1. Introduction
OPTIMA Smart Procurement Sàrl is committed to protecting your privacy and processing personal data responsibly, transparently and securely.
This Privacy Policy explains how personal data is collected, used, stored and disclosed when you visit https://optimaspend.com/, contact us, submit information through our forms or use the services and features available on the website.
Personal data is processed primarily in accordance with the Swiss Federal Act on Data Protection (FADP/DSG) and its implementing provisions. Where applicable, processing may also be subject to the EU General Data Protection Regulation (GDPR) and other applicable data protection legislation.
2. Data Controller
The controller responsible for the processing of personal data through this website is:
OPTIMA Smart Procurement Sàrl
Coralie Díaz Lüthi
Rue des Troncs 14
2000 Neuchâtel
Switzerland
Email: info@optimaspend.com
No Data Protection Officer (DPO) has been appointed.
3. Personal Data We Collect
Depending on how you interact with the website, we may collect and process the following categories of personal data:
- Identification data, such as your name and surname.
- Professional information, such as your company, sector or other business-related information that you choose to provide.
- Contact information, such as your email address and telephone number.
- Information submitted through contact forms, assessment forms or other forms available on the website.
- Technical and connection data, such as IP address, browser type, device information, operating system, log data and similar technical information.
- Website usage and analytics data, where permitted and subject to your cookie and tracking preferences.
- Any other information that you voluntarily provide when contacting OPTIMA Smart Procurement Sàrl.
We do not intentionally request or collect sensitive personal data through this website unless this is necessary for a specific purpose and permitted by applicable law.
The website and its services are intended for a professional audience and are not directed at children.
4. Procurement Maturity Assessment
The website offers a Procurement Maturity Assessment through which users may provide professional and contact information and answer questions concerning their organisation and procurement function.
Information submitted through the assessment may include your name, company, corporate email address, telephone number, country, industry, company turnover, number of employees, procurement spend, procurement team size and your answers to the assessment questions.
This information is processed in order to:
- provide the assessment and calculate the corresponding result;
- communicate the assessment outcome;
- respond to enquiries or follow-up requests;
- understand the procurement context and maturity of the participating organisation; and
- facilitate subsequent professional discussions where requested or appropriate.
Users should only provide business information that they are authorised to disclose.
5. Purposes of Processing
We may process personal data for the following purposes:
- To operate, maintain and secure the website.
- To respond to enquiries and requests submitted through the website.
- To provide information about OPTIMA Smart Procurement Sàrl and its services.
- To process and respond to Procurement Maturity Assessment submissions.
- To communicate with prospective clients, clients and other professional contacts.
- To understand how the website is used and improve its content, performance and user experience.
- To perform statistical and analytical activities.
- To prevent misuse, spam, fraud, security incidents and technical problems.
- To comply with applicable legal and regulatory obligations.
- To establish, exercise or defend legal claims where necessary.
Personal data will not be processed for purposes incompatible with those for which it was originally collected unless permitted by applicable law.
6. Legal Basis for Processing
Under Swiss data protection law, personal data is processed in accordance with the applicable principles and requirements of the FADP.
Where the GDPR applies, processing may be based on one or more of the following legal grounds:
- your consent;
- taking steps at your request before entering into a contract or performing a contract;
- compliance with a legal obligation;
- our legitimate interests in operating and protecting our business, responding to professional enquiries, improving our services and maintaining appropriate business relationships, provided that such interests are not overridden by your fundamental rights and freedoms.
Where processing is based on consent, you may withdraw your consent at any time. Withdrawal does not affect the lawfulness of processing carried out before consent was withdrawn.
7. Contact Forms and Communications
When you contact OPTIMA Smart Procurement Sàrl through a website form, email, telephone or another communication channel, we process the information you provide in order to respond to your enquiry, communicate with you and, where relevant, establish or manage a professional relationship.
The information collected through website forms may include your name, company, email address, telephone number and any information you voluntarily include in your message.
Please do not provide sensitive personal information unless it is strictly necessary for your request.
8. Cookies, Analytics and Similar Technologies
The website uses cookies and similar technologies for technical functionality, security and user preferences and, subject to applicable requirements and user choices, analytics.
Where required by applicable law, non-essential cookies and tracking technologies are not activated until the user has provided the relevant consent.
The website uses or may use Google Analytics, a web analytics service, to obtain statistical information about how visitors interact with the website and to help improve its content, performance and user experience. The use of analytics technologies is subject to the user’s cookie preferences and applicable consent requirements.
Detailed information about the cookies and similar technologies used on the website, their purposes, duration and providers, as well as information about how you can manage or withdraw your consent, is available in our Cookie Policy and through the website’s cookie preference settings.
9. Recipients and Service Providers
OPTIMA Smart Procurement Sàrl may use trusted third-party service providers to operate, secure and maintain the website and its digital services.
These may include providers of:
- website hosting and email services;
- website analytics;
- spam prevention and website security services;
- website forms and functionality;
- technical support; and
- other technology necessary to operate the website and provide its services.
Website hosting and email services are provided by:
Infomaniak Network SA
Rue Eugène-Marziano 25
1227 Les Acacias
Geneva, Switzerland
The website also uses or may use services provided by Google LLC and/or its relevant affiliated entities, including Google Analytics.
Service providers may process personal data only to the extent necessary to provide their services or as otherwise permitted by applicable law.
Personal data may also be disclosed where required by law, regulation, court order or a competent authority, or where necessary to establish, exercise or defend legal rights.
OPTIMA Smart Procurement Sàrl does not sell personal data.
10. International Data Transfers
Some service providers used in connection with the website may process personal data or make it accessible from countries outside Switzerland and/or the European Economic Area.
Where personal data is disclosed internationally, OPTIMA Smart Procurement Sàrl takes appropriate steps to ensure that such transfers comply with applicable data protection law.
Transfers may be made to countries recognised as providing an adequate level of data protection or be protected through appropriate safeguards, such as recognised standard contractual clauses or other legally permitted mechanisms.
Where international technology providers process data outside Switzerland or the European Economic Area, further information regarding processing locations and applicable safeguards may be available in the relevant provider’s privacy documentation.
11. Data Retention
Personal data is retained only for as long as necessary for the purposes for which it was collected and processed.
As a general rule, personal data relating to website enquiries, assessment submissions and other website interactions may be retained for up to one year after the last relevant interaction, unless a longer retention period is necessary due to an ongoing or prospective business relationship, contractual requirements, legal obligations, legitimate business needs, or the establishment, exercise or defence of legal claims.
Where a contact develops into a contractual or client relationship, relevant data may be retained for the periods required under applicable commercial, accounting, tax or other legal obligations.
Technical, analytics and cookie-related information may be subject to different retention periods, as specified in the Cookie Policy or by the relevant service provider.
12. Data Security
OPTIMA Smart Procurement Sàrl takes appropriate technical and organisational measures to protect personal data against accidental or unlawful loss, destruction, alteration, unauthorised disclosure or access.
The website uses encrypted HTTPS/SSL connections to protect information transmitted between users and the website.
While reasonable measures are taken to protect personal data, no method of electronic transmission or storage can guarantee absolute security.
13. Your Rights
Depending on the applicable data protection legislation and the circumstances of the processing, you may have rights regarding your personal data, including the right to:
- request information about whether and how your personal data is being processed;
- obtain access to your personal data;
- request correction of inaccurate or incomplete personal data;
- request deletion of personal data where applicable;
- request restriction of certain processing activities where applicable;
- object to certain processing where applicable;
- withdraw consent where processing is based on consent;
- receive or request the transfer of certain personal data where a right to data portability applies; and
- exercise other rights available under applicable data protection law.
Requests concerning your personal data may be sent to:
We may need to verify your identity before processing a request. Rights may be subject to limitations or exceptions provided by applicable law.
14. Complaints and Supervisory Authority
If you have concerns regarding the processing of your personal data, we encourage you to contact OPTIMA Smart Procurement Sàrl first so that we can address your concerns.
You may also contact the competent data protection authority.
For Switzerland, the supervisory authority is:
Federal Data Protection and Information Commissioner (FDPIC)
Feldeggweg 1
3003 Bern
Switzerland
Where the GDPR or another applicable data protection regime provides such a right, you may also lodge a complaint with the competent supervisory authority in the relevant jurisdiction.
15. Third-Party Websites
The website may contain links to websites or services operated by third parties.
OPTIMA Smart Procurement Sàrl is not responsible for the privacy practices, content or security of third-party websites. We recommend reviewing the privacy information provided by those third parties before submitting personal data to them.
16. Changes to This Privacy Policy
OPTIMA Smart Procurement Sàrl may update this Privacy Policy from time to time to reflect changes in the website, its processing activities, technologies used, legal requirements or business practices.
The current version will always be published on this page together with the date of the latest update.
We recommend reviewing this Privacy Policy periodically.
17. Contact
For questions about this Privacy Policy or the processing of your personal data, please contact:
OPTIMA Smart Procurement Sàrl
Coralie Díaz Lüthi
Rue des Troncs 14
2000 Neuchâtel
Switzerland
Email: info@optimaspend.com