Privacy notice

Information on personal data processing under Art. 13 and 14 GDPR · Version of 22 May 2026

This is a convenience translation. Where a German version is published, the German text prevails for interpretation.

1. Controller

The controller of personal data processing in connection with the ClearOffert platform within the meaning of the General Data Protection Regulation (GDPR) is SysTec Analytics Ltd, 71–75 Shelton Street, Covent Garden, London WC2H 9JQ, United Kingdom.

This privacy notice applies to the use of the ClearOffert platform by property managers and comparable business clients and to visits to the related website.

2. Contact for privacy requests

Responsible unit: SysTec Analytics Ltd, management. Email for privacy requests: support@clearoffert.com.

3. Roles in processing

SysTec Analytics Ltd as controller: For processing of the users’ own data — for example registration, contract performance, billing and support — SysTec Analytics Ltd is the controller within the meaning of Art. 4(7) GDPR.

SysTec Analytics Ltd as processor: The core service of the platform — structured preparation of third-party offer data entered by the user — is performed on the user’s documented instructions. For offer data entered into the platform, the user is the controller. SysTec Analytics Ltd processes those data solely as a processor within the meaning of Art. 28 GDPR. Details are set out in a data processing agreement forming part of the user contract.

4. Categories of data

• Registration and account data: name, email address, username, password in encrypted form, role in the property management organisation.
• Contract and billing data: contract data, scope of services, invoice and payment data.
• Offer data (processing on behalf): third-party offers entered into the platform, including company and contact details of offerors contained therein.
• Audit and assessment data: structured preparations generated from the entered offers.
• Server and usage data: IP address, time of access, functions retrieved, technical log data.

5. Purposes and legal bases

Processing serves provision of the platform, performance of the user contract, billing, performance of commissioned audit workflows, system security, and compliance with legal obligations. Legal bases are, depending on the situation, Art. 6(1)(b) GDPR (contract), (c) GDPR (legal obligation), (f) GDPR (legitimate interests) and (a) GDPR (consent).

6. Instruction-bound processing

In the context of processing on behalf, SysTec Analytics Ltd processes offer data solely according to the user’s documented instructions. Processing for the company’s own purposes does not take place.

7. Hosting and infrastructure

The ClearOffert platform is operated on servers within the Federal Republic of Germany. The infrastructure of Hetzner Online GmbH is used, with data-centre sites in Falkenstein and Nürnberg. The administrative seat of SysTec Analytics Ltd in the United Kingdom does not, by itself, amount to a statement about international data transfers. Further information on recipients may be requested at support@clearoffert.com.

8. Tenant isolation

The platform is designed so that data and audit workflows of different users are processed in logical separation. Tenant separation is an architecture principle and ensures that one user does not obtain access to another user’s data or audit workflows.

9. Recipients and sub-processors

Personal data are disclosed to third parties only where required for the stated purposes, where a legal obligation exists, or where consent has been given. Where the company engages sub-processors in the context of processing on behalf, this is done in accordance with the data processing agreement and Art. 28 GDPR.

10. No sale of personal data

SysTec Analytics Ltd does not sell personal data. Offer and audit data are processed solely to perform the commissioned audit and are not sold, rented or disclosed for third-party advertising, whether individually or in aggregate.

11. Retention and deletion

Data are processed and retained only as long as required for performance and traceability of the commissioned audit. After an audit ends, offer data are returned or deleted in accordance with the data processing agreement and the user’s instructions.

12. Rights of the data subject

Data subjects have, subject to statutory conditions, the right of access (Art. 15 GDPR), rectification (Art. 16 GDPR), erasure (Art. 17 GDPR), restriction of processing (Art. 18 GDPR), data portability (Art. 20 GDPR), the right to object (Art. 21 GDPR) and the right to withdraw consent with effect for the future. There is also a right to lodge a complaint with a supervisory authority. Please send requests to support@clearoffert.com.

13. Cookies and local storage

On the marketing website, language and consent preferences are stored in the browser’s localStorage (keys clearoffert.lang and clearoffert.consent). These are not cookies.

Where the platform application sets technically required cookies (for example for session, CSRF protection or language selection under the cookie name clearoffert_lang), this serves provision of the relevant function. A broader cookie/consent architecture is not conclusively described in this version.

14. Data security

The company implements appropriate technical and organisational measures to protect processed data. A description of those measures is set out in Security and privacy.

15. Changes to this privacy notice

The company updates this privacy notice when changes to processing or to the legal framework so require. The version published on the platform applies.