Privacy Notice for our AI Consulting Assistant

To provide you with the AI Consulting Assistant from Hochschule der Wirtschaft für Management gGmbH (HdWM), the processing of certain data is necessary.

1. Data We Process

• Your Voice Inputs: These are transmitted to OpenAI for processing. OpenAI transcribes your voice input into text and uses this text to understand your questions and generate appropriate answers.
• Technical Usage Data: This includes your IP address and information about your device. We use this data to technically operate the chatbot, ensure its security, and optimize service quality.

2. Optional Provision of Your Email Address

You can optionally provide your email address. This will be linked to your chat conversation and used by HdWM exclusively to:

• Contact you directly if necessary to clarify your inquiry from this conversation.
• Provide you with relevant information or additional assistance related to this specific conversation.
• Contact you for marketing purposes.

3. Who Processes Your Data?

Your data will be processed by HdWM and our service provider alpha-test GmbH.

4. Data Transfer to OpenAI (USA)

Your voice inputs are transmitted to OpenAI in the USA for response generation and processed there. The transfer is based on the EU-US Data Privacy Framework.

• OpenAI stores this data for a maximum of 30 days.
• OpenAI does not use your inputs to train its AI models.
• Your email address is not transmitted to OpenAI.

5. Data Retention Period

1. Your transcribed inputs (after being processed by OpenAI and returned to us) and technical usage data are stored by HdWM and alpha-test GmbH for a maximum of 24 months.
2. Your email address is stored as long as necessary for the purposes mentioned above, but for no longer than 24 months, or until you revoke your consent.

6. Important Usage Notice

The chatbot provides general information. Please do not share sensitive data (such as health data) with the chatbot. Always verify important information through official sources.

7. Your Rights

You have the right to access your stored data, to correct, delete, and withdraw your consents at any time.

• You can revoke your consent to email usage at any time with future effect by sending an email to info@hdwm.org or using the contact options in our privacy policy. Revocation does not affect the legality of processing carried out based on consent before the revocation.
• Detailed information on your rights and our privacy practices can be found in the privacy policies of:
  • OpenAI: https://openai.com/policies/eu-privacy-policy/
  • alpha-test GmbH: https://www.alpha-test.com/en/privacy
  • HdWM: https://www.hdwm.de/en/privacy-policy/