The “SISSI” chatbot is a system for independently obtaining information that answers key questions regarding the one-off energy payment (1st increment) and also provides additional information. The chatbot learns to reply more accurately through user evaluation of suggested answers where there are several possible results. In addition, the database grows continually through editorial maintenance.

This privacy statement solely covers data processing in connection with the use of the chatbot as part of the internet presence of Otto von Guericke University Magdeburg, ovgu.de. The privacy statement for the website can be found under: https://www.ovgu.de/datenschutzerklaerung.html

Purposes and Legal Basis of Processing

Purpose of processing:

 The AI chatbot is used as an assistant for frequent and recurring questions (concerning the first increment of the one-off energy payment) on the website. The chatbot is programmed with basic information (that is already on the website in text form and/or publicly accessible), in order to be able to answer questions from interested website visitors in a chat window. The chatbot is integrated as a frame in the website.

Legal basis of processing:

Permission obtained from the user: article 6, paragraph 1a GDPR

Consent is given in the course of agreeing to the data protection terms of the website of Otto von Guericke University Magdeburg in which the chatbot is integrated.

Recipients or Categories of Recipients of Personal Data

The personal data of the users are forwarded to the following, provided that this is necessary:

• Internal:
  • chatbot development working group (development of the chatbot)
• External:
  • Onlim GmbH (hosting of chatbot application as a contract processor)

On our website we use chatbot functions supplied by the Onlim company (Onlim GmbH, Michael Gaismair Strasse 13, A-6410 Telfs, Austria, hereafter referred to as “Onlim”). The use of the chatbot functions creates a direct connection to the Onlim servers. When information is entered in the chat, data are transferred to the Onlim server. The chatbot data are hosted in certified and high-availability data centers in Germany. More information on the subject of data protection at Onlim can be found at https://onlim.com/datenschutzerklaerung/.

Cookies

Cookies are used for the following purposes:

1. Caching the settings that the chatbot user has entered (e.g. sound on/off).
2. To determine whether the chatbot user has seen/closed the welcome message.
3. In the case of new visits, to determine which conversation has already been started by chatbot users.

All cookies are placed and are necessary for technical reasons to ensure that the widget operates properly. They are not used for analytical or marketing purposes and the data are not passed on to third parties.

In order to track the user information, data are stored in the local storage / session storage of the browser. If the browser does not permit / support access to local storage / session storage, then an attempt will be made to store the data as a cookie.

• onlimChat.chatwidget-{Widget-ID}-sender: This includes a reference to the user in our system
  
• onlimChat.chatwidget-{Widget-ID}-auto-msg: This includes information concerning the welcome message (e.g. whether the user has already seen or closed this).
• onlimChat.chatwidget-{Widget-ID}-timestamp: Time of the most recent visit by the user.
  
• onlimChat.chatwidget-{Widget-ID}-widgetInfo: Contains basic information on the widget display so that the user does not need to reload this again from the server on each visit.
  
• onlimChat.chatwidget-{Widget-ID}-sound: The user has the option to switch the sound on and off. This setting is stored here.
  

If chatbot users set the browser so that there is no access to cookies, then these cookies will also not be stored.

Übermittlung von personenbezogenen Daten an ein Drittland

No data are transmitted to third countries.

Dauer der Speicherung der personenbezogenen Daten

After being collected, the data of users are stored for as long as is necessary - taking into account statutory retention periods where relevant - for performing the task at hand.

Storage of the chat record:

The chat record is stored for forwarding to the relevant department and/or for continuous improvement of the service quality beyond the duration of the conversation. The chatbot solution uses a software program that uses an algorithm based on artificial intelligence and that continuously improves itself. In order to achieve this and to train the chatbot, chat messages from chatbot users are stored and processed. The chat record is anonymized after 14 days. The conversations are generally given a randomly generated pseudonym that cannot be attributed to specific chatbot users and thus ensures their anonymity.
The stored data contain the text and/or attachments, the date the messages were written, and the intents/responses that they prompted. The duration and time of the communication are stored in anonymized form for statistical purposes - in particular, in order to optimize the service.

Online forms may be included in the chatbot, which may be used for making contact electronically. If you make use of this option, the following data are transmitted to the chatbot and stored:

• first name
  
• last name
• email address
  
• telephone number (optional)

Rights of the Individuals Concerned

In accordance with the General Data Protection Regulation, you have the following rights:

• If your personal data are processed, you have the right to obtain information about the data stored about you (article 15 GDPR).
• If inaccurate personal data are processed, you have the right to have them corrected (article 16 GDPR).
• If the statutory conditions are met, you can require your data to be deleted or processing to be restricted and file an objection to their processing (articles 17, 18 and 21 GDPR).
• If you have consented to the processing of your data or there is a data processing contract and the data are processed by automated means, you also have the right to data portability (article 20 GDPR).
• Should you wish to avail yourself of the above-mentioned rights, the public authority will check if the statutory requirements for this are met.
• Furthermore, you have a right to raise a complaint with the state data protection officer in Saxony-Anhalt.

Right of Withdrawal of Consent

If you have given your consent for your data to be processed by Otto von Guericke University, you may also withdraw that consent for the future at any time. The legality of any data processing that took place on the basis of the consent given prior to its withdrawal is not affected by this.

Obligation to Provide Data

You are not obliged to provide your data. It is collected on a voluntary basis. However, as our service relies on the collection and processing of the aforementioned data, if you do not consent you will be unable to make use of the service.