Privacy
Privacy policy
1. Controller
The controller within the meaning of the General Data Protection Regulation (GDPR) is dictaJet Ingenieurgesellschaft mbH. The full contact details can be found in the legal notice on this website.
2. Hosting and server log files
This website is operated on our own servers or servers commissioned by us. Each time the website is accessed, the web server automatically records access data (including IP address, date and time, page accessed and browser used) to ensure technically secure operation and prevent misuse. The legal basis is Article 6(1)(f) GDPR (legitimate interest in secure and stable operation).
3. Fonts
The fonts used are provided locally via our website. No connection to external font providers, particularly Google, is required for their display. Accordingly, no personal data is transmitted to Google when the fonts are loaded.
4. Contacting us by e-mail or contact form
You can contact us by e-mail or via the contact form. An e-mail link opens your e-mail programme; the message is not transmitted until it is sent. When you use the contact form, our web application processes the data entered and forwards it via an e-mail service provided by IONOS to the responsible mailbox. The data processed includes, in particular, your name, e-mail address, subject and message content, as well as any voluntary information about your company and telephone number. The processing serves to deal with your enquiry. The legal basis is Article 6(1)(b) GDPR where the enquiry concerns a contract or pre-contractual measures; otherwise, it is Article 6(1)(f) GDPR, with our legitimate interest being the proper response to enquiries. To protect the form against spam and misuse, IP-related access restrictions and technical form tokens are also used, without an external CAPTCHA service.
5. Use of the DPP chatbot (DePePino)
When you use the chat on this website or directly at chat.dpp.dev.dictajet.de, we process the following data:
- Cached conversation: The website stores the chat history in your browser’s session storage (sessionStorage). It remains available when the page is reloaded and when the chat window is closed within the website. Normally closing the tab ends this session; browser session restoration may make the history available again. Selecting “New” resets the local history. For follow-up questions, the most recent conversation context required is transmitted again to our server and the AI service.
- Server-side storage: The embedded website chat does not store permanent chat histories, conversation identifiers or message-related diagnostic entries in our chat database. In the separate chatbot application, “Store chat history on the server” can be enabled or disabled for internal testing; the option is enabled by default there. When enabled, messages, responses and technical analyses are stored. Existing server histories from before the change and internal test histories are not deleted by closing the tab or selecting “New chat”. No automatic deletion has currently been configured for these records; deletion is carried out by authorised personnel. Retention by the AI provider must be distinguished from this.
- Forwarding to AI providers: To generate responses, inputs and the required conversation context from the website chat are transmitted to Microsoft Azure via our server-side application and a mediation service operated by us. Searches in stored knowledge documents may also involve Azure services. Disabling our own history database does not mean that no processing or retention takes place at the AI service. Other configured AI services may be used for separate internal test profiles.
- Access: Authorised dictaJet employees with administrative access may view remaining legacy records and test histories created with the storage option enabled for error analysis and quality assurance. The non-permanent-storage website mode does not create any new histories for this purpose.
- Legal basis: Article 6(1)(f) GDPR (legitimate interest in a functioning, quality-assured assistance service) or Article 6(1)(b) GDPR where the use takes place as part of initiating a contract.
Please do not disclose special categories of personal data (Article 9 GDPR) or information about third parties in the chat beyond what is necessary for the enquiry itself.
Editorial note: Appropriate data processing agreements (Article 28 GDPR) and, where data is transferred to the USA, suitable safeguards (e.g. EU standard contractual clauses) should be in place or documented for transmission to the AI providers named.
6. Login to the administration area
For employees who log in to the administration area of the chatbot or CMS, we use technically necessary session cookies (e.g. to manage logins via our identity provider). These cookies are required for operation and fall under the exception for technically necessary cookies (Section 25(2) TTDSG, Article 6(1)(f) GDPR); consent is not required for this.
7. No analytics or tracking tools
This website currently does not use analytics, tracking or marketing cookies (e.g. Google Analytics). A cookie consent banner is therefore not currently required; should this change, this privacy policy will be amended accordingly.
8. Your rights
Within the scope of the applicable statutory provisions, you have the right at any time to obtain, free of charge, information about your stored personal data, its origin and recipients, and the purpose of data processing, and, where applicable, the right to rectification, restriction or erasure of this data, as well as the right to data portability and to object to processing. For this purpose, and for any other questions regarding data protection, you can contact us at any time using the contact details provided in the legal notice. You also have the right to lodge a complaint with the competent supervisory authority.
9. Amendments to this privacy policy
We reserve the right to amend this privacy policy so that it always complies with current legal requirements or to implement changes to our services. The new privacy policy will apply to your next visit.