Privacy

Steffen Kügler, DICIS AG, is designated as the head of data processing for the responsible entity.

Insofar as personal data (such as names, functions, or email addresses) is collected on our websites, this is done on a voluntary basis.

For purposes of software development, marketing, and website optimization, we collect navigation information from website visitors. This includes data about visits to our website, particularly IP address, operating system, device type (e.g., desktop, mobile), referral source, length of visit, and pages opened.

Personal data is collected within the scope of the following tasks:

• Setup and use of DICIS® software
• Management of user contributions, sending notifications from the customer platform
• Sending professional information
• Maintenance of inventory and usage data
• Acquisition of new customers
• Preparation and response to inquiries
• Additional customer services

When using the anonymous complaint procedure on our website or in our software, no personal data, IP addresses, or other information is collected. Users receive a case number with which they can log in anonymously at any time.

To fulfill the stated purpose, personal data or data categories are collected, processed, and used from the following groups:

• Customer data, particularly contact data such as telephone, fax, and email data, contact history, and other data necessary for contract fulfillment.
• Prospect data, particularly contact data and interests (visited websites, viewed professional information).
• Users of DICIS software, particularly contact data as well as activities on respective customer platforms and responses when completing questionnaires.

The legislature has enacted various retention obligations and periods. After these periods expire, the corresponding data is routinely deleted.

Google Analytics

These websites dicisgroup.com and dicis.org use functions of the web analytics service Google Analytics. The provider is Google Inc., 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA.

Google Analytics uses so-called “cookies.” These are text files stored on your computer that enable analysis of website usage. The information generated by the cookie about your use of this website is generally transmitted to and stored on a Google server in the USA.

The storage of Google Analytics cookies is based on Art. 6 Para. 1 lit. f GDPR. The website operator has a legitimate interest in analyzing user behavior to optimize both its web offering and advertising.

The storage of cookies can be prevented by appropriate browser software settings. However, we point out that in this case, not all functions of this website may be fully usable. Furthermore, the collection of data generated by the cookie and related to website use (including your IP address) by Google, as well as the processing of this data by Google, can be prevented by downloading and installing the browser plugin available at the following link: https://tools.google.com/dlpage/gaoptout?hl=de.

Data collection by Google Analytics can be prevented by clicking on a link provided by Google. An opt-out cookie is set that prevents the collection of personal data during future visits to this website.

More information about how Google Analytics handles user data can be found in Google’s privacy policy: https://support.google.com/analytics/answer/6004245?hl=de.

We have concluded a data processing agreement with Google and fully implement the strict requirements of German data protection authorities when using Google Analytics.

OpenAI

Our software uses interfaces provided by OpenAI. These interfaces are used to transmit prompts (AI commands) predefined by us, together with the information required for the respective function, to OpenAI and to make the generated responses available within our software.

We use these interfaces in particular to enable users to generate response and wording suggestions for their management systems using artificial intelligence. In addition, we use the interfaces to support us in conducting audits, checking documentation for compliance with the relevant standard requirements, and creating audit reports.

According to OpenAI, data transmitted via the API platform is not used by default to train or improve OpenAI’s AI models. The data is encrypted during transmission and at rest in accordance with industry standards.

We have concluded a data processing agreement with OpenAI and implement the applicable data protection requirements when using the interfaces.

Further information on the handling of business data can be found at OpenAI at “Protection, Security, and Compliance for Business Data”.

DeepL

In the multilingual version, our software uses interfaces provided by DeepL. These interfaces are used to automatically translate texts entered by users or created within the software into other languages. For this purpose, the texts required for translation are transmitted to DeepL’s servers and then returned to our software in the desired language.

We use a DeepL API plan with increased data security requirements. According to DeepL, the texts transmitted for translation are deleted from DeepL’s servers immediately after translation. The translated texts are then stored within our software on our servers at Hetzner (see above).

We have concluded a data processing agreement with DeepL and implement the applicable data protection requirements when using the interface.

Further information on the API services we use and on data processing can be found at DeepL at “DeepL API Packages”.

Sentry Error Tracking

DICIS prospects and platform users have the right at any time to free information about their stored personal data, its origin and recipients, and the purpose of data processing, as well as a right to correction, blocking, or deletion of this data. For this purpose, as well as for further questions on the subject of personal data, affected persons can contact us at any time at the address provided in the imprint.

Users have the right to have data that we process automatically based on consent or in fulfillment of a contract handed over to themselves or to a third party in a common, machine-readable format. If users request direct transfer of data to another controller, this will only be done to the extent technically feasible.

The websites and DICIS software partially use so-called cookies. Cookies do not damage computers and do not contain viruses. Cookies serve to make our offering more user-friendly, effective, and secure. Cookies are small text files that are stored on the computer and saved by the browser.

Most of the cookies we use are so-called “session cookies.” They are automatically deleted after the end of a visit. Other cookies remain stored on the device until they are deleted. These cookies enable us to recognize the browser on the next visit. Users can also be logged into the Innolytics software more quickly via cookies.

Users can set their browser to be informed about the setting of cookies and to allow cookies only in individual cases, to exclude the acceptance of cookies for certain cases or in general, and to activate automatic deletion of cookies when closing the browser. Disabling cookies may limit the functionality of this website and our software.

If users or prospects send us inquiries via contact form, the information from the inquiry form, including the contact data provided there, will be stored by us for the purpose of processing the inquiry and in case of follow-up questions. We do not pass on this data without consent.

If prospects wish to receive regular professional information or create a platform, we require an email address as well as information that allows us to verify that the users in question are the owners of the specified email address and agree to receive professional information. Additional data is not collected or is collected only on a voluntary basis. We use this data exclusively for sending the requested information and do not pass it on to third parties.

The processing of data entered into the registration form is based exclusively on consent (Art. 6 Para. 1 lit. a GDPR). The consent given to store the data, the email address, and its use for sending professional information can be revoked at any time, for example via the “unsubscribe” link in each email. When creating platforms, users who have been contacted or invited against their will can also have themselves placed on a blacklist via a link. The legality of data processing operations already carried out remains unaffected by the revocation.

The data deposited with us by users for the purpose of receiving professional information or using our software will be stored by us until unsubscription from the distribution list and deleted after cancellation of professional information or deactivation of the platform.

We use the service provider HubSpot to manage professional information and create landing pages. Registration for our professional information is done using a so-called double opt-in procedure. This means prospects receive an email after registration asking them to confirm their registration. This confirmation is necessary so that no one can register with someone else’s email address.

Use of the Dispatch Service Provider “HubSpot”

We use, among other things, the email marketing service “HubSpot.” When users use an offer on our website that requires entering an email address, it may be stored on HubSpot servers. HubSpot is subject to TRUSTe’s Privacy Seal and the U.S.–EU Safe Harbor Framework and the U.S.–Swiss Safe Harbor Framework.

HubSpot has responded to the ruling of the Court of Justice of the European Union (CJEU), which declared the Privacy Shield agreement between the EU and the USA invalid on July 16, 2020. At the same time, the CJEU confirmed that the standard contractual clauses under Directive 95/46/EC continue to be valid as a mechanism for secure data transfer to third countries. Here you can find HubSpot’s statement: https://www.hubspot.de/data-privacy/privacy-shield

Statistical Collection and Analysis

The newsletters may contain a so-called “web beacon,” i.e., a pixel-sized file that is retrieved from the HubSpot server when the newsletter is opened. However, we do not send this file without the express and explicit consent of our users. When registering to receive professional information or to register in the software, this consent is NOT given; consequently, the above-mentioned information is not collected.

If consent has been given, technical information such as browser and system information, as well as the IP address and time of retrieval, is initially collected as part of this retrieval. This information is used to technically improve services based on technical data or target groups and their reading behavior based on their retrieval locations (which can be determined using the IP address) or access times.

Standard statistical collections as part of registration and downloads include determining whether newsletters are opened and when they are opened.

On our websites, we use illustrations and image material that has been created or edited using artificial intelligence (AI) systems. Unless a different source is expressly stated for an image, the respective illustration was generated in whole or in part using AI tools.

The people, situations, places, or events depicted in these AI-generated illustrations are not real. Depicted persons are artificially generated and generally do not represent real, existing individuals. Depicted situations or events also serve solely for illustration purposes and do not document actual occurrences, unless expressly stated otherwise.

With this notice, we meet in particular the transparency requirements of Art. 50 of Regulation (EU) 2024/1689 (EU AI Act). Under this provision, certain AI-generated or manipulated image, audio, and video content must disclose that it has been artificially generated or manipulated.

If images, photographs, or other media originate from other sources, the respective source is indicated directly on the content or in an appropriate place on our website.

For security reasons and to protect the transmission of confidential content, such as orders or inquiries that users send to us as site operators, this site uses SSL or TLS encryption. Users can recognize an encrypted connection by the fact that the browser’s address line changes from “http://” to “https://” and by the lock symbol in the browser line. When SSL or TLS encryption is activated, the data that users transmit to us cannot be read by third parties. For the sake of form, we point out that data transmission on the internet (e.g., when communicating by email) may have security gaps. Complete protection of data from access by third parties is not possible.