Privacy Policy

Version: 1.1 | Date: 26.08.2026

This Privacy Notice explains how HOLOPLOT GmbH collects, uses, and protects personal data in connection with the use of our website (www.holoplot.com) and our software. We process your data in accordance with the General Data Protection Regulation (GDPR) and applicable data protection laws.

1. Data Controller

The data controller responsible for processing your personal data is:

HOLOPLOT GmbH
Ringbahnstr. 12 (10–14) / A2
12099 Berlin
Email: info@holoplot.com

For data protection inquiries, please contact: privacy@holoplot.com

2. Scope of This Policy

This Privacy Policy applies to the processing of personal data of:

• Users who register an account on www.holoplot.com to download and use the HOLOPLOT software;
• Visitors to the HOLOPLOT website.

3. What Data We Process and Why

3.1 Informational Use of the Website

When you use the website for informational purposes only—that is, when you do not log in, register, or otherwise provide us with information—we do not collect any personal data, with the exception of the data transmitted by your browser. The purpose of this data collection is to enable you to visit the website and to ensure the website functions properly. In addition, we use this data to optimize the website and to ensure the security of our IT systems. This data includes:

• IP address
• Date and time of the request
• Time zone difference from Greenwich Mean Time (GMT)
• Content of the request (specific page)
• Access status/HTTP status code
• Amount of data transferred in each case
• Website from which the request originated
• Browser
• Operating system and its user interface
• Language and version of the browser software.

3.2 Website Cookies and Analytics

Furthermore, cookies may be stored on your computer when you use the website. Cookies are small text files that are stored on your hard drive and assigned to the browser you are using, and through which certain information flows to the entity that sets the cookie (in this case, us). A cookie typically contains the name of the domain from which the cookie originates, the "lifetime" of the cookie, and a value, usually a randomly generated unique number. Cookies cannot execute programs or transfer viruses to your computer. They serve to make the Internet offering more user-friendly and effective overall. We only use cookies in accordance with legal requirements. This means that we always obtain revocable consent, unless such consent is not required by law. This applies in particular if the storage and retrieval of information, including cookies, is absolutely necessary in order to provide our online services.

We process personal data with the help of cookies on the basis of various legal grounds. If consent has been given, the legal basis for processing is the declared consent. If consent has not been given and the cookies are necessary, the data processed using these cookies is processed on the basis of our legitimate interests (e.g., in the economic operation of our online offering and improvement of its usability) or, if this is done in the context of fulfilling our contractual obligations, in order to fulfill our contractual obligations. We explain the purposes for which we process cookies in this privacy policy or as part of our consent and processing procedures.

We use the solution from Flow Appz Cookie Consent banner that allows you to manage your preferences before non-essential cookies are set. No data is transferred to third parties when using Flow Appz.

3.3 Account Registration

When you create an account on our website to download the software, we process:

Data collected: First and last name, email address, country, organization/company, job title, and project type. If voluntary information is available, it is marked accordingly. We will gather, process and use only the personal data, which is required for your use of the website and/or the performance of a contract concluded with us or data that you have provided yourself.

Purpose of processing: To create and manage your account; to enable you to download and use the software; to communicate with you regarding the software and your account. We use personal data and usage data to establish, define the terms of, modify, or terminate a contractual relationship with you, as applicable; to fulfill our contractual obligations; to enable user login on the website; and to contact you, provided you have requested it, or as required by the contractual relationship or permitted by law.

Legal basis: Art. 6(1)(b) GDPR – Processing necessary for the performance of the license agreement to which you are a party.

Retention period: For the duration of your active account, plus 3 years to comply with statutory retention requirements.

3.4 Software Usage Analytics (Mixpanel)

When you use the HOLOPLOT software, we collect anonymized usage analytics data via Mixpanel and therefore act as an independent controller within the meaning of Article 4(7) GDPR.

Data collected: hashed (non-reversible) user identifiers, feature usage events, session duration, software version, and operating system type. HOLOPLOT does not receive or store any personal data via Mixpanel.

Purpose: To understand software usage, receive diagnostics and crash analysis; to improve software functionality and the user experience.

Legal basis: Art. 6(1)(f) GDPR – legitimate interests. HOLOPLOT’s legitimate interest is to understand and improve the software for its professional users.

Data Processor: Mixpanel Inc., One Front Street, 28th Floor, San Francisco, CA 94111, USA. A Data Processing Agreement (DPA) has been entered into with Mixpanel.

International Transfer: Data is transferred to European based Servers of Mixpanel.

Retention period: 2 years – Data is automatically deleted after this period expires.

3.5 Contact Inquiries

When contacting us via email or through the contact form on our website:

Data collected: Name, email address, job title, and the content of your message.

Purpose: To respond to your inquiry.

Legal basis: Art. 6(1)(f) GDPR – legitimate interests (responding to inquiries from existing and potential customers).

Retention period: 3 months after your inquiry has been resolved.

4. Anonymous statistical analysis of usage data

We are entitled to create usage profiles using pseudonyms for the purposes of advertising, market research, or to tailor the website to user needs, provided you do not object. In particular, we analyze usage data anonymously for statistical purposes to tailor the website to user needs. You may object to this use of your personal data by notifying us.

5. Disclosure of Personal Data to Third Parties

Except in the cases mentioned above (registration for events, use of the ordering service,), we will only disclose your personal data to third parties if:

• you have given your explicit consent in accordance with Art. 6(1)(a) of the GDPR,
• it is necessary for the performance of a contract with you in accordance with Article 6(1)(b) of the GDPR,
• there is a legal obligation to disclose the data pursuant to Article 6(1)(c) of the GDPR.

If personal data is transferred to a third country (outside the EU) or to an international organization, this will be indicated separately.

6. Subprocessors and Recipients of Personal Data

We engage subprocessors in the processing of personal data and enter into a contract with these processors in accordance with the requirements of Article 28 of the GDPR.

Webflow Inc. is used as a subprocessor for hosting the website. HubSpot Inc. is used as a subprocessor for handling requests.

Some of the service providers we use are based outside the European Economic Area (EEA). We transfer personal data to these providers based on Standard Contractual Clauses (SCCs) adopted by the European Commission pursuant to Decision 2021/914/EU, which ensure an adequate level of data protection.

7. No Automated Decision-Making / No Profiling

We do not engage in automated decision-making or profiling.

8. Your Rights as a Data Subject

Under the GDPR, you have the following rights regarding your personal data:

• Right of access (Art. 15 GDPR): You may request a copy of the personal data we have stored about you.
• Right to rectification (Art. 16 GDPR): You may request the correction of inaccurate or incomplete data.
• Right to erasure (Art. 17 GDPR): You may request the erasure of your data if it is no longer necessary for the purposes for which it was collected, or if you withdraw your consent.
• Right to restriction of processing (Art. 18 GDPR): Under certain circumstances, you may request that the processing of your data be restricted.
• Right to data portability (Art. 20 GDPR): You may request to receive the personal data you have provided in a structured, commonly used, and machine-readable format.
• Right to Object (Art. 21 GDPR): You may object to processing based on legitimate interests. We will cease processing unless we can demonstrate compelling legitimate grounds for continuing.
• Right to Withdraw Consent (Art. 7(3) GDPR): To the extent that processing is based on your consent, you may withdraw it at any time with future effect.

To exercise these rights, please contact HOLOPLOT GmbH, Data Protection, Ringbahnstr. 12 (10–14) / A2, 12099 Berlin by mail or via email at: privacy@holoplot.com.

9. Right to File a Complaint with the Supervisory Authority

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

The supervisory authority responsible for HOLOPLOT GmbH is:

Berlin Commissioner for Data Protection and Freedom of Information (BlnBDI)
Friedrichstr. 219
10969 Berlin
Website: www.datenschutz-berlin.de
Email: mailbox@datenschutz-berlin.de

You may also file a complaint with the supervisory authority of the EU member state where you usually reside or work.

10. Data Security

HOLOPLOT implements appropriate technical and organizational measures to protect personal data from unauthorized access, accidental loss, destruction, or damage. These include SSL/TLS encryption for data transmission and access controls for internal systems.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our processing activities or applicable law. We will notify you of any material changes via the website or by email. The date of the current version is indicated at the beginning of this document.

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