Privacy Policy

Privacy Policy

for the website www.klarwerk-agentur.de
(As of: November 25, 2025)

1. Controller

The controller responsible for processing personal data on this website, as defined by the General Data Protection Regulation (GDPR), is:

Klarwerk Agentur UG (haftungsbeschränkt)
c/o Rami Bayazid
Stadelheimer Straße 19
81549 Munich
Germany

Phone: +49 89 3816 9101
Email: info@klarwerk-agentur.de
Website: www.klarwerk-agentur.de

2. Scope

This Privacy Policy informs you about which personal data we process when you
• visit our website www.klarwerk-agentur.de ,
• use our contact forms,
• subscribe to our newsletter,
• request a consultation (e.g., via a scheduling tool),
• contact us via email, phone, or WhatsApp, or
• use our services as a client.

We work exclusively with B2B clients (businesses). This does not change the fact that data protection rights fully apply to natural persons (e.g., contact persons within companies).

3. Data Protection Officer

According to legal requirements, we are currently not obliged to appoint a data protection officer.

If you have any questions about data protection, you can contact us directly at any time:

Email: info@klarwerk-agentur.de
Subject: "Data Protection"

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4. General Information on Data Processing

4.1 Categories of Data

Depending on your use of our website and services, we process, in particular:
• Master data: Name, company, position/function
• Contact data: Email address, phone number, address
• Communication data: Contents of messages, emails, form inquiries
• Contract and billing data: booked services, contract durations, invoice data
• Usage and log data: IP address, date and time of access, pages viewed, browser used, operating system, referrer URL
• Marketing data: Newsletter opt-in/opt-out, consents, campaign assignments (if you have agreed to tracking).

4.2 Purposes of Processing

We process your data for the following purposes:
• Provision and technical operation of the website
• Responding to inquiries and communication
• Preparation, execution, and processing of contracts
• Appointment scheduling and management
• Newsletter dispatch and email marketing (with consent)
• Web analysis, optimization of our website and marketing (where permitted)
• Fulfillment of legal obligations (e.g., commercial and tax law retention).

4.3 Legal Bases

We process personal data based on the following legal bases:
• Art. 6 para. 1 lit. b GDPR – Performance of a contract and pre-contractual measures
• Art. 6 para. 1 lit. f GDPR – Legitimate interest
(e.g., secure and user-friendly website, optimization of our services, defense against attacks)
• Art. 6 para. 1 lit. c GDPR – Legal obligation
(e.g., retention obligations under HGB/AO)
• Art. 6 para. 1 lit. a GDPR – Consent
(e.g., newsletter, optional cookies/tracking, external tools).

If we ask for your consent, it is voluntary and can be revoked at any time with future effect.

4.4 Recipients of Data

Depending on the process, we transfer data to the following categories of recipients:
• IT and hosting service providers
• Providers of web analytics and marketing tools
• Providers of scheduling and communication solutions (e.g., video conferencing, appointment booking)
• Email and newsletter service providers
• Payment and banking service providers (e.g., for processing invoices)
• Tax advisors, lawyers, and other consultants
• Public bodies and authorities, if legally required.

Data is only transferred to the extent necessary for the respective purposes.

4.5 Third-Country Transfers

Some service providers we use may be based outside the EU/EEA (e.g., in the USA). In such cases, we ensure an adequate level of data protection, for example, by:
• an adequacy decision by the EU Commission, or
• the conclusion of standard contractual clauses (SCC) approved by the EU Commission.

You can request details on this from us.

4.6 Storage Duration

We store personal data only for as long as necessary for the respective purpose. Specifically:
• Server log data: generally up to 30 days; longer only in case of security incidents
• Contract data: until the expiry of statutory retention periods (usually 6–10 years)
• Communication data: as long as there is a reason (e.g., ongoing inquiry), then deletion or archiving after retention periods
• Marketing/newsletter data: until you revoke your consent or object; proof of consent may be stored for the duration of limitation periods.

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5. Visiting Our Website (Server Log Files)

5.1 Type of Data Processing

When you access our website, your browser automatically transmits data to our server or the server of our hosting service provider, which is then stored in so-called server log files. This includes, among others:
• IP address (shortened or pseudonymized, if possible)
• Date and time of access
• Pages/files accessed
• Referrer URL (previously visited page)
• Browser used, operating system, language settings.

5.2 Purpose and Legal Basis

Purposes:
• Ensuring a smooth connection setup
• Guaranteeing technical stability and security
• Error analysis and abuse detection.

The legal basis is our legitimate interest pursuant to Art. 6 para. 1 lit. f GDPR in the secure and functional operation of this website.

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6. Hosting & Webflow Platform

Our website is technically provided, among other things, via the Webflow platform. In this process, personal data (especially usage and log data) may be processed on Webflow's servers.

Our legitimate interest (Art. 6 para. 1 lit. f GDPR) lies in the professional, secure, and high-performance provision of the website.

If data is transferred to third countries (e.g., USA), this is done on the basis of appropriate safeguards (e.g., standard contractual clauses). You can request details directly from us.

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7. Cookies and Consent Management

7.1 What are Cookies?

Our website uses cookies and similar technologies (e.g., local storage, tracking pixels) to provide certain functions and analyze usage.

Cookies can be:
• Technically necessary cookies: required for basic website functions (e.g., navigation, forms, security)
• Statistics & analytics cookies: for audience measurement and website improvement
• Marketing & tracking cookies: for managing and measuring campaigns (e.g., Google Ads, Meta Ads).

7.2 Consent Tool

When you first visit our website, a cookie banner/consent tool may appear. Here you can choose:
• which cookie categories you wish to allow
• save your selection
• change or withdraw consents at any time.

We set technically necessary cookies based on Art. 6 para. 1 lit. f GDPR (legitimate interest in a functional website).
We only set all other cookies and tracking technologies with your consent in accordance with Art. 6 para. 1 lit. a GDPR.

You can adjust your browser settings at any time and delete or block cookies. However, in this case, certain website functions may be limited.

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8. Contacting Us (Form, Email, Phone, WhatsApp)

8.1 Contact Form and Email

If you contact us via the contact form on the website or by email, we process:
• Name
• Company
• Email address
• Phone number (if provided)
• Contents of your message
• Date/time and technical metadata (if applicable).

The purpose is to process your inquiry, answer follow-up questions, and, if applicable, prepare an offer or contract.

Legal bases:
• Art. 6 para. 1 lit. b GDPR (pre-contractual/contractual measures) if it concerns specific services
• Art. 6 para. 1 lit. f GDPR if it concerns general inquiries (our legitimate interest in communication).

8.2 Contact by Phone

If you call us, we process your phone number and – if provided – your name, company, and conversation content. We do not record calls; notes may be stored for documentation and follow-up.

The legal basis is Art. 6 para. 1 lit. b or lit. f GDPR (as above).

8.3 WhatsApp Contact

If we use WhatsApp for communication, personal data is processed via WhatsApp's servers. This is typically a service with servers outside the EU.

Please do not send us particularly sensitive data via WhatsApp. If you prefer not to, please use email or phone.

The legal basis is your voluntary contact via WhatsApp (Art. 6 para. 1 lit. a/b/f GDPR, depending on the context).

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9. Newsletter and Email Marketing

On the website, you have the option to subscribe to a newsletter or information on marketing, web design, and consulting (e.g., via the contact form with a checkbox).

9.1 Registration Data and Procedure

For registration, we collect:
• Email address
• Optional: Name, Company
• Time of registration and technical data (e.g., IP extract) as proof.

We use a double opt-in procedure – where technically implemented:
After registration, you will receive an email with a confirmation link. Registration is only complete after clicking this link.

9.2 Legal Basis and Withdrawal

The legal basis is your consent (Art. 6 para. 1 lit. a GDPR).
You can unsubscribe from the newsletter at any time, e.g., via an unsubscribe link in the email or by sending us a message.

We store your registration data even after unsubscribing for a limited period to be able to prove the former consent (legitimate interest according to Art. 6 para. 1 lit. f GDPR).

9.3 Use of a Newsletter Service

For sending, we may use a specialized service provider (e.g., an email or newsletter service). This provider processes your data as a processor only according to our instructions and is subject to contractual data protection regulations.

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10. Appointment Booking (e.g., via Calendly)

For scheduling appointments (online meetings, initial consultations, etc.), we may use an appointment booking tool (e.g., Calendly).

The following data is processed:
• Name, email address
• Phone number, company, topic (if applicable)
• Date and time of the desired appointment.

This data is transmitted to the respective tool provider and processed there, potentially also in a third country. We ensure that appropriate protective mechanisms (e.g., standard contractual clauses) are in place.

The purpose is simple and efficient appointment organization. The legal basis is Art. 6 para. 1 lit. b GDPR (initiation/performance of a contract) and our legitimate interest in professional appointment management (Art. 6 para. 1 lit. f GDPR).

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11. Web Analytics and Marketing (e.g., Google Analytics, Hotjar, Ads Tracking)

If you consent in the cookie banner, analytics and marketing tools may be used on this website, for example:
• Web analytics tools (e.g., Google Analytics)
• Tag management systems (e.g., Google Tag Manager)
• Heatmap and user feedback tools (e.g., Hotjar)
• Marketing pixels (e.g., Meta Pixel, LinkedIn Insight Tag, TikTok Pixel).

These tools help us to:
• evaluate user behavior (e.g., which pages are visited for how long),
• improve our website technically and in terms of content,
• manage and optimize marketing campaigns.

Among other things, the following data may be processed:
• IP address (usually shortened/anonymized)
• Usage behavior (clicks, dwell time, scroll behavior)
• Technical information (browser, device type, screen resolution)
• Origin (referrer, campaign parameters).

The legal basis is your consent (Art. 6 para. 1 lit. a GDPR), which you can grant or refuse in the cookie banner and may withdraw at any time.

Data may be transferred to providers in third countries (e.g., USA). For this purpose, appropriate safeguards (e.g., standard contractual clauses) are used, where necessary.

If you do not wish to be tracked, you can:
• deactivate the corresponding categories in the cookie banner,
• withdraw your consent later,
• make settings in your browser to restrict tracking.

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12. Social Media & External Platforms

On our website, we link to our profiles on:
• YouTube
• Instagram
• TikTok
• LinkedIn
• Facebook.

Only when you actively click on the respective icon/link will you be redirected to the platform. The operators of these platforms may independently process data about you (e.g., IP address, usage behavior, association with your user account).

Data processing on these platforms is the sole responsibility of the respective providers. You can find details in the privacy notices of the respective platforms.

We operate these pages to communicate with prospects and customers, build reach, and present our services. The legal basis is our legitimate interest according to Art. 6 para. 1 lit. f GDPR.

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13. Client, Customer, and Project Data

If you engage us as a client (e.g., for marketing, web design, media production, accounting & office management, or business consulting), we also process:
• Contact and contract data
• Project content, briefings, documents
• Billing and payment data
• where applicable, access data for tools or systems that you provide to us.

Purposes:
• Initiation, execution, and administration of the contractual relationship
• Documentation of the collaboration
• statutory retention obligations (especially in the financial and tax sector).

Legal bases:
• Art. 6 para. 1 lit. b GDPR (Contract)
• Art. 6 para. 1 lit. c GDPR (Legal obligations)
• Art. 6 para. 1 lit. f GDPR (Legitimate interest in efficient business organization).

Insofar as we come into contact with personal data from your accounting records within the scope of accounting & office management, this occurs exclusively within the framework of the contractual agreement and – where necessary – on the basis of data processing agreements and confidentiality agreements.

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14. Your Rights as a Data Subject

Subject to the legal requirements, you have the following rights:
• Right of access (Art. 15 GDPR):
Information about the personal data processed by us.
• Right to rectification (Art. 16 GDPR):
Rectification of inaccurate or completion of incomplete data.
• Right to erasure (Art. 17 GDPR):
Erasure of your data, provided there are no retention obligations or other legal grounds preventing it.
• Right to restriction of processing (Art. 18 GDPR).
• Right to data portability (Art. 20 GDPR):
Receipt of data in a structured, commonly used, and machine-readable format.
• Right to object (Art. 21 GDPR):
Objection to data processing based on Art. 6 para. 1 lit. e or f GDPR, especially against direct marketing.
• Right to withdraw consent (Art. 7 para. 3 GDPR):
You can withdraw any given consent at any time with future effect.

To exercise your rights, an informal notification to the following is sufficient:

Klarwerk Agentur UG (haftungsbeschränkt)
c/o Rami Bayazid
Stadelheimer Straße 19
81549 Munich
Email: info@klarwerk-agentur.de

Right to lodge a complaint

You also have the right to lodge a complaint with a data protection supervisory authority if you believe that the processing of your personal data violates the GDPR.

The supervisory authority generally responsible for us is:

Bavarian State Office for Data Protection Supervision (BayLDA)
Promenade 27
91522 Ansbach
Germany

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15. Obligation to Provide Data

In principle, there is no obligation to provide personal data when visiting the website without registration. However, for certain functions (e.g., contact form, appointment booking, contract conclusion), the provision of specific data is required; without this, we may not be able to offer the service, or only to a limited extent.

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16. No Automated Decision-Making

We do not use automated decision-making, including profiling, within the meaning of Art. 22 GDPR, which produces legal effects concerning you or similarly significantly affects you.

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17. Updates to this Privacy Policy

We update this Privacy Policy from time to time, for example, when legal requirements change or we introduce new services. The current version published on the website applies in each case.

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