Privacy policy
This privacy policy relates exclusively to data processing when using the chatbot. In the following, we inform you about the collection of personal data when using our chatbot.
I. Name and address of the person responsible and contact data protection officer
The responsible party according to Art. 4 (7) GDPR is
Ulm University
89069 Ulm
Phone +49 (0)731/50-10
Fax +49 (0)731/50-22038
Ulm University is a public corporation represented by the President Prof. Dr.-Ing. Michael Weber (praesident(at)uni-ulm.de) or by the Chief Financial Officer Dieter Kaufmann (kanzler(at)uni-ulm.de).
If you have any questions regarding data protection, please contact the data protection officer at dsb(at)uni-ulm.de or send a letter with the addition "data protection officer" to the above address.
II. Data categories, purpose and legal basis of data processing
1. Data categories
Collection of personal data during the provision of the chatbot and storage of server log files.
Since the chatbot is operated on the website of Ulm University, the same data protection information applies first. At the beginning of the chatbot dialog, non-personal data about the planned mobility is requested in order for the chatbot to adjust its answer to the specific target group. Before a question can be entered, users are informed that no personal data should be entered.When using our chatbot, the following additional personal data is collected:
- Timestamp of when the conversation took place
- Conversation history
2. Purpose of data processing
Chatbots are text-based dialog systems. They offer the possibility of responding to freely formulated visitor queries and guide them through procedures or processes in the form of a conversation. The chatbot enables users to get answers to the most important questions and concerns around the clock. The content is presented in a pleasant and user-oriented manner. All personal data is generated by the conversation, i.e. it is based on user input. The provision of personal data is not requested at any time. We ask users to avoid providing personal information. If such information is necessary to process a request, please send us an email to international(at)uni-ulm.de. Submitted data is processed solely to increase the quality of chatbot responses.
3. Legal basis for data processing
The legal basis for the processing is Art. 6 (1) GDPR, Art. 6 para. 1 (3) GDPR in conjunction with § 4 LDSG and LHG.
III. Storage of your data
The data entered by users is deleted at regular intervals of 90 days. No personal data is requested during use as this is not necessary for the use of the chatbot. Of course, as with email communication, it is possible that users enter personal data. This data will be treated confidentially and will not be used to optimize the chatbot. The aforementioned data is stored in so-called server log files solely for the purpose of collecting usage statistics and improving the chatbot.
IV. Recipients of your data
Your data will be used by employees of the International Office of Ulm University and by the chatbot provider Kauz GmbH exclusively to improve the chatbot quality. Only those persons of the mentioned organizations have access to your data who need it for the improvement of the chatbot.
V. Data processing by third parties
Personal data can be inserted by user input in the course of the conversation with the chatbot. In addition to the conversation history, the timestamp of a conversation is also stored. This personal data is processed and stored and used for the optimization of the chatbot. The data is treated confidentially and can only be viewed by employees of the International Office of Ulm University and employees of the chatbot provider Kauz GmbH. The legal basis for the processing is your consent according to Art. 6 (1) GDPR.
The chatbot is hosted by the German data center Open Telecom Cloud (OTC), which operates in compliance with the GDPR. English-language user input is translated with the help of the translation program DeepL and deleted immediately after translation.
Kauz GmbH | Open Telecom Cloud (OTC) | DeepL GmbH |
The collection of data and storage in server log files is mandatory for the operation and continuous optimization of the chatbot. There is no possibility for the user to object. All necessary technical and organizational security measures to protect your personal data from loss and misuse are taken by us and on our behalf by the third parties mentioned above.
VI. Central Services
In addition to the services used for maintaining the website of Ulm University, the following are used:
1. JavaScript
JavaScript functions are used to integrate the chatbot into the website of Ulm University. Without JavaScript, the chatbot is not usable.
2. TLS encryption
To protect the security of your data during transmission, the chatbot provider Kauz GmbH uses state-of-the-art encryption methods (TLS) via HTTPS.
3. E-mail communication
Via email addresses stored in the chatbot, you generally have the option of contacting International Office employees. If you contact us via a separate email program, the personal data you submit will be stored. This data will be used by Ulm University exclusively for processing the conversation and will be deleted once the purpose has been achieved. The legal basis is your consent according to Art. 6 (1) GDPR. You have the right to object to the use of this data at any time with effect for the future.
4. Search function of the chatbot
The chatbot analyzes the user input based on linguistic principles and thus understands their questions or intentions. The chatbot uses a stored database to choose the most suitable answer. To increase the quality of the answer, the chatbot asks the user for some information before starting a conversation. This information is only stored within the conversation and not elsewhere (e.g. for a user profile). The chatbot asks users about their intentions to study in Germany or abroad, whether they plan a mobility as a student, PhD student or researcher, and whether they plan to graduate from a German institution of higher education.
VII. Your rights as a data subject
You have the following rights vis-à-vis us regarding the personal data concerning you:
- The right to information about the data we have stored about you (Art. 15 GDPR)
- The right to correct incorrect or incomplete personal data (Art. 16 GDPR)
- The right to erasure of stored personal data, unless the processing is necessary for the exercise of the right to freedom of expression and information, for compliance with a legal obligation, for reasons of public interest, or for the establishment, exercise or defense of legal claims (Art. 17 GDPR)
- The right to restrict the processing of personal data (Art. 18 GDPR)
- The right to object to processing that serves our legitimate or a public interest, unless we can demonstrate compelling legitimate grounds for the processing that override your interests, rights and freedoms, or the processing serves to assert, exercise or defend legal claims (Art. 21 GDPR); revoke consent given for the collection, processing and use of your personal data at any time with effect for the future (Art. 7 (3) GDPR). This has the consequence that we may no longer continue the data processing based on this consent for the future.
- The right to data portability (Art. 20 GDPR).
In addition, you have the right to complain to the data protection supervisory authority about the processing of your personal data by us. The responsible supervisory authority is the State Commissioner for Data Protection and Freedom of Information of Baden-Württemberg.