Privacy Policy

Last updated: 5 November 2026

This Privacy Policy explains how CERTAINCE GmbH (“CERTAINCE”, “we”) processes personal data when you visit certaince.com, contact us or communicate with us as part of our business. We are the controller for the processing described here unless we state otherwise.

We process personal data only for the purposes and on the legal bases described below. We do not sell personal data. In this Privacy Policy, personal data means any information relating to an identified or identifiable natural person as defined by the EU General Data Protection Regulation (“GDPR”).

What kind of Personal Data is processed and for what purpose?

Usage Data

When you visit our website, technical request data is processed so that the website can be delivered securely and reliably. This may include your IP address, the requested URL, referrer URL, date and time of access, browser, operating system, device information and similar server or content delivery network log data. We process this data to provide the website, maintain security, diagnose faults and prevent abuse. The legal basis is Art. 6 para. 1 point f) GDPR due to our legitimate interest in providing a secure and functional website. Our website is hosted by Vercel Inc. (USA); the deployment region is located in Frankfurt, Germany. Content delivery and security services are provided by Cloudflare (see the Cloudflare section).

Optional analytics is not active by default. It is enabled only if you consent through the cookie banner or cookie settings. Functional browser and server error tracking may run independently so that we can diagnose faults, maintain security and keep the website reliable. Without consent, we count page views and referring websites in aggregate only and without cookies. The PostHog section describes the details.

Cookies and Your Cookie Choice

CERTAINCE uses necessary cookies and local storage to operate the website and to remember your cookie choice. Your choice is kept only in your browser's local storage, together with the banner version and a randomly generated visitor ID. This entry is not sent to us or to any service provider. If you consent to analytics, PostHog records that consent with the banner version as an analytics event.

Optional PostHog analytics cookies and local storage are used only after you consent to analytics. You can reject optional analytics, withdraw consent or change your choice at any time through the cookie settings link in the footer or by deleting stored browser data. If you reject or withdraw consent, optional analytics capture is disabled. The cookieless page view count described in the PostHog section is not affected.

PostHog Analytics and Error Tracking

We use PostHog for optional website analytics, a cookieless count of page views and functional browser and server error tracking. PostHog is the only analytics and error tracking provider on the public website. We do not use Google Analytics, Hotjar, advertising cookies or Google Tag Manager. We use PostHog's EU cloud, hosted in the European Union.

Optional analytics is not active by default. If you consent, PostHog may process a pseudonymous visitor ID, event names and properties, pages or content viewed where we explicitly track views, clicked share or contact actions, browser and device information, referrer information and approximate location derived from network data.

Without your consent, PostHog counts each page view in cookieless mode. In this mode PostHog sets no cookies and stores nothing in your browser's local or session storage. It receives the address of the page without query parameters, the domain of the referring website, and the IP address and browser identifier (user agent) that your browser sends with every request. PostHog combines the IP address, browser identifier, website address and a random value that changes daily into a hash, which groups page views from the same day. PostHog does not store the IP address or browser identifier afterwards. PostHog deletes the random value once that day's events have been processed. After that, the hash can no longer be linked to a person, and visits on different days are not connected. We evaluate this data only in aggregate, for example as the number of page views per page and per referring website. If you have consented to analytics, the analytics described above replaces this count.

Functional error tracking may process technical error context such as error messages, stack traces, affected routes, browser and device context and sanitized URLs. It does not use session replay, console-log capture, contact-form message bodies or optional analytics cookies.

The legal basis for optional PostHog analytics is your consent pursuant to Art. 6 para. 1 point a) GDPR and, where cookies or similar browser storage are used, your consent under applicable ePrivacy rules and Section 25 TDDDG. You may withdraw your analytics consent at any time through the cookie settings link in the footer. The legal basis for the cookieless page view count is Art. 6 para. 1 point f) GDPR due to our legitimate interest in measuring the reach of our website and where its visits come from. You can object to this count by enabling the Global Privacy Control or Do Not Track signal in your browser. If your browser sends either signal, no count takes place. The legal basis for functional error tracking is Art. 6 para. 1 point f) GDPR due to our legitimate interest in operating a secure, reliable and fault-tolerant website. More information about PostHog is available at https://posthog.com/privacy.

Email and Contact Form

If you contact us by email or through the contact form, we process your name, email address, company name if provided, message and any other information you provide. We use this data to answer your inquiry and for the related follow-up communication. The public website does not store a separate submission record. If the link that brought you to us contains campaign details (UTM parameters), we receive them and the first page you visited with your contact form inquiry. This shows us which ad or campaign led to your inquiry. Nothing is stored on your device for this.

Inquiries you send us by email or through the contact form are processed in our mailbox operated by Microsoft (Microsoft 365, hosted in the European Union); contact form submissions reach us as an email notification delivered via Brevo (EU). Replies may occasionally be prepared with the assistance of AI systems provided by Anthropic or OpenAI (both USA); in that case inquiry content may be transferred to the selected provider, subject to the safeguards described in the sections on international transfers and AI providers. Every reply is reviewed and approved by a human before it is sent.

WhatsApp Communication

You can also reach us via WhatsApp. For this we use the WhatsApp Business Platform (Cloud API) provided by Meta Platforms Ireland Limited, Merrion Road, Dublin 4, Ireland (“Meta”). When you message us on WhatsApp, we process your mobile phone number, your WhatsApp profile name, the content of your messages including any media you send and the message timestamps. We use this data to handle and answer your inquiry and for the related customer communication.

Messages are stored in our own infrastructure hosted at Cloudflare, which is contractually restricted to storage locations in the European Union (see the Cloudflare section). Meta processes message data as a processor as part of providing the WhatsApp Business Platform; your own use of WhatsApp is additionally governed by WhatsApp's privacy policy. Replies may be prepared with the assistance of AI systems provided by Anthropic or OpenAI (both USA); message content may be transferred to the selected provider for this purpose, subject to the safeguards described in the section on international transfers. Every reply is reviewed and approved by a human before it is sent.

The legal basis is Art. 6 para. 1 point b) GDPR where your inquiry relates to entering into or performing a contract, and otherwise Art. 6 para. 1 point f) GDPR due to our legitimate interest in efficient communication via the channel you have chosen. If you prefer not to have data processed via WhatsApp, you can always reach us through the other contact channels.

Access and Disclosure to Third Parties

We do not sell personal data. We share personal data only with service providers we need to operate the website and answer inquiries, and only to the extent required for those purposes. Where these providers act as processors, they process personal data under contractual safeguards and only on our instructions.

We may also disclose personal data where statutory law or a binding order from a public authority or court requires us to do so.

Notice regarding Third-Party Websites

Our website contains links to websites operated by third parties. The respective operator is responsible for processing personal data on those websites. Please read its privacy information before providing personal data there.

Your Data, Your Rights

You have a right to be informed of Personal Data processed by CERTAINCE, a right to rectification/correction, erasure and restriction of processing. You also have the right to receive from CERTAINCE a structured, common and machine-readable format of Personal Data you provided to us.

To act on your request, we need to match you to the Personal Data we hold, for example via the email address or WhatsApp number you used to contact us. We hold Personal Data about you only where you have contacted us directly and/or used our website, as described in this Privacy Policy.

To exercise any of the rights mentioned in this Privacy Policy and/or in the event of questions or comments relating to the use of Personal Data you may contact CERTAINCE: hello@certaince.com

Where you have provided consent, you may withdraw it at any time with effect for the future, without affecting the lawfulness of the processing that was carried out prior to withdrawing it. The easiest way to withdraw your analytics consent is the cookie settings link in the footer.

Where Personal Data is processed for the above purposes on the basis of CERTAINCE's legitimate interests, under the GDPR, you may object to such processing at any time. To do so please contact: hello@certaince.com

In addition, you have the right to lodge a complaint with the data protection authority in your jurisdiction.

Duration of Processing

Technical log data is retained only for as long as necessary for delivery, security and troubleshooting. PostHog data from analytics, the cookieless count and error tracking is retained according to our PostHog project retention settings or until it is no longer required for the purposes described above. Your cookie choice stays in your browser until you delete the stored browser data. We retain other personal data only for as long as the purposes described above or statutory obligations require it.

We keep WhatsApp and email inquiries and the related conversation history for as long as handling the inquiry and any business relationship that follows from it require. We delete them afterwards, unless statutory retention obligations (for example for commercial correspondence under German commercial and tax law) require longer storage.

International Transfers of Personal Data

CERTAINCE's customer information is stored in the European Union. In some limited cases, customer information may be accessed from, or other data (e.g., e-mail) may be transferred to, the United States or other countries which may have data protection laws that are different from the laws where you live. Where personal data is transferred to the United States or other third countries, we rely on the European Commission's Standard Contractual Clauses, concluded with the respective provider as part of a data processing agreement, and, where the provider is certified, on the EU-U.S. Data Privacy Framework. This applies in particular to Anthropic and OpenAI (AI-assisted reply drafting, see the AI providers section), Meta Platforms (WhatsApp Business Platform), Cloudflare and Vercel (infrastructure). You can request a copy of the relevant safeguards via hello@certaince.com.

Cloudflare

Our website also uses the content delivery network services provided by Cloudflare Inc, 701 Townsend St, San Francisco, CA 94107 (USA).

The content delivery network stores the content of our website on the service provider's server. The service provider's server distributes this content to you or your browser when you access our website. Cloudflare processes your IP address and DNS log data, for example.

We use Cloudflare for the purpose of defending against attacks such as “DDos or bot attacks” on our website. Furthermore, data processing aims to shorten the loading times of our website so that the content of our pages is made available to you as quickly as possible.

Personal data may be transferred to third countries. Adequate safeguards or other instruments to ensure compliance with the European data protection principles have been implemented for the comprehensive protection of your data in this case.

The legal basis for the use of Cloudflare is Art. 6 para. 1 point f) GDPR due to our legitimate interest in increasing the security and delivery speed of our website. We have entered into a data processing agreement with Cloudflare.

Refer to the Cloudflare Privacy Policy for more information.

AI Providers: Anthropic and OpenAI

For the AI-assisted preparation of replies to customer inquiries we use services provided by Anthropic, PBC, San Francisco, CA (USA), and OpenAI, L.L.C., San Francisco, CA (USA). When a reply is drafted, the content of the relevant conversation may be transmitted to the selected provider for processing. Both providers process this data as our processors under data processing agreements incorporating the EU Standard Contractual Clauses. They do not use API customer content to train their models unless the customer explicitly opts in. Every reply is reviewed and approved by a human before it is sent.

The legal basis is Art. 6 para. 1 point f) GDPR due to our legitimate interest in answering inquiries efficiently. More information: Anthropic https://www.anthropic.com/legal/privacy; OpenAI https://platform.openai.com/docs/guides/your-data.

Revisions to this Privacy Policy

We update this Privacy Policy when our processing activities or legal requirements change. The date shown at the top identifies the current version. We will publish material changes on this website.

Contact Details

CERTAINCE GmbH
Wilhelm-Weber-Str. 34
26133 Oldenburg

+49 30 3505 6713
hello@certaince.com
www.certaince.com

Managing Director: Leopold Behler
Place of Business: Oldenburg
District Court: Oldenburg (Oldenburg) HRB 212326