Privacy Policy

Wilken UG (haftungsbeschränkt)
Managing director: Tim Wilken
Braugasse 14C, 50859 Cologne
Email: info@wilken.solutions

For privacy requests, contact us at the email above or via our Legal Notice. We are not required to appoint a data protection officer under Art. 37 GDPR for our current processing activities; if this changes, we will update this policy.

Our website is operated on a hosting infrastructure that processes connection data in server log files when you access the site. This typically includes:

• IP address (shortened or pseudonymized where configured)
• Date and time of the request
• Requested URL and HTTP method
• Referrer URL
• Browser type and version, operating system
• Status codes and transferred data volume

Purpose: technical delivery, stability, and security of the website (e.g. abuse detection).
Legal basis: Art. 6 (1) (f) GDPR (legitimate interest in secure operation).
Retention: log data is deleted or anonymized after a short period defined by the host, usually within days unless longer retention is required for security incidents.

We use a hosting provider as processor under a data processing agreement where required by law.

We use SSL or TLS encryption where supported to protect data transmitted via this website. You can recognize an encrypted connection by the lock symbol in your browser and by “https://” in the address bar.

We distinguish between essential technologies and optional categories you control in our cookie banner:

• Essential: required for basic functions (e.g. remembering your language preference, storing your consent choice).
• Analytics: optional; loads PostHog only after you consent.
• Marketing: optional category reserved for future marketing tags; currently no third-party marketing pixels are loaded via this banner.

Your choices are stored in the browser’s localStorage under the key wilken_consent for up to 365 days. You can reopen settings via the “Cookie settings” link in the footer.

Legal bases: essential storage: Art. 6 (1) (f) GDPR and, where applicable, § 25 (2) TDDDG; analytics: Art. 6 (1) (a) GDPR (consent). You may withdraw consent at any time with future effect via the cookie settings.

When you choose English or German, we store your preference in a first-party cookie and in localStorage so returning visits open in the same language. No profiling takes place.

Legal basis: Art. 6 (1) (f) GDPR (user-friendly presentation).
Retention: up to 365 days or until you clear site data.

If you send us a message via the contact form, we process the data you enter, typically:

• Name (or combined name field)
• Email address
• Phone number (if provided)
• Subject and message
• Technical metadata transmitted with the request (e.g. IP address, timestamp) for abuse prevention

A hidden honeypot field helps reduce spam; it should remain empty. Submission requires your consent to the transmission of your data as described in this privacy policy (checkbox on the form).

Purpose: handling your enquiry and pre-contract communication.
Legal basis: Art. 6 (1) (b) GDPR (steps prior to a contract) and Art. 6 (1) (f) GDPR (legitimate interest in efficient communication).
Recipients: email delivery via our WordPress installation to info@wilken.solutions (mail server / email provider as processor where applicable).
Retention: for the duration of the business relationship and statutory retention periods, otherwise deletion when no longer required.

When you request access to archived or NDA case studies, we additionally process:

• First and last name
• Company
• Email address and phone (if provided)
• Selected case study or topic
• Your message or default request text

Submission requires your consent to the transmission of your data as described in this privacy policy (checkbox on the form).

Purpose: qualifying your request, sharing protected materials under confidentiality, and scheduling a conversation if appropriate.
Legal basis: Art. 6 (1) (b) GDPR and Art. 6 (1) (f) GDPR.
Recipients: internal team and email to info@wilken.solutions.

After submission we may offer a link to book a meeting via Google Calendar (booking page). Using that link is voluntary; Google processes data under its own terms when you leave our site.

With your consent we use PostHog (PostHog Inc., EU cloud: eu.i.posthog.com) to understand how visitors use the site (e.g. pages viewed, interactions, device/browser information, approximate location derived from IP). PostHog is loaded only after you accept analytics cookies.

Purpose: measuring reach, improving content and UX.
Legal basis: Art. 6 (1) (a) GDPR.
Withdrawal: disable analytics in cookie settings or clear site data; previously collected data may remain until deleted according to PostHog retention settings.
Third country transfers: we use the EU hosting option; if configuration changes, we will update this section.

More information: PostHog Privacy Policy.

To display typography we load DM Sans from Google Fonts (fonts.googleapis.com / fonts.gstatic.com). When fonts are requested, Google may receive your IP address and technical browser data.

We also load open-source scripts for layout and motion (e.g. from unpkg.com: Lenis, GSAP, Lottie player) and may load animation assets or media from third-party CDNs embedded in page content. These requests are necessary to deliver the site experience; providers may process IP addresses in server logs.

Legal basis: Art. 6 (1) (f) GDPR (presentation and operation of the website). Where consent is required for individual providers, we rely on your cookie choice.

We operate the site with WordPress. Administrative access is restricted to authorized persons. Maintenance, security updates, and backups may involve processors bound by contract.

Visitors generally do not receive WordPress accounts unless we explicitly create one for a project.

We do not use your data for automated decision-making or profiling within the meaning of Art. 22 GDPR.

We share personal data with third parties only when:

• you have consented (Art. 6 (1) (a) GDPR),
• it is necessary to perform a contract or pre-contractual steps (Art. 6 (1) (b) GDPR),
• we have a legitimate interest and your interests do not override (Art. 6 (1) (f) GDPR), or
• we are legally obliged (Art. 6 (1) (c) GDPR).

Recipients may include hosting providers, email services, analytics (PostHog, if consented), and professional advisers bound by confidentiality.

Under the GDPR you have the right to:

• access (Art. 15),
• rectification (Art. 16),
• erasure (Art. 17),
• restriction of processing (Art. 18),
• data portability (Art. 20),
• object to processing based on Art. 6 (1) (f) GDPR (Art. 21),
• withdraw consent at any time (Art. 7 (3)) without affecting the lawfulness of processing before withdrawal.

Please send requests to info@wilken.solutions. We may ask for proof of identity where necessary to protect your data.

You also have the right to lodge a complaint with a supervisory authority.

Lead supervisory authority for our registered office in Cologne, Germany:

Landesbeauftragte für Datenschutz und Informationsfreiheit Nordrhein-Westfalen (LDI NRW)
Kavalleriestraße 2-4
40213 Düsseldorf, Germany
www.ldi.nrw.de

Use of contact data published within the scope of the imprint obligation for sending unsolicited advertising and information materials is hereby objected to. We reserve the right to take legal action in the event of unsolicited advertising mail, including spam emails.

We may update this privacy policy when our website, tools, or legal requirements change. The current version is always available at this page.