account is active, as needed to provide the Service, to comply with any legal obligations, resolve disputes, and enforce our agreements. If the Client wishes to cancel their account or request that OptaKey no longer use any or all of the collected information the Client shall contact OptaKey in writing.

OptaKey reserves the right to disclose the Client’s personal information as required by law, such as to comply with a subpoena, bankruptcy proceedings or any other legal processes, and when OptaKey believes that disclosure is necessary to protect our rights, protect the Client’s safety or the safety of others, investigate fraud and/or to comply with a judicial proceeding, court order, or legal process.

4.2 Business Information

All Client business information that is collected by OptaKey is considered confidential. Business Information includes app data, documents, files, configuration settings and any other business information stored on OptaKey Services. OptaKey will not view Business Information except as necessary to appropriately support and maintain the Service or as required by law.

4.3 Communication with the Client

OptaKey may send to the Client Service-related emails such as promotions, usage tips or Service information. The Client may opt out of promotional emails at any time. The Client, however, may not opt out of any communications such as receipts, confirmation emails and customer service updates that are considered necessary to provide the Service to the Client.

OptaKey may analyse and track the various rates (e.g. click, open, bounce rates) to assess the performance of our emailing campaigns.

4.4 Partners & Affiliates

In some cases OptaKey may provide services or sell products jointly with other partners or affiliates (the “Partner”). For such services where a third party is involved, OptaKey may share or jointly collect with the Partner Client information related to those services. OptaKey will try to ensure that any co-branded or jointly operated products and services clearly state who is collecting and/or receiving Client information and the applicable privacy policy.

4.5 General Data, Session Records & Web Analytics

OptaKey may gather certain non-personal information automatically and store it in cookies and log files. This information includes internet protocol (IP) addresses, browser version, operating system, date/time stamp, and other interactions with OptaKey’s services or on any OptaKey website. OptaKey uses this information to analyze trends, maintain quality of service, to identify potential cases of abuse and to help diagnose technical problems. OptaKey may use web analytic tools non gather non-personally identifiable data. OptaKey may gather data such as what browser a person uses, what operating systems are used, what is downloaded, and what content, products and services are reviewed when visiting or registering for services at one of OptaKey’s websites or mobile applications.

4.6 Testimonials

OptaKey may publish a list of Clients & Testimonials on its site(s) with information on our Client’s names and job titles. OptaKey will obtain the authorisation of every Client before publishing any Testimonial on its website(s). If you wish to be removed from this list, you can send us an email to support@optakey.com and we will delete your information within 30 days from our website(s).

5 Third Party Disclosures

OptaKey does not share, sell, trade, or rent any personal Client information to third parties except as described in this privacy policy. The Service may require OptaKey to provide some of the Client information to third parties. OptaKey may occasionally use third-party service providers to perform functions on OptaKey’s behalf such as payments processing, emailing Clients, or analysing data. Third parties have access to personal information needed only to perform their functions and may not use it for any other purpose. Third parties must process the Client’s personal information in accordance with this Privacy Policy. In the event that OptaKey or the majority of its assets are acquired, Client information will be one of the transferred assets. OptaKey does not control the practices of our Partners. Clients shall read the privacy policies of our Partners. In case of questions about how OptaKey’s Partners use the information gathered the Client shall contact the Partner. OptaKey’s websites may contain links to other sites that are not owned or controlled by OptaKey. OptaKey is not responsible for the privacy policies of these websites.

6 csv Exporter (PRO)

6.1 Data Collection & Usage

csv Exporter is a verified Google Marketplace Add-On for Google Sheets complying with the GDPR to ensure your data is protected. Additional information about the Google Verification Process can be found here.

By design, your data stays at all times on your Google Spreadsheet unless you export data as a csv file. You have at all times the control over distribution/sharing of the csv file and the data contained therein. In order to use csv Exporter or csv Exporter PRO and to perform their intended use, the add-ons need to access or collect certain information as described below.

csv Exporter:

  • Email address of the Client – to identify the account
  • Data contained in the Client’s Google Spreadsheet – to export data as a csv file
  • csv file export metadata (name of the Google Spreadsheet exported as csv file, csv delimiter/separator, date and time of csv file export) – to create a csv file with given specifications and allow re-export of the latest csv file export

csv Exporter PRO:

  • Email address of the Client – to identify the account and if you are a paying customer
  • Add-on installation date – to track number of days passed in the trial period
  • Data contained in the Client’s Google Spreadsheet – to export data as a csv file
  • csv file export metadata (name of the Google Spreadsheet exported as csv file, csv delimiter/separator, file name given, name and id of the export destination folder, file id of the csv file) – to create a csv file with given specifications and allow re-export of the csv file export
  • if trigger was created, trigger metadata (date and time of the last trigger execution, trigger id, trigger specifications (minute, hour, day, week or month timer)) – to create a trigger for the given csv export
  • if csv file is sent by email, email addresses of the recipients and email metadata (email subject given) – to send csv file by email

The Client acknowledges that he is fully responsible for the inputs provided within the csv Exporter or csv Exporter PRO add-ons. OptaKey is not responsible for faulty inputs and the consequences thereof. The Client is especially made aware that the functionalities of csv Exporter PRO (specification of export folder destination and email sending) may lead to unintended distribution or sharing of data contained in the Google Spreadsheet.

6.2 Permissions

In order to use the csv Exporter or csv Exporter PRO add-on, the permissions listed below are necessary.

csv Exporter:

PermissionWhy it is necessary
See, edit, create, and delete all of your Google Drive filescsv Exporter saves the csv file on the Client’s MyDrive.
See, edit, create and delete your spreadsheets in Google DriveThe basic functionality of csv Exporter is to export the content of Google Spreadsheets as csv files.
Display and run third-party web content in prompts and sidebars inside Google applicationsThis is required to display sidebars inside Google applications.

 

csv Exporter PRO:

PermissionWhy it is necessary
See, edit, create, and delete all of your Google Drive filescsv Exporter PRO saves the csv file to a folder specified by the Client on the Client’s MyDrive.
See, edit, create and delete your spreadsheets in Google DriveThe basic functionality of csv Exporter PRO is to export the content of Google Spreadsheets as csv files.
Display and run third-party web content in prompts and sidebars inside Google applicationsThis is required to display sidebars inside Google applications.
Send email as youWith csv Exporter PRO you may send the csv file as an email attachment.
Allow this application to run when you are not presentTo export csv files based on a (trigger) schedule specified by you, csv Exporter PRO uses this scope to run even when you are not in front of your spreadsheet.

7 Delete Empty Rows

7.1 Data Collection & Usage

Delete Empty Rows is a verified Google Marketplace Add-On for Google Sheets complying with the GDPR to ensure your data is protected. Additional information about the Google Verification Process can be found here.

In order to use Delete Empty Rows and to perform their intended use, the add-ons need to access or collect certain information as described below.

  • Email address of the Client – to identify the account and if you are a paying customer
  • Name of the tabs within your Google Spreadsheet – to delete empty rows or columns in a specified tab
  • if trigger was created, trigger metadata (date and time of the last trigger execution, trigger id, trigger specifications (minute, hour, day, week or month timer)) – to create a trigger

The Client acknowledges that he is fully responsible for the inputs provided within the Delete Empty Rows add-on. OptaKey is not responsible for faulty inputs and the consequences thereof.

7.2 Permissions

In order to use the Delete Empty Rows add-on, the permissions listed below are necessary.

csv Exporter:

PermissionWhy it is necessary
See, edit, create, and delete your Spreadsheets in Google DriveThe basic functionality of Delete Empty Rows is to delete empty rows or columns in your Google Spreadsheets.
Allow this application to run when you are not presentTo delete empty rows or columns based on a (trigger) schedule specified by you, Delete Empty Rows uses this scope to run even when you are not in front of your spreadsheet.
Display and run third-party web content in prompts and sidebars inside Google applicationsThis is required to display sidebars inside Google applications.

8 Security

Within the framework of its Services, OptaKey attributes the highest importance to the security and integrity of its Client‘s Personal Data. Thus and in accordance with the GDPR, OptaKey undertakes to take all pertinent precautions in order to preserve the security of the data and, in particular, to protect them against any accidental or unlawful destruction, accidental loss, corruption, unauthorised circulation or access, as well as against any other form of unlawful processing or disclosure to unauthorised persons.

Moreover, in order to avoid in particular all unauthorised access, to guarantee accuracy and the proper use of the data, OptaKey has put the appropriate electronic, physical and managerial procedures in place with a view to safeguarding and preserving the data gathered through its Service.

Nothwithstanding this, there is no absolute safety from piracy or hackers. That is why in the event a breach of security were to affect you, OptaKey undertakes to inform you thereof without undue delay and to use its best efforts to take all possible measures to neutralise the intrusion and minimise the impacts. Should you suffer any loss by reason of the exploitation by a third party of a security breach, OptaKey undertakes to provide you with every assistance necessary so you are able to assert your rights. Moreover if, by some exceptional case, the direct loss incurred arose due to fault or gross negligence by OptaKey, you will be able to seek compensation within the limit of liability referred to in our Terms and Conditions.

You should keep in mind that any user, Client or hacker who discovers and takes advantage of a breach in security renders him or herself liable to criminal prosecution and that OptaKey will take all measures, including filing a complaint and/or bringing court action, to preserve the data and the rights of its Clients and of itself and to limit the impacts.

9 Changes & Amendments

The Client shall review the Privacy Policy regularly. OptaKey reserves the right, at their sole discretion, to modify, amend or replace the Privacy Policy at any time. If a revision is material OptaKey will try to provide at least 30 days’ notice prior to any material change to the Privacy Policy. What constitutes a material change will be determined at OptaKey’s sole discretion.