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We care about your privacy.

As Ruumio we want to provide a digital space for simple, secure and private digital communication. Therefore, data protection of our users is of a very high priority for us.

Ruumio is a company based in Germany, so our users do not have to rely on our promises, but can trust one of the strictest data protection laws in the world. We implement these strict data protection measures for all our users and are therefore globally compliant with the GDPR.

This privacy policy is intended to inform about the nature, scope and purpose of the collection and use of personal data by Ruumio. For simplification, the privacy policy is divided into the following sections:

Definitions about terms used (e.g. "personal data" or "processing") can be found in article 4 of GDPR.

Due to changing technologies and the ongoing development of our website and tools, changes may be made to this privacy statement in the future, so we encourage you to periodically review this statement.

1. General Information

1.1. About us

Ruumio (we, us) is a company based in Germany and data controller within the meaning of the European General Data Protection Regulation or similar regulations that applicable in your country:


Timo Bechtel, Abdelmajid Achhoud

Miltzstraße 14

51061 Cologne


Phone: 015112383599



1.2. Security

Collected data are gathered, stored and processed with common security measures in place and only transmitted through an encrypted connection (SSL).

2. Visitors of our website

2.1. Definition

Website visitors are those who visit our website or all sub-pages or sub-domains of this website, as well as any other publicly accessible internet presences of Ruumio. For the sake of simplicity, these visited pages are hereinafter referred to as "our internet presence", "" or "our website(s)".

In this section, the terms "you" and "your" refer to visitors of our website.

2.2. Collected data

The use of our website is possible without providing personal data. For certain optional features or services, however, it may be necessary to collect and process personal data.
If there is no legal basis in these cases, we will ask for the user's consent before processing personal data.

2.2.1. Information you give us

We provide various ways on our website to contact us, for example via the contact form, by email or by telephone.
For the purpose of communication, we store the data required for this purpose for the duration of the communication.
This data includes information provided by visitors, for example via the contact form, such as:

  • Name
  • Email address
  • Company
  • Purpose of communication

As well as any other data provided by visitors in free text fields, or any other additional data provided voluntarily, such as the content of emails.

2.2.2. Data that is collected automatically

For a visit to one of our websites, a number of general data and information are collected and stored pseudonymously. This means that no conclusions are drawn about the person concerned. The information we collect automatically includes:

  • Device information, such as your IP address, web browser (software used to browse the Internet), language, as well as the device resolution and operating system as well as the website from which you arrived at our website ("referrer").
  • Usage data, such as time and duration of the visit, visited subpages or clicked links and buttons

2.3 How we use this information

Ruumio does not draw any conclusions about you as a person when processing information.

Your data will ony be processed for the following purposes:

  • to ensure the correct distribution and continuous operability of our websites and services
  • to optimize and tailor our websites and content
  • to optimize marketing campaigns
  • to better understand how our visitors interact with our websites
  • to protect our websites and the data of our users against security attacks
  • to respond to online, email, telephone or similar inquiries

2.4. Third party

Our websites and applications, which among other things store and process the aforementioned information, are hosted on the server infrastructure of Hetzner Online GmbH with servers located in Germany.
The data generated for e-mail communication (see above) is automatically stored and processed on our behalf by "united-domains AG" as our e-mail provider for the purpose of sending and receiving e-mails.

3. Newsletter subscribers

2.1. Definition

Subscribers to the newsletter are users who have actively registered for our newsletter via various channels, generally via our newsletter form.

In this section, the terms "you" and "your" refer to newsletter subscribers.

2.2. Collected data

2.2.1. Information you give us

In order to be able to offer the newsletter, data provided by the subscriber will be stored until the newsletter is cancelled, such as:

  • e-mail address
  • language
  • specified newsletter preferences

As well as any other data provided by visitors in free texts, or other additional data provided voluntarily.

2.2.2. Data that is collected automatically

When registering for our newsletter, changing preferences, unsubscribing, or opening and interacting with emails we send, some data is automatically collected and stored until you unsubscribe from the newsletter. Such information includes:

  • Device information, such as your IP address, and language of your browser
  • Use data, such as time of newsletter sign-up, time when e-mails are opened, the number of clicks on links in e-mails and the status of the opt-in (see below)

2.3 How we use this information

The information collected as part of the newsletter will be used for the following purposes:

  • Sending our newsletter
  • Protection against attacks or spam
  • Optimizing our newsletter or marketing campaigns
  • Personalization of the newsletter
  • Informative e-mails necessary for the operation of the newsletter, such as opt-in, change of information about the newsletter or change of technical conditions
  • Measurement of opening and interaction rates
  • Tracking of possible misuse of the individual's email address
  • Storing and keeping track of the opt-in status

Newsletter e-mails are only sent following a double confirmation after the subscription (Double-Opt-In).

You may cancel your subscription to our newsletter at any time by clicking on the link provided in each newsletter or by contacting Ruumio directly. In the same way, the consent to storing and processing your personal data can be revoked at any time. This data will then be deleted immediately after revocation or no later than 14 days after it has been received.

2.4. Third party

In order to be able to provide the newsletter, we use an offer from the provider Mailjet GmbH, which collects and processes the previously mentioned data on our behalf.

4. Visitors of a virtual map

2.1. Definition

"Visitors to a virtual map" refers to the individuals who, by clicking on a button labeled "Enter" or the like, access a virtual, interactive "map" or event, created and managed by us or our clients.

In this section, the terms "you" and "your" refer to visitors of a virtual map.

2.2. Collected data

2.2.1. Information you give us

In order for visitors of a map to be identified by other visitors, a username must first be provided in order to participate in a map. This name is communicated to all other visitors of the map.
In addition, Ruumio offers a chat feature as part of the virtual spaces, which includes an input mask for sending user-defined text messages. These messages are processed on servers of Ruumio.

When using video calls, video and audio streams are also transmitted to the other participants of the video call.

2.2.2. Data that is collected automatically

In addition to the automated collection of data from visitors to our website (see above), additional data is automatically collected and processed when visitors access our virtual maps, such as:

  • Time and duration of the visit of a virtual map
  • Time at which a chat message is sent, as well as the name of the person who sent the message
  • Number of times an embedded element is viewed
  • Status about viewing the guide for the camera setup and controls

When participating in video calls, the following data is also automatically collected:

  • device information, such as your IP address and your operating system.
  • usage data, such as the time and duration of a video call

2.3 How we use this information

These data are not collected in order to draw conclusions about individual persons.

Users can only enter a virtual map if they agree to the privacy policy, in particular the section "4. Visitors of a virtual map". Only then will the data specified in this section be stored and processed.

Such data will be collected only for the following purposes:

  • to ensure correct distribution and continuous operability of our virtual spaces
  • to constantly optimize and improve upon the technology behind Ruumio maps
  • to better understand how users use our virtual maps
  • to protect the virtual spaces against possible attacks
  • to remember preferences in the browser
  • to monitor usage quotas

2.4. Third party

The aforementioned information is processed on Ruumio servers, which are provided by Hetzner Online GmbH and Strato AG with servers located in Germany.

Ruumio gives allows administrators of virtual spaces to integrate external websites and tools. These external sites may collect and process personal data. Please contact the organizer or owner of the map to find out which additional services are integrated and which data is collected and processed in the process.

6. Your rights

You have the right to access, update, delete or correct your personal data stored by us without any charge.

You can also withdraw your consent to the processing of your personal data at any time.

To exercise any of these rights, contact us.