Data Policy

This Policy describes the information we process to support Optima-CRM, and other products and features offered by OptimaSys Group Spain (Products). 

1. The kinds of information we collect

To provide the OptimaSys Products, we must process information about you. The type of information that we collect depends on how you use our Products. You can learn how to access and update information that we collect by visiting your Optima-CRM settings. 

Things that you and others do and provide.

  • Information and content you provide: We collect the content, communications and other information you provide when you use our Products, including when you sign up for an account, sign-in and sign-out, create or share content and message or communicate with others. This can include what you see through features that we provide, so we can give you tips on how to best use the functions. Our systems automatically process content and communications that you and others provide to analyze context and what's in them for the purposes described below. 
  • Networks and connections. We collect information about the external systems and tools that you are connected to and how you interact with them across our Products. We also collect connection information to detect irregularities or problems and be able to resolve them.
  • Your usage. We collect information about how you use our Products, such as the types of content that you view or engage with, the features you use, the actions you take, the people or accounts you interact with and the time, frequency and duration of your activities. For example, we log when you're using and have last used our Products. We also collect information about how you use features within Optima-CRM and other of our Products.
  • Information about transactions made on our Products. If you use our Products for  financial transactions (such as when you make a purchase to contract or use a service), we collect information about the purchase or transaction. This includes payment information, such as your credit or debit card number and other card information, other account and authentication information, and billing, delivery and contact details.
  • Things others do and information they provide about you. We also receive and analyze content, communications and information that other people provide when they use our Products. This can include information about you, such as when others share properties with you, sync or import your contact information.


Device information.

As described below, we collect information from and about the computers, phones, and other web-connected devices you use that integrate with our Products, and we combine this information across different devices that you use. For example, we use information collected about your use of our Products on your phone to better personalise the content or features that you see when you use our Products on another device, such as your laptop or tablet, or to measure whether you took an action in response to a notification that we showed you on your phone on a different device. 


Information that we obtain from these devices includes: 

  • Device attributes: information such as the operating system, hardware and software versions, battery level, signal strength, available storage space, browser type, app and file names and types, and plugins.
  • Device operations: information about operations and behaviors performed on the device, such as whether a window is foregrounded or backgrounded, or mouse movements (which can help distinguish humans from bots).
  • Identifiers: unique identifiers, device IDs and other identifiers, such as identifiers unique to Optima-CRM Company Products associated with the same device or account.
  • Data from device settings: information that you allow us to receive through device settings that you turn on, such as access to your GPS location, camera or photos.
  • Network and connections: information such as the name of your mobile operator or ISP, language, time zone, mobile phone number, IP address, connection speed.
  • Cookie data: data from cookies stored on your device, including cookie IDs and settings. Learn more about how we use cookies in the OptimaSys Cookies Policy.


2. How we use this information

We use the information that we have (subject to choices you make) as described below, and to provide and support the Optima-CRM Products and related services described in the Optima-CRM Terms. Here's how:

Provide, personalize and improve our Products

We use the information we have to deliver our Products, including to personalize features and content and make suggestions for you (such as groups or topics that you may be interested in) on and off our Products. To create personalized Products that are unique and relevant to you, we use your connections, preferences, interests and activities based on the data that we collect and learn from you and others (including any data with special protections that you choose to provide where you have given your explicit consent); how you use and interact with our Products; and the people, places or things that you're connected to and interested in on and off our Products. Learn more about how we use information about you to personalize your Optima-CRM experience, including features, content and recommendations in Optima-CRM Products.

  • InformationenInformation across Optima-CRM Products and devices: We connect information about your activities on different Optima-CRM Products and devices to provide a more tailored and consistent experience on all Optima-CRM Products that you use, wherever you use them. For example, we can make your experience more seamless, for example, by automatically filling in your registration information (such as your phone number) from one Optima-CRM Product when you sign up for an account on a different Product.
  • Location-related information: We use location-related information – such as your current location, and the businesses and properties you're near – to provide, personalize and improve our Products, for you and others. Location-related information can be based on things such as precise device location (if you've allowed us to collect it), IP addresses and information from your and others' use of Optima-CRM Products.
  • Product research and development: We use the information we have to develop, test and improve our Products, including by conducting surveys and research, and testing and troubleshooting new products and features.


Promote safety, integrity and security.

We use the information that we have to verify accounts and activity, combat harmful conduct, detect and prevent bad experiences, maintain the integrity of our Products, and promote safety and security on and off Optima-CRM Products. For example, we use data that we have to investigate suspicious activity or breaches of our Terms or Policies.


Communicate with you.

We use the information that we have to send you marketing communications, communicate with you about our Products and let you know about our Policies and Terms. We also use your information to respond to you when you contact us.


Research and innovate for a better user experience.

We use the information we have (including from research partners we collaborate with) to conduct & support research and innovation on topics of general usage, and technological advancement.


3. How we share this information

Your information is shared with others in the following ways: 

  • Sharing on Optima-CRM Products
  • Publishing on websites and/or portals
  • Sharing via export of data

When you share and communicate using our Products, you choose the audience for what you share. For example, when you publish properties on Optima-CRM, you select the office(s), the MLS sharing level to publish the content to, the export details such as to which collaborator and in which format, or the publishing a website or portal. 

Public information can be seen by anyone, on or off our Products, including if they don't have an account. This includes content you share on Optima-CRM that’s being published on websites and/or portals or exported via predetermined formats to an audience you provide access. Sharing on other public forums, such as Optima-CRM Market Place. You, other people using Optima-CRM, and we can provide access to or send public information to anyone on or off our Products, including in other OptimaSys Products, in search results or through tools and APIs. Public information can also be seen, accessed, reshared or downloaded through third-party services such as search engines, APIs and by apps, websites and other services that integrate with our Products. 

Content that others share or reshare about you.

You should consider who you choose to share with, because people who can see your activity on our Products can choose to share it with others on and off our Products, including people and businesses outside the audience that you shared with. For example, when you share a property to specific collaborators or accounts, they can download, screenshot or reshare that content to others across or off our Products, in person or through electronic means. 

Information about your active status or presence on our Products.

Only the authorized user roles in your Master Office as well as ourselves can see signals telling them whether you are active on our Products, including whether you are currently active on Optima-CRM, or when you last used our Products. 

Apps, websites and third-party integrations on or using our Products.

When you choose to use third-party apps, websites or other services that use, or are integrated with, our Products, they can receive information about what you publish or share. However, the information accessible is limited to that information that you have shared or published, visually or in the code.

Sharing with third-party partners

We work with third-party partners who help us provide and improve our Products or who use Optima-CRM Business Tools to grow their businesses, which makes it possible to operate our companies and provide services to people around the world. We don't sell any of your information to anyone and we never will. We also impose strict restrictions on how our partners can use and disclose the data we provide. Here are the types of third parties that we share information with: 

  1. Partners who use our analytics services.

We provide aggregated statistics and insights that help people and businesses understand how people are engaging with the OptimaSys Products. For example, we show aggregated demographic and other information that helps them understand interactions with their account. 

  1. Measurement partners.

We share information about you with companies that aggregate it to provide analytics and measurement reports to our partners. 

  1. Partners offering services in our Products.

When you subscribe to receive premium content, or buy something from a seller in our Products, the content creator or seller can receive your public information and other information that you share with them, as well as the information needed to complete the transaction, including logistical and contact details. 

  1. Service providers.

We provide information and content to service providers who support our business, such as by providing technical infrastructure services, analyzing how our Products are used, providing customer service, facilitating payments or conducting surveys. 

  1. Researchers and academics.

We also provide information and content to research partners and academics to conduct research that advances scholarship and innovation that supports our business or mission and enhances discovery and innovation on topics of general social welfare, technological advancement, public interest, health and well-being. 

  1. Law enforcement or legal requests.


4. Our legal basis for processing data

We collect, use and share the data that we have in the ways described above: 

  • as necessary to fulfil our Optima-CRM Terms of Service;
  • consistent with your consent, which you may revoke at any time through the Optima-CRM settings;
  • as necessary to comply with our legal obligations;
  • to protect your vital interests, or those of others;
  • as necessary in the public interest and
  • as necessary for our legitimate interests, including our interests in providing an innovative, personalized, safe and profitable service to our users, unless those interests are overridden by your interests or fundamental rights that require protection of personal data.


5. How you can exercise your rights provided under the GDPR

Under the General Data Protection Regulation, you have the right to access, rectify, port and erase your data. Learn more about these rights and find out how you can exercise your rights in the GDPR agreement. You also have the right to object to and restrict certain processing of your data. This includes: 

  • the right to object to our processing of your data for direct marketing, which you can exercise by using the "unsubscribe" link in such marketing communications, and
  • the right to object to our processing of your data where we are performing a task in the public interest or pursuing our legitimate interests or those of a third party. 


6. Data retention, account deactivation and deletion 

We store data until it is no longer necessary to provide our services and OptimaSys Products or until your account is deleted – whichever comes first. This is a case-by-case determination that depends on things such as the nature of the data, why it is collected and processed, and relevant legal or operational retention needs. For example, when you search for something on Optima-CRM, you can access and delete that query from within your search history at any time, but the log of that search is deleted after six months.

When you delete your account, we delete things that you have stored, such as your property photos and details, contacts information etc., and you won't be able to recover this information later. If you don't want to delete your account but want to temporarily stop using the Products, you can deactivate your account instead. To delete your account at any time, please contact us by opening a support ticket


7. How we respond to legal requests or prevent harm

We access, preserve and share your information with regulators, law enforcement or others: 

  • In response to a legal request, if we have a good-faith belief that the law requires us to do so. We can also respond to legal requests when we have a good-faith belief that the response is required by law in that jurisdiction, affects users in that jurisdiction and is consistent with internationally recognized standards.
  • When we have a good-faith belief that it is necessary to: detect, prevent and address fraud, unauthorized use of the Products, breaches of our Terms or Policies, or other harmful or illegal activity; to protect ourselves (including our rights, property or Products), you or others, including as part of investigations or regulatory enquiries; or to prevent death or imminent bodily harm. For example, if relevant, we provide information to and receive information from third-party partners about the reliability of your account to prevent fraud, abuse and other harmful activity on and off our Products.
  • Information we receive about you (including financial transaction data related to purchases made with Optima-CRM) can be accessed and preserved for an extended period when it is the subject of a legal request or obligation, governmental investigation or investigations of possible violations of our terms or policies, or otherwise to prevent harm. We also retain information from accounts disabled for term breaches for at least a year to prevent repeat abuse or other term breaches. 


8. How we operate and transfer data as part of our services

We share information globally, both internally and externally with our partners and with those you connect and share with around the world in accordance with this Policy. Information controlled by OptimaSys Group Spain will be transferred or transmitted to, or stored and processed in, Spain, France and United Kingdom or other countries outside where you live for the purposes as described in this Policy. These data transfers are necessary to provide the services set forth in the Optima-CRM Terms, and to globally operate and provide our Products to you. We utilize standard contractual clauses approved by the European Commission and rely on the European Commission's adequacy decisions about certain countries, as applicable, for data transfers from the EEA to other countries. 


9. data processing

The B2B (Busines To Business) site hosted on is a public site where visitors can opt to contact regarding published properties. The data is passed to the publishing entity yet stays at all times recorded by and ownership of OptimaSys Group Spain SL.


10. How to contact OptimaSys with questions

If you have questions about this Policy, you can contact us as described below. 

The data controller responsible for your information is OptimaSys Group Spain, which you can contact online or by writing to:

OptimaSys Group Spain S.L.
Calle Alfredo Palma 10
29603 Marbella, Málaga


11. How we notify you of changes to this Policy

We'll notify you before we make changes to this Policy and give you the opportunity to review the revised Policy before you choose to continue using our Products. 

Date of last revision: 12 August 2021