Privacy Policy

General Information

The following notes provide a simple overview of what happens to your personal data when you visit this website. Personal data is any data that can be used to identify you personally. For detailed information on data protection, please refer to the privacy policy set out below this text.

Data Collection on This Website

Who is responsible for data collection on this website?

Data processing on this website is carried out by the website operator. The operator’s contact details can be found in the section "Notice Regarding the Responsible Party" in this privacy policy.

How do we collect your data?

On the one hand, your data is collected when you provide it to us. This may, for example, be data you enter into a contact form.

Other data is collected automatically by our IT systems when you visit the website. This is primarily technical data (e.g. internet browser, operating system, or time of the page request). This data is collected automatically as soon as you enter this website.

What do we use your data for?

Some of the data is collected to ensure the error-free provision of the website. Data that you provide to us in the course of contacting us or within a contractual relationship is processed to handle your request or to perform the contract.

What rights do you have regarding your data?

You have the right at any time to receive information free of charge about the origin, recipients, and purpose of your stored personal data. You also have the right to request the rectification or erasure of this data. If you have given consent to data processing, you can revoke this consent at any time with effect for the future. You also have the right, under certain circumstances, to request the restriction of the processing of your personal data. Furthermore, you have the right to lodge a complaint with the competent supervisory authority.

You can contact us at any time regarding this and any other questions on the subject of data protection.

Third-Party Analytics and Tools

No third-party analytics tools or tracking services are used on this website. Your browsing behaviour is not statistically evaluated.

We host the contents of our website with the following provider:

Hetzner

The provider is Hetzner Online GmbH, Industriestr. 25, 91710 Gunzenhausen, Germany (hereinafter "Hetzner").

For details, please refer to Hetzner’s privacy policy: https://www.hetzner.com/legal/privacy-policy/.

The use of Hetzner is based on Art. 6(1)(f) GDPR. We have a legitimate interest in ensuring that our website is presented as reliably as possible.

Data Processing Agreement

We have concluded a data processing agreement (DPA) for the use of the above-mentioned service. This is a contract required by data protection law, which ensures that the provider processes the personal data of our website visitors only in accordance with our instructions and in compliance with the GDPR.

Data Protection

The operators of this website take the protection of your personal data very seriously. We treat your personal data confidentially and in accordance with the statutory data protection regulations and this privacy policy.

When you use this website, various personal data is collected. Personal data is data that can be used to identify you personally. This privacy policy explains what data we collect and what we use it for. It also explains how and for what purpose this is done.

We would like to point out that data transmission on the internet (e.g. when communicating by email) may be subject to security vulnerabilities. Complete protection of data against access by third parties is not possible.

Notice Regarding the Responsible Party

The party responsible for data processing on this website is:

Valentin Reinhard
An der Fischlache 1
96317 Kronach, Germany

Phone: +49 160 92597531
Email: info@ai-technikakte.de

The responsible party is the natural or legal person who, alone or jointly with others, decides on the purposes and means of processing personal data (e.g. names, email addresses, etc.).

Storage Period

Unless a more specific storage period is stated in this privacy policy, your personal data will remain with us until the purpose for the data processing no longer applies. If you assert a justified request for erasure or revoke your consent to data processing, your data will be deleted unless we have other legally permissible reasons for storing your personal data (e.g. retention periods under tax or commercial law); in the latter case, the data will be deleted once these reasons cease to apply.

General Information on the Legal Bases for Data Processing on This Website

If you have consented to data processing, we process your personal data on the basis of Art. 6(1)(a) GDPR or Art. 9(2)(a) GDPR if special categories of data pursuant to Art. 9(1) GDPR are processed. In the case of express consent to the transfer of personal data to third countries, data processing is also based on Art. 49(1)(a) GDPR. If you have consented to the storage of cookies or to access to information on your end device (e.g. via device fingerprinting), data processing is additionally based on Section 25(1) of the German Telecommunications Digital Services Data Protection Act (TDDDG). Consent can be revoked at any time. If your data is required for the performance of a contract or for the implementation of pre-contractual measures, we process your data on the basis of Art. 6(1)(b) GDPR. Furthermore, we process your data insofar as this is necessary for the fulfilment of a legal obligation, on the basis of Art. 6(1)(c) GDPR. Data processing may also be based on our legitimate interest pursuant to Art. 6(1)(f) GDPR. The legal bases applicable in each individual case are set out in the following paragraphs of this privacy policy.

Recipients of Personal Data

In the course of our business activities, we work with various external parties. In some cases, it is also necessary to transfer personal data to these external parties. We only pass on personal data to external parties if this is necessary for the performance of a contract, if we are legally obliged to do so (e.g. transfer of data to tax authorities), if we have a legitimate interest in the transfer pursuant to Art. 6(1)(f) GDPR, or if another legal basis permits the data transfer. When using processors, we only pass on our customers’ personal data on the basis of a valid data processing agreement.

Revocation of Your Consent to Data Processing

Many data processing operations are only possible with your express consent. You can revoke consent you have already given at any time. The lawfulness of the data processing carried out prior to the revocation remains unaffected by the revocation.

Right to Object to Data Collection in Special Cases and to Direct Advertising (Art. 21 GDPR)

If data processing is carried out on the basis of Art. 6(1)(e) or (f) GDPR, you have the right at any time to object to the processing of your personal data on grounds relating to your particular situation; this also applies to profiling based on these provisions. The respective legal basis on which processing is based can be found in this privacy policy. If you object, we will no longer process your personal data concerned unless we can demonstrate compelling legitimate grounds for the processing that override your interests, rights and freedoms, or the processing serves the establishment, exercise or defence of legal claims (objection pursuant to Art. 21(1) GDPR).

If your personal data is processed for the purpose of direct advertising, you have the right to object at any time to the processing of personal data concerning you for the purpose of such advertising; this also applies to profiling insofar as it is associated with such direct advertising. If you object, your personal data will subsequently no longer be used for the purpose of direct advertising (objection pursuant to Art. 21(2) GDPR).

Right to Lodge a Complaint with the Competent Supervisory Authority

In the event of violations of the GDPR, data subjects have the right to lodge a complaint with a supervisory authority, in particular in the Member State of their habitual residence, their place of work, or the place of the alleged violation. The right to lodge a complaint exists without prejudice to any other administrative or judicial remedies.

Right to Data Portability

You have the right to have data that we process automatically on the basis of your consent or in performance of a contract handed over to you or to a third party in a common, machine-readable format. If you request the direct transfer of the data to another controller, this will only be done to the extent that it is technically feasible.

Information, Rectification and Erasure

Within the framework of the applicable statutory provisions, you have the right at any time to free information about your stored personal data, its origin and recipients, and the purpose of the data processing and, if applicable, a right to rectification or erasure of this data. You can contact us at any time regarding this and any other questions on the subject of personal data.

Right to Restriction of Processing

You have the right to request the restriction of the processing of your personal data. You can contact us at any time for this purpose. The right to restriction of processing exists in the following cases:

• If you dispute the accuracy of your personal data stored by us, we usually need time to verify this. For the duration of the verification, you have the right to request the restriction of the processing of your personal data.
• If the processing of your personal data was/is unlawful, you can request the restriction of data processing instead of erasure.
• If we no longer need your personal data, but you need it to exercise, defend or assert legal claims, you have the right to request the restriction of the processing of your personal data instead of erasure.
• If you have lodged an objection pursuant to Art. 21(1) GDPR, a balancing of your interests and ours must be carried out. As long as it has not yet been determined whose interests prevail, you have the right to request the restriction of the processing of your personal data.

If you have restricted the processing of your personal data, this data may – apart from its storage – only be processed with your consent or for the establishment, exercise or defence of legal claims or for the protection of the rights of another natural or legal person or for reasons of important public interest of the European Union or a Member State.

SSL or TLS Encryption

For security reasons and to protect the transmission of confidential content, such as inquiries you send to us as the site operator, this site uses SSL or TLS encryption. You can recognise an encrypted connection by the fact that the address line of the browser changes from "http://" to "https://" and by the lock symbol in your browser line.

If SSL or TLS encryption is activated, the data you transmit to us cannot be read by third parties.

Objection to Advertising Emails

We hereby object to the use of contact data published within the framework of the legal notice obligation for the purpose of sending unsolicited advertising and information materials. The operators of this website expressly reserve the right to take legal action in the event of the unsolicited sending of advertising information, for example through spam emails.

Cookies

Our website uses so-called "cookies". Cookies are small data packets and do not cause any damage to your end device. They are stored on your end device either temporarily for the duration of a session (session cookies) or permanently (permanent cookies). Session cookies are automatically deleted at the end of your visit.

This website uses only technically necessary first-party cookies. These are set solely in the context of logging into the customer area (a session cookie and a cookie for protection against cross-site request forgery). No analytics, marketing, or third-party cookies are used. Consent is not required for these technically necessary cookies (Section 25(2) no. 2 TDDDG); a cookie consent banner is therefore not used.

These cookies are stored on the basis of Art. 6(1)(f) GDPR. The website operator has a legitimate interest in the storage of necessary cookies for the technically error-free and secure provision of its services. Insofar as the cookies serve the performance of a contract with you (customer login), the processing is based on Art. 6(1)(b) GDPR.

You can set your browser so that you are informed about the setting of cookies and only allow cookies in individual cases, exclude the acceptance of cookies for certain cases or in general, and activate the automatic deletion of cookies when closing the browser. If cookies are deactivated, the functionality of this website (in particular the login area) may be restricted.

Server Log Files

The provider of this website automatically collects and stores information in so-called server log files, which your browser automatically transmits to us. These are:

• Browser type and browser version
• Operating system used
• Referrer URL
• Host name of the accessing computer
• Time of the server request
• IP address

This data is not merged with other data sources.

This data is collected on the basis of Art. 6(1)(f) GDPR. The website operator has a legitimate interest in the technically error-free presentation, security, and optimisation of its website – for this purpose, the server log files must be collected. The server log files are automatically deleted after 30 days at the latest, unless they are exceptionally required to investigate a specific security incident.

Fonts (Locally Hosted)

For a consistent appearance, this website uses fonts that are hosted locally on our own server. When you visit the website, no connection is established to servers of third-party providers (e.g. Google Fonts); no data is transferred to third parties.

Contact Form

If you send us inquiries via the contact form, your details from the inquiry form, including the contact data you provide there, will be stored by us for the purpose of processing the inquiry and in the event of follow-up questions. Transmission and processing take place exclusively via our own server infrastructure; no third-party form or delivery services are used. We do not pass on this data without your consent.

This data is processed on the basis of Art. 6(1)(b) GDPR if your inquiry is related to the performance of a contract or is necessary for the implementation of pre-contractual measures. In all other cases, the processing is based on our legitimate interest in the effective handling of the inquiries addressed to us (Art. 6(1)(f) GDPR) or on your consent (Art. 6(1)(a) GDPR) if this has been requested; consent can be revoked at any time.

The data you enter in the contact form will remain with us until you request its deletion, revoke your consent to storage, or the purpose for data storage no longer applies (e.g. after your inquiry has been fully processed). Mandatory statutory provisions – in particular retention periods – remain unaffected.

Inquiries by Email, Phone or Fax

If you contact us by email, telephone, or fax, your inquiry, including all resulting personal data (name, inquiry), will be stored and processed by us for the purpose of handling your request. We do not pass on this data without your consent.

This data is processed on the basis of Art. 6(1)(b) GDPR if your inquiry is related to the performance of a contract or is necessary for the implementation of pre-contractual measures. In all other cases, the processing is based on our legitimate interest in the effective handling of the inquiries addressed to us (Art. 6(1)(f) GDPR) or on your consent (Art. 6(1)(a) GDPR) if this has been requested; consent can be revoked at any time.

The data you send to us via contact inquiries will remain with us until you request its deletion, revoke your consent to storage, or the purpose for data storage no longer applies (e.g. after your request has been fully processed). Mandatory statutory provisions – in particular statutory retention periods – remain unaffected.

We collect, process, and use personal customer and contract data for the establishment, structuring, and modification of our contractual relationships. This includes, in particular, data required for setting up and managing user accounts in our customer portal (e.g. name, business email address, login credentials, associated company, and user role).

The processing is based on Art. 6(1)(b) GDPR, as it is necessary for the performance of the contract with our customer or for the implementation of pre-contractual measures. We process personal data on the use of our services (usage data) only to the extent necessary to enable the user to use the service or to bill for it.

The collected customer data will be deleted after the end of the contractual relationship. Statutory retention periods remain unaffected.

Insofar as our customers upload content in the course of using our customer portal (e.g. machine and technical documentation, documents, and related queries), we process this content as a processor within the meaning of Art. 28 GDPR, exclusively on behalf of and in accordance with the instructions of the respective customer. This is based on a separate data processing agreement (DPA) with the customer, in which the sub-processors we use are also transparently disclosed. This processing is not the subject of this website privacy policy.

Security of the Customer Portal

To protect user accounts and the data processed in the customer portal, we employ technical and organisational measures. These include in particular: TLS encryption of all connections, role-based access rights, optional two-factor authentication (time-based one-time codes; the secret required for this is stored assigned to the respective user account), a configurable automatic session limit with re-login, and encrypted backups. Security-relevant and administrative actions in the portal are logged (time, acting user, action) to ensure the security and traceability of operations. The legal basis is Art. 6(1)(b) GDPR (performance of the contract) and our legitimate interest in the security of our systems (Art. 6(1)(f) GDPR); at the same time, these measures serve to fulfil our obligations under Art. 32 GDPR.

Notification E-Mails from the Customer Portal

The customer portal sends function-related e-mails to the users of the respective customer, e.g. reminders of due maintenance, notices of newly reported malfunctions, maintenance protocols, and password reset e-mails. For this purpose, the recipient’s name and business e-mail address as well as the function-related content of the message are processed. These e-mails are part of the contractually owed service (Art. 6(1)(b) GDPR); no advertising is sent via these notifications.

E-Mail Delivery via Microsoft 365

For our business e-mail communication and the delivery of the aforementioned notifications, we use Microsoft 365 (Exchange Online). The provider is Microsoft Ireland Operations Limited, One Microsoft Place, South County Business Park, Leopardstown, Dublin 18, Ireland. For details on data processing, please refer to Microsoft’s privacy statement: https://privacy.microsoft.com/en-us/privacystatement. A data transfer to the USA cannot be ruled out and is based on the standard contractual clauses of the EU Commission; Microsoft is also certified under the “EU-US Data Privacy Framework”. We have concluded a data processing agreement (DPA) with Microsoft.

Sign-in with a Microsoft Account (Single Sign-On)

As an alternative to signing in with an e-mail address and password, the customer portal offers an optional sign-in with a Microsoft 365 account (single sign-on via Microsoft Entra ID). Use is voluntary; the classic login remains available in parallel.

When using this feature, you are redirected to Microsoft for authentication; in doing so, Microsoft processes the data required for authentication. After successful sign-in, Microsoft transmits to us a signed identity token (including your business e-mail address and a user identifier), the signature of which we verify cryptographically against Microsoft’s public keys. Access is granted only if the transmitted e-mail address corresponds to an already existing, active portal account; no accounts are created automatically. The provider of the service is Microsoft Ireland Operations Limited, One Microsoft Place, South County Business Park, Leopardstown, Dublin 18, Ireland. A data transfer to the USA cannot be ruled out and is based on the standard contractual clauses of the EU Commission; Microsoft is certified under the “EU-US Data Privacy Framework”. The legal basis is Art. 6(1)(b) GDPR (performance of the contract).

Provider Access for Support and Maintenance Purposes

For the provision, maintenance and troubleshooting of the customer portal, as well as to support customers without their own IT department, our administrators may technically access the data of a tenant stored in the portal – for example to restore lost access or to resolve a malfunction. Such access takes place only insofar as it is necessary for the respective purpose – as a rule upon request or with the knowledge of the customer.

The legal basis for this access is the performance of the contract with our customer (Art. 6(1)(b) GDPR) as well as our legitimate interest in secure and uninterrupted operation (Art. 6(1)(f) GDPR). Insofar as personal content of the customer is affected, access takes place as a processor exclusively on instruction under the data processing agreement (Art. 28 GDPR). Access is logged (see “Security of the Customer Portal”).

Data Sovereignty and Data Export

The data of our customer portal is processed and stored on servers in Germany (see the Hosting section). Administrators of our customers can at any time independently and completely export all master data of their company stored in the portal (including machines, modules, incidents, maintenance plans, document index, contacts) in an open, machine-readable format (CSV, bundled as a ZIP file). This export function supports the exercise of the data subject rights to information (Art. 15 GDPR) and data portability (Art. 20 GDPR) and enables our customers to switch providers without technical dependency. No analytics, marketing or third-party cookies are used, and no data is passed on to third parties for advertising purposes.

AI-Assisted Features and Sub-Processors

The customer portal contains AI-assisted search and assistance features (e.g. answering questions based on the technical documentation provided by the customer). The processing of customer content required for this takes place exclusively on behalf of and in accordance with the instructions of the respective customer under the data processing agreement. Where we use sub-processors for this purpose (currently, among others, an AI interface service provided by OpenAI, with which a data processing agreement is in place and whose API data is contractually not used to train AI models), these are transparently disclosed in the data processing agreement with the customer.

Data Processing

We use online conferencing tools, among other things, to communicate with our customers and prospective customers. The specific tool we use is listed below. If you communicate with us via video or audio conference over the internet, your personal data will be collected and processed by us and by the provider of the respective conferencing tool.

The conferencing tools collect all data that you provide or enter in order to use the tools (email address and/or your telephone number). Furthermore, the conferencing tools process the duration of the conference, the start and end (time) of participation in the conference, the number of participants, and other "context information" in connection with the communication process (metadata). In addition, the provider of the tool processes all technical data required to handle the online communication (including IP addresses, MAC addresses, device IDs, device type, operating system type and version, client version, camera type, microphone or speaker, and the type of connection).

We do not record the content of conferences unless this is expressly agreed with all participants in the individual case.

Legal Basis

The conferencing tools are used to communicate with existing or prospective contractual partners or to offer certain services to our customers (Art. 6(1)(b) GDPR). Furthermore, the use of the tools serves the general simplification and acceleration of communication with us and our company (legitimate interest within the meaning of Art. 6(1)(f) GDPR).

Microsoft Teams

We use Microsoft Teams. The provider is Microsoft Ireland Operations Limited, One Microsoft Place, South County Business Park, Leopardstown, Dublin 18, Ireland. For details on data processing, please refer to Microsoft’s privacy statement: https://privacy.microsoft.com/en-us/privacystatement.

Data transfer to the USA cannot be ruled out and is based on the standard contractual clauses of the EU Commission. Details can be found here: https://learn.microsoft.com/en-us/compliance/regulatory/offering-eu-model-clauses. Microsoft is also certified under the "EU-US Data Privacy Framework".

Data Processing Agreement

We have concluded a data processing agreement (DPA) for the use of the above-mentioned service. This is a contract required by data protection law, which ensures that the provider processes the personal data of our website visitors only in accordance with our instructions and in compliance with the GDPR.