Our company utilizes an AI-based chatbot, ChatGPT, on our website to efficiently respond to customer inquiries and improve our service. This privacy notice informs you about the personal data processed when using the chatbot, the purposes of this processing, and your rights regarding data protection.
This privacy notice supplements our Privacy Policy and specifically describes how personal data is processed in connection with the use of the chatbot.
What data is collected?
Chatbot Interactions:
When you use our chatbot, the data you enter is processed to respond to your questions and requests. This includes all information you provide during your interaction with the chatbot, including text messages you enter in the chat history. To protect your privacy, personal data such as your name, address, phone number, or email address is only collected if you voluntarily provide it. Typically, the collected data is pseudonymized or anonymized.
Technical Data:
Technical information such as IP address, browser type, operating system, and access times are also collected during the use of the chatbot. This data helps in the technical provisioning of the chatbot, troubleshooting, and enhancing the user experience.
What are the purposes of data processing?
The data you provide is used for the following purposes:
- Responding to Inquiries: The chatbot uses the information you provide to process your inquiries in real-time and provide appropriate responses.
- Improving the Service: The collected data helps us continuously improve the quality of the responses and the efficiency of the chatbot.
- Forwarding to Customer Service: If the chatbot cannot fully answer your inquiry, the chat history may be forwarded to our customer service team to provide you with personalized advice.
To whom is the data disclosed?
There is no disclosure of the collected personal data to third parties unless such disclosure is legally required or serves the legal defense of the data controller.
How long is your data stored?
Interactions with the chatbot are stored on our server for up to 30 days. Once the session ends, the data is retained for this period before being deleted. If the chat history is forwarded for further processing by our customer service team, the data is stored for the duration of the processing and then deleted, unless further legal retention obligations exist.
Where is your data processed?
We process the collected data in the cloud-based dialogue system of OpenAI (San Francisco, California, USA). Your data is stored on servers of the Google Cloud Platform (GCP) in the Netherlands. If data processing outside the EU occurs in exceptional cases, we ensure that it only takes place under suitable data protection precautions that guarantee a level of protection appropriate to EU law.
Your Rights
You have the right to:
- Request information about the personal data we process,
- Request the correction, deletion, or restriction of processing of your personal data,
- Object to the processing of your personal data,
- Withdraw your consent to processing (if the processing is based on consent).
Security
Your data security is important to us. We take technical and organizational measures to ensure that your data is protected against unauthorized access, loss, or manipulation.
