Last Updated: 08-06-2026
1. Introduction
This Privacy Policy describes how OPTANIUM GmbH (“OPTANIUM”, “we”, “us”, or “our”) collects, processes, stores, and protects personal data when users access and use the clever workplace application (“App”).
The App is designed to manage and maintain a directory of occupancy and reservations for workplaces, meeting rooms, parking spaces, charging stations, and other resources provided by the customer within their facilities and properties.
Personal data is processed in accordance with the General Data Protection Regulation (GDPR), applicable German data protection laws, and other applicable privacy regulations.
2. Data Controller
The controller within the meaning of Article 4(7) GDPR is:
OPTANIUM GmbH
Am Rollgraben 27
61184 Karben
Germany
Phone: +49 60 34 67700-0
Fax: +49 60 34 67700-98
Email: info@optanium.com
Website: https://optanium.com
Managing Director: Marcel Nebel
Commercial Register: HRB 98124
Tax Number: 020 240 81696
If you have any questions regarding privacy or the processing of personal data, you may contact us at any time via info@optanium.com.
3. Categories of Personal Data Processed
3.1 Reservation Data
The App processes reservation data required to manage workplaces and other resources.
This includes:
- Reservation date
- Reservation start time
- Reservation end time
- User identifier
- Identifier of the reserved object
- Type of reserved object (e.g. workplace, meeting room, parking space, charging station)
These data are required to manage reservations and to generate occupancy statistics.
3.2 User Preferences (Optional)
The App may store the following user preferences on a voluntary basis:
- Display name
- List of favorite workplaces
- List of preferred colleagues
- Preferred language
- Consent to allow other users to search for the user’s reservations
- Push notification settings
These data help simplify the booking process and support collaboration among employees.
3.3 Employee Master Data
The following employee master data may be processed:
Mandatory Data
- Email address
- Password (except when Microsoft 365 or another Single Sign-On service is used)
Optional Data
- Name
- Department
- Telephone number
- Mobile phone number
- User status (active, inactive, blocked)
- Special booking requirements (e.g. accessible workplaces for mobility-impaired employees)
- Date of first login
These data are required to authenticate users, provide access to the App, enable communication between colleagues, support accessibility requirements, and allow administrators to reset passwords or investigate unsuccessful login attempts.
4. Categories of Data Subjects
The following categories of individuals may be affected by data processing:
- Employees of the customer organization
- Authorized external users
- Application administrators
5. Purposes of Processing
Personal data is processed exclusively for the following purposes:
- Providing and operating the App
- Managing workplace reservations
- Managing meeting room reservations
- Managing parking space reservations
- Managing charging station reservations
- Generating occupancy and utilization statistics
- Optimizing workplace and facility utilization
- Supporting workplace management processes
- Facilitating collaboration between employees
- User management and authentication
- Technical support and troubleshooting
- Compliance with legal obligations
6. Legal Basis for Processing
Personal data is processed on the following legal bases under Article 6 GDPR:
Performance of a Contract (Article 6(1)(b) GDPR)
Processing is necessary to provide the reservation and workplace management services offered through the App.
Legitimate Interests (Article 6(1)(f) GDPR)
Processing is necessary for the legitimate interests of the customer and OPTANIUM GmbH, including:
- Optimizing workplace and facility utilization
- Improving collaboration between employees
- Supporting efficient facility management
- Ensuring IT security
Consent (Article 6(1)(a) GDPR)
Where optional features are used, including:
- Storage of user preferences
- Visibility of reservations to colleagues
- Push notifications
processing is based on the user’s voluntary consent.
7. Analytics and Occupancy Statistics
Reservation data may be used to generate occupancy and utilization statistics.
The purpose of such analyses includes:
- Optimizing workspace utilization
- Identifying underutilized resources
- Planning future workspace capacity
- Reducing rental and operating costs
Whenever possible, statistics are generated in aggregated or anonymized form.
8. Recipients of Personal Data
Personal data is disclosed only where necessary to fulfill the purposes of the App.
Recipients may include:
- Hosting and cloud service providers
- Email service providers
- Push notification providers
- IT service providers engaged by the customer
- Public authorities where legally required
Personal data is never disclosed for advertising purposes.
9. Data Retention and Deletion
Personal data is transmitted using SSL/TLS encryption.
Personal data is retained only for as long as necessary to provide the App and comply with legal obligations.
When a user taps the “Log Out” button within the App, all personal data stored locally on the user’s device is deleted.
Data stored on servers is retained and deleted according to the customer’s requirements and applicable legal retention obligations.
10. International Data Transfers
Personal data is generally processed within the European Union or the European Economic Area.
Where service providers outside the European Union are used, such transfers will be carried out in accordance with Articles 44 et seq. GDPR and appropriate safeguards will be implemented.
11. Data Security
We implement appropriate technical and organizational measures in accordance with Article 32 GDPR to protect personal data against loss, misuse, unauthorized access, disclosure, alteration, or destruction.
These measures include:
- SSL/TLS encryption
- Role-based access controls
- Authentication mechanisms
- Security event logging
- Backup procedures
- Regular security assessments
12. Rights of Data Subjects
Data subjects have the following rights under the GDPR:
- Right of access (Article 15 GDPR)
- Right to rectification (Article 16 GDPR)
- Right to erasure (Article 17 GDPR)
- Right to restriction of processing (Article 18 GDPR)
- Right to data portability (Article 20 GDPR)
- Right to object (Article 21 GDPR)
- Right to withdraw consent at any time
Requests may be submitted to info@optanium.com.
13. Right to Lodge a Complaint
Data subjects have the right to lodge a complaint with a supervisory authority if they believe that the processing of their personal data violates the GDPR.
The competent supervisory authority for OPTANIUM GmbH is in particular:
The Hessian Commissioner for Data Protection and Freedom of Information
Postfach 3163
65021 Wiesbaden
Germany
Website: https://datenschutz.hessen.de
14. Advertising
The App is free of advertising.
Personal data is not sold and is not used for advertising, profiling, or marketing purposes.
15. Data Protection Officer
OPTANIUM GmbH is currently not legally required to appoint a Data Protection Officer.
Privacy-related inquiries may be directed to info@optanium.com.
16. Changes to this Privacy Policy
We reserve the right to amend this Privacy Policy where required due to legal, technical, or organizational changes.
The current version will always be available within the App or on the associated website.
17. Contact
OPTANIUM GmbH
Am Rollgraben 27
61184 Karben
Germany
Phone: +49 60 34 67700-0
Fax: +49 60 34 67700-98
Email: info@optanium.com
Website: https://optanium.com
Managing Director: Marcel Nebel
Commercial Register: HRB 98124
Tax Number: 020 240 81696
Requests regarding privacy, access rights, correction, deletion, restriction of processing, or any other rights under the GDPR may be directed to info@optanium.com.