Privacy Policy - Chatbot

The Karlsruhe Institute of Technology uses a chat bot for information and research purposes as an alternative to the search function on the ISSD institute website. In this regard, we use the text recognition interface “Microsoft Language Understanding Services (LUIS)” by the Microsoft Corporation, One Microsoft Way, Redmond, WA 98052-6399, USA (“Microsoft“).

1. Personal Data

When using the chat bot, we collect personal data. Personal data means any information relating to an identified or identifiable natural person, Art. 4, No. 1 of the EU General Data Protection Regulation (GDPR). Examples are name, address, email address and user behavior.

2. Controller

Responsible for the data processing on this website according to Art. 4, par. 7 GDPR as well as other data protection regulations:

Karlsruhe Institute of Technology

Kaiserstraße 12

76131 Karlsruhe

Germany

Phone: +49 721 608-0

Fax: +49 721 608-44290

E-Mail: info ∂does-not-exist.kit edu

The Karlsruhe Institute of Technology is a corporation governed by public law. It is represented by its president Prof. Dr.-Ing. Holger Hanselka.

Our Data Protection Commissioner can be contacted at datenschutzbeauftragter ∂does-not-exist.kit edu or by ordinary mail with “Die Datenschutzbeauftragte” (the data protection commissioner) being indicated on the envelope.

3. Data processing

As part of the use of the chat bot, a connection to the servers of the KIT is established. Your IP address will be transmitted. The IP address is stored on the servers of the KIT combined with the time of your consent to the processing of data. It is stored independently of your sent messages. Therefore, it can not give any conclusions about your person.

The contents of your messages are sent to an interface of Microsoft's Language Understanding Intelligent Service (LUIS) for text recognition purposes (https://eu.luis.ai/), with the servers located in the European Union (Netherlands). Since the messages come from KIT's servers, your IP address will not be transmitted to Microsoft. The messages are not stored on the Microsoft servers after completion of the text recognition. Since Microsoft does not know your IP address, the messages cannot be associated with you. Please note, however, that Microsoft will be aware of the content of your message. It is recommended that you do not enter any personal information in the text box.

Your IP address will be deleted from the servers of the KIT after a period of 24 hours from the completion of the chat.

After using the chat bot, a survey will be displayed. If you voluntarily complete and submit this survey, we will also store the answers in the database on the KIT server. The results are linked to the messages to allow for evaluation. But they are stored without assignment of the IP address, so that no conclusions about your person are possible.

Your anonymized data will be stored and evaluated for research purposes.

4. Legal basis

The legal basis for the transmission of the IP address to establish a connection to the servers of the KIT results from Art. 6, par. 1, clause 1, (f) GDPR.

The legal basis for the transmission and storage of the messages, the disclosure to Microsoft and the transmission and storage of the answers to the survey is your consent under Art. 6, par. 1, clause 1, (a) GDPR. According to Art. 7 par. 3 GDPR you have the right to withdraw your consent at any time with effect for the future. The withdrawal may also refer to parts of your consent. As a result, we delete your respective personal data. The consent is voluntary. There are no disadvantages if it is denied or withdrawn.

5. Your rights

You also have the following rights:

• Right of access (Art. 15 GDPR)

• Right to rectification (Art. 16 GDPR)

• Right of erasure (Art. 17 GDPR)

• Right to restriction of processing (Art. 18 GDPR)

• Right to object to data processing (Art. 21 GDPR)

• Right to data portability (Art. 20 GDPR)

In addition, you have the right to complain about the processing of your personal data by us with a supervisory authority (Art. 77 GDPR).

In the case of manifestly unfounded or excessive requests, we can charge a reasonable fee. Otherwise, information will be provided free of charge (Art. 12, par. 5 GDPR).

In the case of reasonable doubts concerning the identity of the natural person asserting the above rights, we may request the provision of additional information necessary to confirm the identity of the data subject (Art. 12, par. 6 GDPR).