9. Privacy Policy
Chatbot
With the chatbot, we aim to provide you with an alternative way to quickly access the information you need for your work. You can ask the chatbot relevant questions and discuss the answers provided.
Only the data you enter will be processed. Other data, such as your IP address or the browser used, may be exchanged technically between your browser and the web server but will not be further processed or stored by us.
The data is processed technically on Microsoft’s cloud computing platform “Azure.” It is therefore necessary to transmit request data to Microsoft. We have selected “Sweden Central” as the processing region. However, processing by Microsoft in third countries cannot be completely ruled out.
1. Name and Contact Details of the Controller
The controller responsible for data processing in connection with this chatbot is:
ITGAIN Integration Solution GmbH
Essener Straße 1
30173 Hannover
Germany
If you have any questions regarding data protection, you can contact us at the above-mentioned address at any time.
Our Data Protection Officer can be reached at: dsb(at)itgain(dot)de
2. Purpose and Legal Basis of Processing
All messages sent to the chatbot are processed in order to respond to your inguiries and to enable us to further improve the service.
If personal data is entered, the processing takes place on the basis of Art. 6(1)(f) GDPR, due to our legitimate interest in offering you a modern form of communication in a competitive environment. This also includes analyzing and improving chatbot interactions in order to enhance service quality and resolve technical issues.
3. Recipients or Categories of Recipients of Personal Data
All data collected via the chatbot is processed through Microsoft’s cloud infrastructure as described above.
The recipient of the provided data is:
Microsoft Corporation
One Microsoft Way
Redmond, WA 98052
USA
Further information about Microsoft’s compliance with the GDPR can be found at: https://www.microsoft.com/de-de/privacy/privacystatement
A corresponding Data Processing Addendum (DPA) with Microsoft is in place.
A transfer of data to third countries, in particular the United States, cannot currently be excluded. To ensure an adequate level of data protection, the agreed DPA includes the EU Commission’s Standard Contractual Clauses (SCCs). In addition, data transfers to the United States are covered by the EU-US Data Privacy Framework adequacy decision: https://commission.europa.eu/document/fa09cbad-dd7d-4684-ae60-be03fcb0fddf_en
4. Storage Duration
Chatbot messages are stored for three months for the purpose of service improvement and are then automatically deleted.
5. Rights of Data Subjects
In accordance with the GDPR, you have the following rights:
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Right of access (Art. 15 GDPR)
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Right to rectification (Art. 16 GDPR)
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Right to erasure (Art. 17 GDPR)
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Right to restriction of processing (Art. 18 GDPR)
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Right to data portability (Art. 20 GDPR)
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Right to object to processing (Art. 21 GDPR)
To exercise your rights, you can contact us at any time using the contact details provided in the legal notice.
6. Right to Lodge a Complaint with a Supervisory Authority
You have the right to lodge a complaint with a data protection supervisory authority. The competent supervisory authority for us is:
The State Commissioner for Data Protection of Lower Saxony
Prinzenstraße 5
30519 Hannover
Germany
Phone: +49 511 120-4500
Fax: +49 511 120-4599
Email: poststelle[at]lfd.niedersachsen.de
7. Obligation to Provide Personal Data
The use of the chatbot is voluntary. You are not obliged to provide personal data.
However, without providing input data, the chatbot cannot be used.