Data protection information for the OTOBO newsletters

Thank you for your interest in our email newsletters!

Openness and transparency are important to us, so we would like to provide you with comprehensive information about the protection of your personal data.

Operator of the website and the newsletter

The operator of the / website and the newsletter is Rother OSS GmbH, based in Leiblfing, Germany.

You can find further details on the controller in our Imprint.

Use and disclosure of personal data

Your data will only be used for sending the newsletter and will be passed on to an external service provider for this purpose. However, this is the only exception to our principle of not disclosing your personal data to third parties.

Newsletter service provider

As a service provider for sending out our newsletters we chose Rapidmail, a company based in Germany. The servers of this service provider are operated exclusively in Germany. This means that all data is stored in Germany, too.

Why using an external service provider?

With the presentation of OTOBO, we have decided to keep interested parties and users up to date with innovations and current developments. We consider the distribution of information via e-mail newsletters as an important step in publicising and increasing the popularity of OTOBO and our services around the tool.

In order to sustainably develop this business area, we evaluated various newsletter providers and ultimately opted for Rapidmail. In addition to technical aspects of the offer, data security was at the top of our list.

From a legal perspective, the use of Rapidmail for sending out newsletters is a transfer of your personal data. By choosing a German provider that uses a high-security data center in Germany for its service, we believe that an adequate – actually very high – level of data protection is ensured. The data is processed and used exclusively in Germany. Of course we have a contract on data processing with Rapidmail.

Legal base

By registering for the newsletter, you agreed to the transfer and processing of your personal data for the purpose of sending the newsletter and its evaluation in favor of optimizing our offer. The legal basis for the transfer and processing of the data is therefore Art. 6 Para. 1 lit. a GDPR.


Rapidmail offers statistical analysis options for usage data. We use these functions to draw group-based conclusions about the relevance of the information provided for our readers and to tailor our offer as precisely as possible to your expectations. In addition, by tracking the opening and clicking behavior, we want to ensure that subscribers read our newsletters (so it is very likely that you will receive content that interests you and we can keep our costs for sending the free newsletters within limits).

The data is usually only evaluated in relation to specific people when circumstances call for it, i.e. when an error occurs, a support request is sent or there is another specific reason.

Further information

If you click on the link provided in every email to display the newsletter correctly in your browser, you will be directed to a Rapidmail website. Among other things, this uses the web analytics tool Google Analytics . We have no influence on the use of the tool at this point and cannot access the data collected. You can generally prevent tracking by Google Analytics and other methods by using browser plugins - or just not use the link.

Description of the processing of personal data

When subscribing to the newsletter, we collect your email address and may also ask for your first and last name in order to personalize our emails. Moreover, the address of the website through which you subscribed to the newsletter is recorded.

Your email will initially be stored temporarily by the newsletter service provider. Only after your confirmation by clicking the link in the confirmation email (double opt-in) will your email address be permanently saved in our mailing list until you or us as the list operator delete it there. In addition to your e-mail address, the date of registration and your IP address are saved as part of the entry in the mailing list, in order to be able to prove in case of doubt that no unsolicited e-mail is sent. We do not use the IP address beyond this.


Personal data will not be passed on to third parties for advertising, market or opinion research purposes.

However, we reserve the right to refer to our own services or offers. In addition to providing information - we are honest - there is of course also the purpose of this newsletter. This does not mean that you, as a newsletter subscriber, have any obligation to commission us or buy something. But of course we are happy if OTOBO and Rother OSS become better known through the lists and we can convince one or the other reader of our competence.

Withdrawal of consent / termination of the newsletter subscription

Of course, you can object to the use of your personal data at any time and unsubscribe from the newsletter. To do so, you can use the link provided at the end of each newsletter, or you can send an email to newsletter (at) otobo (dot) de.

There you will also get answers to questions regarding the protection of your personal data and, in particular, the exercise of your rights as a data subject. (More on this in our general Privacy Policy).

As of 09 December 2019. In the event of doubt, the original German version is binding.