Privacy Policy, AI Limitations and Disclaimer Privacy Policy Protecting your personal data is of great importance to us. The legal basis for data protection is provided by the German Federal Data Protection Act (BDSG) and the Digital Services Act (DDG). This Privacy Policy explains how your personal information is collected, used, and disclosed when you visit the website or become a customer of Gillessen ("Company", "we", "us", or "our"). PERSONAL INFORMATION WE COLLECT When you visit our website, we automatically collect certain information about your device, including information about your web browser, IP address, time zone, and some of the cookies installed on your device. Additionally, as you browse our website, we collect information about the individual web pages or products you view, the websites or search terms that referred you to our website, and information about how you interact with our website. CONTACTING US When you contact us (e.g., via WhatsApp, contact form, or email), the information you provide will be stored for the proper processing of your inquiry or application. We will delete your personal data once it is no longer required for storage, unless statutory retention obligations apply. If you do not make use of our services and no contractual relationship is established, your transmitted data will be deleted after four weeks. HOW DO WE USE YOUR PERSONAL INFORMATION? We use the personal information we collect to: provide the products or services you request; communicate with you; send you information or offers about products and services that may be of interest to you; and administer our website and services. DISCLOSURE OF YOUR PERSONAL INFORMATION We will not sell, trade, or otherwise transfer your personal information to third parties unless we inform you in advance. DATA SECURITY We have implemented measures to protect your personal information against accidental loss, unauthorized access, use, alteration, and disclosure. YOUR RIGHTS Your rights regarding access, correction, portability, restriction, and deletion of data You have the right to: request, at any time and free of charge, information about the personal data we have stored about you; request the correction of inaccurate personal data; request the deletion of your personal data; request restriction of the processing of your personal data; object at any time to the processing of your personal data; receive your personal data or request that it be transferred to another controller. If you have previously given your consent, you may withdraw or modify it at any time by notifying us via email or in another written form. Where the legal requirements are met, your stored data will be deleted or blocked accordingly. You also have the right to lodge a complaint with a supervisory authority. Privacy Policy and Disclaimer for AI – Extension for AI Chatbot Use of an AI-Powered Chatbot We use an AI-powered chatbot on our website and within our digital services to improve communication and provide information more efficiently. This service is based on an integration with the OpenAI API, the provider of the GPT models. Types of Data Processed When using the chatbot, the following data may be processed depending on the user's input: Content entered by the user (e.g., questions, text input) Technical metadata (e.g., IP address, timestamp, and, where applicable, browser information) We do not create automated profiles and do not permanently store personal content. We expressly ask users not to enter sensitive personal data (such as names, bank details, health information, passwords, etc.) into the chat. Purpose of Processing The data is processed solely for: providing the AI-powered dialogue system; automatically responding to user inquiries; and improving user interaction. Disclosure to Third Parties / Data Processing To provide the AI functionality, user-entered data is transmitted to Azure OpenAI. For European customers, we use Azure OpenAI's European data residency options together with fully local hosting in Germany. This means: Processing takes place exclusively on servers located within the European Union (SALLY, Germany) (EU/EEA). Submitted content is not used for training or improving the AI models. No permanent storage of the transmitted content takes place on our systems. A Data Processing Addendum (DPA) pursuant to Article 28 GDPR has been concluded with Microsoft and OpenAI to ensure the protection of personal data. Backend Hosting Alternatively: Self-hosting on customer servers within the European Union. No hosting outside the EU takes place. Legal Basis Processing is carried out on the basis of Article 6(1)(f) GDPR (legitimate interest in efficient communication). Where the use of the chatbot takes place within the framework of a contractual relationship, Article 6(1)(b) GDPR applies. Where explicit consent is obtained in individual cases, processing is based on Article 6(1)(a) GDPR. Retention Period Chat Content Chat conversations are not permanently stored on our systems. Technical Log Data Technical log data is used exclusively for troubleshooting, abuse prevention, or anonymized statistical analysis and is deleted after 30 days at the latest. AI Limitations and Disclaimer This chatbot uses an automated artificial intelligence system. The responses are generated automatically and are not reviewed by humans. All information provided is intended solely for assistance and general informational purposes and does not constitute legal, medical, financial, or any other form of professional advice. Despite careful development, the system may generate incomplete, inaccurate, or outdated information. The AI may misunderstand facts or make mistakes. Users are therefore responsible for independently verifying all information and obtaining qualified professional advice before making important decisions. The chatbot is used at the user's own risk. No warranty is given regarding the accuracy, completeness, timeliness, or suitability of the information provided. Liability for damages or decisions resulting from the use of the information supplied is excluded. By using the chatbot, you acknowledge this notice and agree to review all information with appropriate care. CHANGES We may update this Privacy Policy from time to time, for example to reflect changes to our practices or for other operational, legal, or regulatory reasons. Google Analytics This website uses Google Analytics, a web analytics service provided by Google Ireland Limited. If the controller responsible for data processing on this website is located outside the European Economic Area (EEA) or Switzerland, Google Analytics data processing is carried out by Google LLC. Google LLC and Google Ireland Limited are collectively referred to as "Google." Google Analytics uses so-called cookies, which are text files stored on your device that enable an analysis of your use of the website. The information generated by these cookies regarding your use of this website is generally transmitted to and stored on a Google server. Google Analytics is used on this website exclusively with the "_anonymizeIp()" extension. This extension anonymizes IP addresses by truncating them before storage, thereby preventing direct identification of individuals. Within Member States of the European Union or other contracting states of the Agreement on the European Economic Area, your IP address is shortened by Google before transmission. The IP address transmitted by your browser as part of Google Analytics is not merged with other Google data. On our behalf, Google uses this information to evaluate website usage, compile reports on website activity, and provide additional services related to website and internet usage (Article 6(1)(f) GDPR). The legitimate interest lies in optimizing the website, analyzing website usage, and adapting content based on statistical insights. The interests of users are adequately protected through pseudonymization. Google LLC provides appropriate safeguards through the EU Standard Contractual Clauses. Data associated with cookies, user identifiers (e.g., User ID), or advertising IDs is automatically deleted after 50 months. Data whose retention period has expired is automatically deleted once per month. Users may prevent Google Analytics from collecting data by adjusting the cookie settings for this website. They may also object to the collection and storage of IP addresses and cookie-generated data at any time with future effect by downloading and installing the browser plugin available at: https://tools.google.com/dlpage/gaoptout Visitors may also prevent Google Analytics from collecting data on this website by clicking the cookie banner or the lock icon at the bottom of the page and selecting the appropriate option. An opt-out cookie will then be set, preventing future data collection when visiting this website. If this option is selected, the visitor has objected to the collection of data through Google Analytics on this website. Further information regarding Google's terms of use and privacy practices can be found in the Google Analytics Terms and Conditions and the Google Analytics Privacy Overview. Under applicable law and the GDPR, website visitors have specific rights regarding the personal data processed through Google Analytics, including the rights of access, rectification, erasure, data portability, and objection to certain processing activities. To exercise these rights regarding Google Analytics processing on this website, data subjects (website visitors) may contact info@gillessendigital.de or the website operator at any time. Integration of Third-Party Content and Services This website may include third-party content, such as Google Maps, RSS feeds, or graphics from other websites. The providers of such content require the user's IP address in order to deliver the content to the user's browser. We have no control over whether these providers store IP addresses, for example, for statistical purposes. CONTACT US If you would like more information about our privacy practices, have questions, or wish to file a complaint, please contact us by email at info@gilldigital.de or by post using the contact details provided above. Legal Notice (Imprint) Represented by: Ricardo Gilleßen (Engineer, RWTH Aachen University) VAT ID No.: DE436255643 Address: Mausbacher Straße 17A 52224 Stolberg (Rhineland) Germany Phone: +49 30 42430077 Email: info@askviana.de Mobile: +49 1776 916 234 © All rights reserved. VIANA