1. Data Controller

The data controller as defined by the General Data Protection Regulation (GDPR) is:

imc information multimedia communication AG

Scheer Tower, Uni-Campus Nord , D-66123 Saarbrücken, Germany

2. Collection of (Personal) Data

In the context of using DialogueGPT, we process the following personal data:

• Email Addresses: Users' email addresses are stored as they serve as usernames for user accounts.
• Login Data: The number of logins and the times at which conversations were conducted are stored for debugging purposes.
• Conversation Data: The last conversations conducted by the users are stored. Since these conversations are fictional in nature, they should not contain any personal data.

3. Nature and Purpose of Data Processing

DialogueGPT is a tool that allows users to practice conversations between themselves and another person, such as an employee, customer, or colleague. The conversation partner is simulated by a language model (LLM) from OpenAI. The processing of the above-mentioned data is carried out for the following purposes:

• Ensuring the availability and functionality of DialogueGPT.
• Analysing and improving the system, including debugging and troubleshooting.
• Allowing users to proceed and/or analyse their conversations upon request.

4. Legal Basis for Processing

The processing of your personal data is based on the following legal grounds:

• Art. 6(1)(a) GDPR: For certain processing activities, we obtain your consent. You have the right to withdraw this consent at any time with effect for the future.
• Art. 6(1)(b) GDPR: Processing is necessary for the performance of a contract or to take steps prior to entering into a contract.
• Art. 6(1)(c) GDPR: Processing is necessary to comply with our legal obligations. This includes, in particular, the fulfilment of commercial, trade, or tax-related retention obligations, such as for offers, contracts, or invoices.
• Art. 6(1)(f) GDPR: Processing is based on our legitimate interest in improving the system and resolving technical issues.

5. Data Sharing

Your personal data will not be shared with third parties unless it is necessary to fulfill legal obligations.

6. Data Retention

Unless you request the deletion of your data, we will retain your personal data for as long as it is needed for the purposes for which it was collected. In addition, storage may occur to fulfil commercial and tax-related retention obligations (e.g., 2 to 10 years) or to secure evidence within the framework of statutory limitation periods (e.g., up to 30 years), particularly if a contractual relationship exists or has existed.

7. Rights of Data Subjects

You have a variety of rights regarding the processing of your personal data within the scope of the respective regulations (especially Art. 15-21 GDPR):

• Right to information,
• Right of rectification,
• Right of deletion,
• Right to restriction of processing,
• Right to data portability,
• You also have the right to be subject to an individual decision that is not exclusively automated,
• Right to complain to a competent data protection supervisory authority,
• Right of objection. The rights to access and erasure are subject to legal restrictions.

8. Changes to the Privacy Policy

This privacy policy is regularly reviewed and updated as necessary.

9. Contact

If you have any questions regarding this privacy policy or wish to exercise any of the above-mentioned rights, you can contact us at datenschutz@im-c.de.