Website privacy

1. Scope and controller#

This privacy notice covers the public octopancy website, including product information, the pricing calculator, contact options, campaign and QR links, and internal administration access. It does not cover processing within the octopancy app, such as sign-in, account management, bookings or device control. Separate privacy information will be provided for the app.

The website controller is Xsigns GmbH & Co. KG, Clärenore-Stinnes-Straße 15, 27283 Verden (Aller), Germany. For privacy enquiries or to exercise your rights, contact info@xsigns.de.

2. Website requests and language selection#

When you visit the website, technically necessary connection data is processed, including your IP address, the requested address, the time of the request and information transmitted by your browser. This enables page delivery and secure operation. The proposed legal basis is Article 6(1)(f) GDPR, reflecting our legitimate interest in providing a reliable and secure website.

When you visit the root address without a language path, we use the language preference sent by your browser to redirect you to German or English. Direct links to a language version retain that language. The language is selected through the page address; the website does not set a language cookie.

3. Contact by form or email#

The contact form with reCAPTCHA is currently disabled. You can contact us directly by email. The following form information describes the prepared functionality.

When you use the contact form, we process your name, email address, message, form language and, if provided, organisation. Your name, email address and message are required so we can identify and respond to your enquiry. Without these details, the form cannot be submitted. Organisation is optional.

Our website server emails these details to our team, using your email address as the reply address. The form does not also store the message in a website database; the email is processed in the mail system in use. If you email us directly, we process your sender details and message to handle your enquiry.

The proposed legal basis for contract-related enquiries is Article 6(1)(b) GDPR. Other enquiries are handled on the basis of our legitimate interest in responding to your message under Article 6(1)(f) GDPR.

To prevent abuse, a hash derived from your email address and request counters are temporarily held in the website server’s memory. Limits use ten-minute windows; the data is reset on the next request after the window expires or when the server restarts. The hash should not be regarded as anonymous information. The legal basis is our legitimate interest in protecting the form against abuse under Article 6(1)(f) GDPR.

The contact form uses Google reCAPTCHA Enterprise to detect automated enquiries. The Google script loads only after you consent to the spam check and submit the form. Google processes connection, device and interaction data; reCAPTCHA may also use cookies for risk assessment. Without consent, you can contact us directly by email.

Our server sends only the verification token, public website key and “contact” action to the reCAPTCHA API, not the form fields. It checks validity, action, originating hostname and risk score before sending an email. No email is sent if verification is rejected or unavailable. Our website does not store consent persistently. Once loaded, reCAPTCHA may remain active until you leave or reload the page; reload the page and do not consent again to stop future use. This does not undo processing that has already occurred.

For information about processing by Google, possible international data transfers and your settings, see https://policies.google.com/privacy.

4. Appearance preferences and browser storage#

Unless you choose otherwise, the light or dark appearance follows your device’s system preference. If you switch the appearance, the website stores that choice locally in your browser under “octopancy-website-theme” so it is retained for future visits. This does not create a user profile.

The choice remains stored until you change it or delete the website data in your browser. The proposed basis for storing your expressly chosen appearance is section 25(2), no. 2 of the German TDDDG. Where personal data is processed, Article 6(1)(f) GDPR provides the basis for delivering the requested appearance.

After you acknowledge the privacy notice, we store your selection, a policy version and the save time in local browser storage under “octopancy.privacy-preferences”. The selection applies for 180 days per browser and domain. Invalid or expired entries are no longer used. No visitor identifier is generated. You can reopen the settings at any time using “Privacy” at the bottom right. Currently only necessary functionality is active; this does not grant permission for optional services.

5. Pricing calculator and transition to the app#

The pricing calculator processes the selected plan and offer identifiers and quantities of additional products. Our website server sends the selection to the public octopancy pricing API and returns the calculated preview. Product images and catalogue updates are also loaded through our website server.

Price requests do not require an account, name or email address. The website does not read app sign-in details for this purpose or forward app credentials to the pricing API. Processing provides the requested price preview; where personal data is involved, the proposed basis is Article 6(1)(b) GDPR for the pre-contractual enquiry.

The selection may appear in the page address and therefore in your browser history or a link you share. When you continue to the app, the plan, any offer and quantities are passed in the registration or sign-in link. Sign-in and subsequent processing in the app fall outside this website privacy notice.

6. Embedded content and external links#

The website serves its own fonts and images. It does not use external analytics or advertising trackers or embed newsletter registration, external maps or video players.

Links to other providers or documentation open independent services. Following a link establishes a connection to the destination. Processing there is governed by the respective operator’s privacy notice.

7. Recipients and retention#

Contact enquiries are accessible to the people responsible for handling them. Technical operation and email processing involve the hosting and email providers actually used.

Personal data should be retained only for as long as required for its purpose or a statutory retention obligation. The implemented storage of appearance preferences and abuse-prevention counters is described in the relevant sections.

8. Your rights#

Subject to the statutory conditions, you have rights of access, rectification, erasure, restriction of processing and data portability. You may object to processing based on legitimate interests on grounds relating to your particular situation. Where processing relies on consent, you may withdraw that consent with future effect. Contact info@xsigns.de to exercise these rights.

You may also complain to a data protection supervisory authority, particularly where you live, work or believe an infringement occurred. The authority responsible for our company is the State Commissioner for Data Protection of Lower Saxony: https://www.lfd.niedersachsen.de.

The website functions described here do not make solely automated decisions with legal or similarly significant effects and do not create marketing profiles.

9. Protected administration access#

The footer login leads to internal website administration for authorised staff. Successful sign-in sets the technically necessary “__Host-website-admin” session cookie containing a random identifier. The website database stores only its hash, a form-protection token and the expiry time. On our HTTPS website, the cookie is protected against JavaScript access and limited to eight hours. Signing out revokes the current session; changing the password revokes all administration sessions.

The administration password is stored only as a salted password hash. Sign-in attempts are limited using a shared counter with a 15-minute window, without IP addresses or visitor identifiers. The counter resets on the next attempt after expiry or after successful sign-in.

Session records are removed on sign-out and password changes. Expired records are cleaned up on successful sign-in; at most 20 records are retained. This login does not create visitor profiles and is separate from signing in to the octopancy app.

This controls access and protects campaign administration against unauthorised use. The proposed legal basis is Article 6(1)(f) GDPR. The session cookie is necessary for the expressly requested administration access; the proposed basis is section 25(2), no. 2 of the German TDDDG. Public visitors do not need to sign in. Technical diagnostic messages contain the operation and its outcome, but no passwords, session tokens or submitted form contents.

10. Campaign and QR-link requests#

We measure the use of campaign and QR links to assess responses to promotional materials and compare campaigns over longer periods. We record GET requests to an existing campaign link under /q/. Direct visits to the destination page and HEAD requests do not create request records. Reports count requests, not unique people or confirmed QR scans; repeated visits and automated requests may be included.

For each recorded request, we store a random record identifier, its association with the QR link and campaign, the UTC timestamp, the calendar day in the Europe/Berlin time zone, browser family, operating system, device class, an approximate bot classification and a test marker. Device categories are derived on the server from at most 1,024 characters of the browser-supplied User-Agent. Missing or unrecognised values remain unknown. Authenticated test requests are marked separately.

Request records contain no IP address, complete User-Agent string, referrer, arbitrary request parameters or persistent visitor identifier. The record identifier refers only to the individual request and is not used to recognise a browser. This measurement sets neither cookies nor browser-storage entries and does not create personal usage profiles. Technically necessary connection data is processed separately to deliver the website; this is distinct from the stored campaign data.

The redirect adds fixed campaign and link identifiers, the source “qr” and the medium “print” to the destination address as UTM parameters. These contain no individual visitor identifier but may appear in browser history or shared links.

Records are stored in our website database. Access and CSV export are restricted to authorised people in the protected administration area. We do not use an external analytics service for this purpose. Request records are currently retained without a fixed time limit for long-term campaign comparisons; no automatic deletion takes place. Archiving a campaign or link does not delete its associated request records.

Where personal data is processed, the proposed legal basis is Article 6(1)(f) GDPR. Our legitimate interest is measuring campaign reach and effectiveness using as little data as possible. The rights described in “Your rights” remain unaffected.