Privacy Policy

1. Controller

The controller responsible for the processing of personal data on orthometiq.com, in My OrthoMetiQ and in the OrthoMetiQ WebPlanner is Bastian Pesl – Mediengestaltung / OrthoMetiQ, Bastian Pesl, Mühlenstr. 36, 93176 Beratzhausen, Germany.

Contact: info@orthometiq.com, phone +49 9493 8289674.

2. Scope of this privacy policy

This privacy policy applies to the public website, the Newsroom, the contact form, My OrthoMetiQ, registration, login, account activation, password reset, WebPlanner trial and licence management, account-bound InAppMessages, the closed user-related support ticket system, protected case upload and download, the browser-based WebPlanner, local and cloud-based planning functions, PDF/image/DICOM exports, optional PACS/DICOMweb functions and payment or subscription flows through Stripe.

• Website and public content
• Customer portal and protected case workflows
• Account-bound InAppMessages and support tickets
• WebPlanner access, planning, export and licence functions
• Stripe checkout, subscription and invoice-related payment processing

3. Legal principles and purposes

Personal data is processed only where this is necessary for the relevant purpose. Processing is carried out in particular to provide the website, manage customer accounts, process contact and case requests, enable secure WebPlanner access, perform planning workflows, provide exports, administer licences and protect the technical infrastructure.

The main legal bases are Art. 6(1)(b) GDPR for contract-related processing, Art. 6(1)(f) GDPR for security, operation and legitimate administrative interests, Art. 6(1)(c) GDPR for statutory obligations and, where health data is processed, Art. 9 GDPR in conjunction with the applicable professional, contractual or consent-based legal basis.

4. Website access and server log data

When the website is accessed, technically necessary log data may be processed. This can include IP address, date and time, requested page or file, browser and operating system information, referrer URL, transferred data volume and HTTP status code.

The processing is necessary to deliver the website, maintain system stability, analyse technical errors and protect the platform against misuse or attacks.

• No profiling based on server logs
• No use of server logs for advertising tracking
• Retention follows hosting and security requirements

5. Cookies, sessions and local storage

OrthoMetiQ uses technically necessary cookies and comparable storage technologies. These include secure session cookies for My OrthoMetiQ, language settings, security mechanisms, local WebPlanner settings and browser-side storage such as Local Storage or IndexedDB for planning-related working states.

The central portal session is configured with security-oriented cookie settings such as HttpOnly, SameSite and Secure where HTTPS is used. Authentication is not transferred through visible login tokens in the browser address bar.

• Technically required sessions and language settings
• Browser-side working data for WebPlanner functionality
• No external tracking services according to the current technical implementation
• No external captcha, external font or external script providers according to the current technical implementation

6. Contact requests

If contact is made by form, email or other communication channels, the submitted data is processed to handle and document the request. This may include name, company, email address, telephone number if provided, interest area, message content, language and request time.

• Processing for communication and request handling
• Legal basis: Art. 6(1)(b) GDPR for contract-related requests and Art. 6(1)(f) GDPR for general communication

7. Customer account and My OrthoMetiQ

For protected functions, users can create an OrthoMetiQ account. The account may contain first name, last name, email address, hashed password, company, phone number, country, specialty, language setting, role, account status, registration time and technical security data.

Passwords are not stored in plain text. Activation and password reset tokens are processed in hashed form and are time-limited.

• Registration, login and account administration
• Account activation and password reset emails
• Role and permission checks for protected areas

8. WebPlanner access, trial phase and licence status

Access to the OrthoMetiQ WebPlanner is protected and is intended to start through My OrthoMetiQ after successful authentication. Direct unrestricted access to the WebPlanner is blocked by server-side checks.

The licence system can process status values such as Active, Trial phase and Inactive, trial requests, trial history without time of day, licence duration, licence acquisition information and administrative approval decisions. Users may receive transactional status emails in the selected language.

• 15-day trial request and administrative approval
• Licence runtime and purchased licence flag
• No WebPlanner start without valid portal authentication and approval

9. Account-bound InAppMessages

InAppMessages are used to provide authorised WebPlanner users with personal, technical, contractual or product-related information directly within the protected application environment. Recipients are selected only from customer accounts that currently have eligible WebPlanner access, including an approved trial or a valid licence. In automatic language mode, the stored German or English account language determines the delivered version.

For each delivery, OrthoMetiQ may process the campaign identifier, recipient email address, recipient name and company, language, message type, subject, sanitised message content, attachments, delivery status and the timestamps for delivery, reading, update and user-triggered removal. The creating administrator and campaign metadata are documented for accountability.

Access is account-bound: a message and its attachments are returned only where the authenticated customer email matches the stored recipient. Attachments are stored in a non-public server area; file extension and size restrictions, canonical path validation and recipient checks protect retrieval. Message HTML is reduced to an allowlist, unsafe scripts and event attributes are removed, and external links are restricted to permitted protocols and opened with protective browser attributes.

• Purposes: secure account, service, licence, product and support communication
• Legal basis: Art. 6(1)(b) GDPR for contract and service communication and Art. 6(1)(f) GDPR for secure operation, documentation and legitimate customer communication
• Newsletter or advertising content requires a separate applicable legal basis and, where required, consent
• Patient names, case identifiers, medical images and other health data must not be transmitted through InAppMessages
• Removing a message from the customer inbox records a deletion status; campaign and delivery documentation is retained only for the applicable purpose, legal duties or the defence of claims and is subsequently deleted or anonymised

10. Closed user-related support ticket system

Feedback and implant manufacturer or template requests submitted from the WebPlanner are converted into traceable support tickets and assigned to the authenticated customer account. Depending on the request, the system processes the ticket number and category, source, account and customer identifiers, name, company, email address, language, topic, message, manufacturer or prosthesis system information, creation and update times, current status and status history.

The ticket administration is restricted to authorised administrators. Status changes are recorded with time, status and the responsible administrative account. Transactional status emails are sent to the customer address in the stored language where technically available. The ticket system is not public and does not create advertising profiles or automated medical decisions.

The purpose is to process support, feedback and template requests, provide transparent progress information, maintain service quality and document customer communication. The legal bases are Art. 6(1)(b) GDPR for contractual or pre-contractual support and Art. 6(1)(f) GDPR for efficient support organisation, technical improvement, documentation and the defence of legal claims. Statutory retention duties may additionally be based on Art. 6(1)(c) GDPR.

• Only account-related support and product or template information is intended
• No patient names, patient identifiers, medical images, DICOM data or other health data may be entered in ticket subjects or messages
• Ticket records and status histories are retained only as long as required for request handling, contractual documentation, statutory duties or legal claims and are then deleted or anonymised
• Customer rights under the GDPR also apply to data processed in InAppMessages and support tickets

11. Protected case upload and download

Users can upload planning cases and download results through My OrthoMetiQ. Depending on use, processed data may include account assignment, case ID, upload date, planning type, anatomical region or side, manufacturer or implant information, notes, file names, technical file information, status data and result files.

Uploaded medical image data, especially DICOM files, can contain patient data and health data. Users should provide anonymised or pseudonymised data wherever this is possible for the specific purpose.

• Protected upload and download through permission checks
• Processing for case handling and result delivery
• Health data is not made publicly accessible

12. OrthoMetiQ WebPlanner

The WebPlanner is a browser-based environment for digital preoperative planning. Users can import images, view DICOM metadata, perform measurements, use implant and prosthesis information, create planning screenshots, generate reports and export planning data.

Depending on use, the WebPlanner may process imported images, DICOM metadata, patient information contained in source files, measurements, planning steps, implant and prosthesis data, text notes, screenshots, PDF reports and DICOM export data.

• Many planning steps run locally in the user’s browser
• Local browser storage can be used for working data and preferences
• The final medical assessment and operative decision remain the responsibility of the treating professional user

13. Cloud saving, reports and exports

Where cloud saving is used, planning files and associated metadata can be stored server-side for later restoration and continued processing. Export functions may create PDF reports, planning images and DICOM-based output files.

Exported files can contain medical images, health data, measurements, implant information and notes. Responsibility for further use, archiving or disclosure of exported files lies with the user or the organisation on whose behalf the user acts.

• PDF, image and DICOM export functions
• Planning image and report generation
• Cloud save only where the relevant function is used

14. Optional PACS and DICOMweb integration

The WebPlanner may support optional PACS or DICOMweb integration for professional medical environments. Depending on configuration, this can involve PACS endpoint data, DICOMweb URLs, encrypted access information, DICOM study/series/image metadata and technical protocol data.

The customer or operator of the connected PACS system is responsible for ensuring that the connection has a valid legal basis and is technically and organisationally secured.

• Optional professional integration
• Processing depends on customer-side configuration
• Sensitive connection data should be protected by appropriate encryption and access controls

15. Newsroom and WebPlanner article feed

The public Newsroom provides OrthoMetiQ articles and updates. The WebPlanner can display public Newsroom content such as title, category, excerpt, preview image and link to the article. No additional advertising tracking is performed through this feed according to the current technical implementation.

16. Payments, subscriptions and Stripe

Paid tariffs, subscriptions and payments are processed through Stripe. If a paid plan is selected or a payment is carried out, Stripe may process payment and contract-related data such as name, email address, billing details, selected tariff, amount, currency, payment status, subscription status, invoice and transaction information and security or fraud-prevention data.

Full payment card data is not stored on the OrthoMetiQ servers but is processed by Stripe. Stripe may act as processor or as an independent controller depending on the specific payment-processing context.

• Legal basis: Art. 6(1)(b) GDPR for payment and contract performance
• Art. 6(1)(c) GDPR for statutory accounting and retention obligations
• Art. 6(1)(f) GDPR for payment security and fraud prevention

17. Transactional email communication

OrthoMetiQ sends transactional emails, including account activation, password reset, contact replies, WebPlanner trial request confirmations, licence status changes, trial activation notices and administrative notifications. These emails are used for account, security, contractual and administrative communication and not for marketing tracking.

• Emails are sent in the selected German or English language where available
• Content is limited to the relevant transaction or status change

18. Administration and technical security

To protect the platform, OrthoMetiQ processes security and administrative data such as login and session information, access permissions, role data, WebPlanner approval status, rate-limit information, system logs, error information and administrative changes.

Security measures include protected session management, hashed passwords, hashed and time-limited tokens, server-side permission checks, protected private storage, no authentication token in visible URLs, restricted access to WebPlanner and administration areas, honeypot fields, rate limiting and an in-house security question for contact and registration forms. No external captcha provider is used for this mechanism.

• Security by server-side permission checks
• Protected private storage areas
• Role-based administrative access

19. Recipients and processors

Personal data is disclosed only where this is necessary for the relevant purpose, required by law, permitted by a legal basis or requested by the user. Recipients or recipient categories may include hosting and server providers, email infrastructure providers, Stripe, technical maintenance providers, tax advisors, public authorities where legally required and customer-configured PACS or DICOMweb systems.

Where service providers process personal data on behalf of OrthoMetiQ, appropriate data processing agreements under Art. 28 GDPR are used where required.

20. International transfers

Processing within the EU or EEA is preferred. When using certain providers, especially Stripe, processing by affiliated companies or subprocessors outside the EU or EEA cannot be excluded. Where data is transferred to third countries, this is carried out on the basis of appropriate safeguards such as adequacy decisions, standard contractual clauses or additional protection measures.

21. Retention and deletion

Personal data is stored only for as long as required for the relevant purpose or for statutory retention periods. Account and contract data is stored for the duration of the customer relationship and thereafter according to legal retention duties. Reset and activation links are time-limited. Case and planning data is stored for the required processing, delivery, contractual documentation or cloud-save purpose.

After the purpose no longer applies or statutory periods expire, data is deleted or anonymised unless legal reasons require further retention.

22. Special protection of medical image and health data

Medical image data, DICOM data, planning data and patient-related information may contain health data. Health data is particularly sensitive and is processed only within the intended upload, planning, WebPlanner, export or PACS functions.

Users and customers must ensure that they upload or process only data for which a valid legal basis exists. Where possible, medical images should be anonymised or pseudonymised before upload. If OrthoMetiQ processes health data on behalf of a customer, a separate data processing agreement may be required.

• No public publication of health data
• No advertising use of medical image data
• Data minimisation and anonymisation are strongly recommended

23. No automated decision-making

OrthoMetiQ does not make automated decisions within the meaning of Art. 22 GDPR that produce legal effects concerning users or similarly significantly affect them. Stripe may use its own security and fraud-prevention systems in the context of payment processing.

24. Rights of data subjects and supervisory authority

Data subjects have the statutory rights of access, rectification, erasure, restriction of processing, data portability, objection to processing based on legitimate interests, withdrawal of consent with future effect and complaint to a supervisory authority. Requests can be sent to info@orthometiq.com.

For private-sector controllers in Bavaria, the competent supervisory authority is generally the Bavarian State Office for Data Protection Supervision, BayLDA, Promenade 18, 91522 Ansbach.

• Right of access
• Right to rectification and erasure
• Right to restriction and data portability
• Right to object and withdraw consent

25. Updates to this privacy policy

This privacy policy may be updated if legal requirements, technical functions, service providers or processing operations change. The current version is available on this website.