Privacy Policy

1. Responsible Entity

The responsible entity for data processing on this website is:

2. Collection and Processing of Personal Data

We collect and process personal data only where legally permitted under the General Data Protection Regulation (GDPR) or where you have provided consent.

Personal data may include:

• Name
• Email address
• Phone number
• Company information
• IP address and browser/device information
• Communication and inquiry details submitted through forms, email, or chatbot interactions
• Information voluntarily entered by users into the chatbot or other interactive website features

3. Legal Basis for Processing

We process personal data on the following legal bases under Article 6 GDPR:

• Art. 6(1)(a) GDPR - Consent
• Art. 6(1)(b) GDPR - Performance of a contract or pre-contractual measures
• Art. 6(1)(c) GDPR - Legal obligations
• Art. 6(1)(f) GDPR - Legitimate interests, including website security, service improvement, handling inquiries, improving user experience, and business communication

4. Contact Forms and Business Inquiries

If you contact us via contact forms, email, or other communication channels, the information you provide will be stored for processing your inquiry and for potential follow-up communication.

We do not share this data with third parties unless:

• Required by law
• Necessary for service delivery
• You have explicitly consented

5. Chatbot and AI-Based Interactions

Our website may provide an interactive chatbot or AI-assisted communication feature on the homepage or other pages. If you interact with the chatbot, the information you enter may be processed to understand your request, provide a response, improve the user experience, and support follow-up communication where applicable.

Please do not enter sensitive personal data, confidential business information, passwords, payment information, government identification numbers, health information, or any information that you do not want to be processed through the chatbot.

Depending on the technical setup, chatbot interactions may be processed by KLUGSYS UG and/or by selected technology providers supporting chatbot functionality, hosting, analytics, AI processing, or communication workflows. Where external providers are used, they are contractually bound to process personal data only in accordance with applicable data protection requirements.

The legal basis for processing chatbot interactions is generally Art. 6(1)(f) GDPR, based on our legitimate interest in providing an interactive communication channel and improving our services. Where consent is required, processing is based on Art. 6(1)(a) GDPR.

6. Cookies and Consent Management

Our website uses cookies and similar technologies. Some cookies are technically necessary, while others are used for analytics, performance, functionality, chatbot operation, or marketing purposes.

You may:

• Accept all cookies
• Reject non-essential cookies
• Customize your cookie preferences

Cookie preferences can be changed at any time through the cookie settings banner or browser settings. Non-essential cookies and similar tracking technologies should only be activated after valid user consent where legally required.

7. Hosting, Infrastructure and Service Providers

Our website and related digital services may be hosted using infrastructure providers and cloud platforms located within the European Union or other jurisdictions with appropriate safeguards.

We may use service providers for:

• Website hosting and content delivery
• Security and performance monitoring
• Email and business communication
• Contact forms and inquiry handling
• Chatbot and AI-assisted interaction features
• Analytics and website improvement

Examples of providers may include AWS (Amazon Web Services), Cloudflare, Microsoft 365, analytics providers, and selected AI/chatbot technology providers.

Where personal data is transferred outside the European Economic Area (EEA), appropriate safeguards such as Standard Contractual Clauses (SCCs) are implemented where required.

8. Data Retention

We retain personal data only as long as necessary for the purposes for which it was collected or as required by applicable legal obligations.

Inquiry, contact form, and chatbot interaction data may generally be retained for up to 24 months unless deletion is requested earlier or legal retention obligations apply. Technical logs may be retained for a shorter period where used only for security, troubleshooting, or system performance purposes.

9. Your Rights

Under the GDPR, you have the following rights:

• Right of access
• Right to rectification
• Right to erasure
• Right to restriction of processing
• Right to data portability
• Right to object to processing
• Right to withdraw consent at any time

You also have the right to lodge a complaint with the competent supervisory authority.

10. Supervisory Authority

The competent supervisory authority in North Rhine-Westphalia is:

11. SSL/TLS Encryption

This website uses SSL/TLS encryption to protect the transmission of confidential information and personal data.

12. Changes to this Privacy Policy

We reserve the right to update or modify this Privacy Policy to comply with legal, technical, or operational requirements.

Last updated: 19 May 2026