Chatbot Privacy Policy

This is the data protection information on the use of the documentation chatbot.

The protection of your personal data is very important to us. We therefore process your personal data confidentially and in accordance with the statutory data protection regulations, e.g. the General Data Protection Regulation (GDPR), and on the basis of this data protection information.

This data protection notice informs you about the processing of your personal data when using our documentation chatbot (hereinafter referred to as chatbot). Our chatbot is a self-information system that requests the content of our documentation and provides it to the user (output) based on the user's prompt (input). Any user evaluations of the output generated via the feedback function are used to continuously improve the output of the chatbot or to make adjustments to our documentation.

It is up to you to decide whether and which data/questions you enter into the chatbot. Entering personal data into the chatbot is neither necessary nor intended for use. It is therefore not recommended to enter personal data.

Controller

The controller within the meaning of Art. 4 No. 7 GDPR is:

Scheer PAS Deutschland GmbH
Uni-Campus Nord
66123 Saarbrücken, Germany
Phone: +49 681 96777-0
E-Mail: info@scheer-pas.com

Data Protection Officer

If you have any questions about data protection, please contact our data protection contacts at the above address with the addition Attn. data protection team or electronically at: datenschutz@scheer-group.com.

Scope and Type of the Data Processing

Even if the processing of personal data is not intended, your personal data may still be processed in individual cases, depending on your input, if:

1. Your input in the chat box contains personal data and

2. If you also use the feedback function regarding the output, as this information is stored for analysis purposes.

The input is only stored if the feedback function is used. For technical reasons, the chat history is also stored in the working memory, whereby the data fluctuates in its status and cannot be queried externally.

The input and output reported via the feedback function are processed exclusively for analysis purposes and to improve the response quality of the chatbot. In no case is this data directly incorporated into the training data, nor is it replayed to other users as output. When evaluating feedback, we work according to a strict need-to-know concept and only provide access to data to those employees who need it to fulfill the purposes listed below.

The data will not be transferred to third parties, e.g. to analyze the feedback. The data will also not be merged with other data sources.

Data is not processed outside the European Union (EU) or the European Economic Area (EEA), as we have limited our storage location to data centers in the EU. Data is also not passed on to affiliated companies of the Group in third countries.

No personal data is collected or processed through the use of the chatbot itself. The user has the option of preventing the initial processing of personal data by not entering any personal data.

Purpose and Legal Basis of the Data Processing

We process personal data provided by the user on the basis of a legitimate interest (Art. 6 para. 1 sentence 1 lit. f GDPR) for the following purposes:

1. To recognize the question and for automatic answering by the chatbot based on the documentation provided (provision of the chatbot)

2. As part of the feedback function: to forward the question and the resulting answer to a natural person (employee of the above-mentioned controller) to analyze and, if necessary, improve the documentation and, accordingly, the chatbot itself (analysis and training)

Processed Data Categories

The input can potentially contain all the data categories you have entered. The following categories in particular are likely to appear:

1. Personal basic data (e.g. surname, first name, address data)

2. Contact details (e.g. telephone, e-mail, preferred language, time zone)

3. Information about your profession / your company (e.g. industry, employment, employer, position, title, department, company address)

4. Organizational features (e.g. customer number)

The use of the chatbot does not require any input or other processing of personal data.

Rights of Data Subject

Within the framework of the respective regulations (in particular Art. 15-21 GDPR), you have various rights regarding the processing of your personal data:

1. Right of access, Art. 15 GDPR

2. Right to rectification, Art. 16 GDPR

3. Right to erasure, Art. 17 GDPR

4. Right to restriction of processing, Art. 18 GDPR

5. Right to data portability, Art. 20 GDPR

6. Right to withdraw, Art. 7 GDPR

7. Right to object, Art. 21 GDPR

8. Right to complain to a competent data protection supervisory authority, Art. 77 GDPR

9. You also have the right to be subject to an individual decision that is not exclusively automated, Art. 22 GDPR.

Duration of Data Storage

Unless you request the erasure of the data, the data entered by users is erased at irregular intervals, whereby no personal data is requested when using the chatbot and this is not necessary for the use of the chatbot. The data collected is used exclusively for the continuous improvement of the chatbot and is only collected randomly if the feedback function is used.

Automated Individual Decision-Making

No fully automated decision-making (a decision based purely on automated processing) pursuant to Art. 22 GDPR takes place either when using the chatbot or when using the feedback function.

Profiling

No profiling takes place.

Security

We take technical and organizational measures to protect your data from unwanted access as comprehensively as possible.

1. Data transmission via TLS/ SSL

2. Storage of feedback data on the chatbot's system

3. No external access to the database

Supervisory Authority

If you consider that the processing of your personal data violates data protection law, you have the right to lodge a complaint with a data protection supervisory authority of your choice in accordance with Art. 77 para. 1 GDPR. This also includes the data protection supervisory authority competent for the controller:

Unabhängiges Datenschutzzentrum Saarland
Phone: +49 681 94781 0
Fax: +49 681 94781 29
E‑Mail: poststelle@datenschutz.saarland.de

Right to Object Pursuant

You have the right to object at any time to the processing of your personal data carried out on the basis of Art. 6 para. 1 sentence 1 lit. f GDPR. Since the chatbot processes user input automatically and does not request any personal data, only the user can know whether and what personal data has been collected and must provide this as a feature for the investigation when contacting the chatbot. The objection should be sent to the contact address stated under Data Protection Officer.

In the event of an objection, the controller will no longer process the personal data unless the controller demonstrates compelling legitimate grounds for the processing which override the interests, rights and freedoms of the data subject or for the establishment, exercise or defense of legal claims.