Privacy notice for the melibo chatbot portal in the web application “www.editor.melibo.de”

Please note: This English version is provided for convenience only. Only the German version is legally binding.

1. Controller and data protection officer

The controller within the meaning of the General Data Protection Regulation for the processing of your data via www.editor.melibo.de (hereinafter "website") is in each case the customer who registered you in the system or authorized your access (the customer responsible for you).

Whether a data protection officer has been appointed depends on the respective controller. For contact details of a data protection officer, please contact the customer responsible for you.

2. Note on melibo as processor

melibo (hereinafter "we") processes your data on behalf of the customer responsible for you. Below, we describe the processing operations we carry out on their behalf in connection with providing our services via the website.

3. Provision of the website

Personal data about you is generally processed in order to provide the website and enable you to access it. For this purpose, the website collects a range of general data and information each time it is accessed. This general data and information is stored in the server log files. We process these server log files to ensure the ongoing functionality and security of our information technology systems and to provide the necessary information to the controller or law enforcement authorities in the event of a cyberattack or data protection incident.

As a rule, data is deleted as soon as it is no longer required for the purposes for which it was originally collected. For the provision of the website, this is the case as soon as the session ends. Server log files are deleted after 30 days at the latest.

In addition to this general processing, we use cookies on the website to ensure its functionality. These cookies serve authentication, the provision of features, the security of the services and the prevention of fraud. They are strictly necessary for providing the service requested by the customer pursuant to § 25 (2) No. 2 TTDSG. The data processed via these cookies is used exclusively to provide the website.

4. Purposes of processing

We generally process the personal data collected via this website to provide the services we have contractually agreed with our customers. The purposes of processing therefore consist in providing the service, namely the chatbot and the associated editor platform. For this purpose, we process your data when you access the website on behalf of the customer. In detail, processing takes place for the following purposes:

• Account management

We process your login and account data to give you access to the platform we provide. The data is also processed to grant you the rights our customer has assigned to your account.

In addition, the data stored in your account is processed to enable our customers to manage it.

As a user, you can delete or change your name and the image you uploaded in your account at any time.

• Chatbot features

On the website, your data is processed to enable the design, customization and management of the chatbot used by the customer.

In this context, we store user actions taken in the system in logs so that the customer can trace these actions. These logs also ensure that we can provide support to the customer in the event of technical problems.

• Notifications

If you have activated the corresponding feature on the website, we process your email address to inform you about incoming live chat requests.

• Live chats

If visitors to our customers' websites request a live chat via the chatbot, we process your personal data when you interact with these website visitors via the chat. This data is also stored in order to train the chatbot based on the live chat.

• Responding to user and customer inquiries

If you send us inquiries while using the website, we answer them in order to provide the agreed support services.

• IT services

In connection with our services, we also process your personal data for maintenance, development and general administration of the service.

Deletion of your personal data

We process your personal data for as long as is necessary to provide our service.

We generally delete your personal data when the customer responsible for you terminates their service contract with us and no statutory retention periods prevent deletion.

In addition, we enable our customers to manage and delete your personal data on their own responsibility, e.g. if you no longer need access to the website on the customer's behalf. The customer is solely responsible for deleting your data before the contractual relationship with us ends.

6. Recipients and transfer of personal data

As part of providing the contractually agreed services to the customer, your data is made available to the customer responsible for you.

In addition, your data may be transferred to service providers we use, such as hosting providers, for providing our service and for our own purposes. These service providers may be located in unsafe third countries for which there is no adequacy decision by the European Commission regarding the prevailing level of data protection. In these cases, we take the necessary measures to ensure an adequate level of data protection for the personal data processed.

7. Security and data protection

We have taken the necessary technical and organizational measures to protect personal data and strive to adapt additional technical measures and means within this scope to prevent loss, misuse, alteration, unauthorized access and theft of the personal data provided. We undertake to use all your data with the utmost confidentiality and reliability.

8. Your rights

You can exercise the following rights against the customer responsible for you.

We support the controller in fulfilling your requests and forward requests addressed to us to the customer responsible for you, insofar as we are able to identify them based on your request.

With regard to the personal data about you that we process on behalf of the controller, you have the right:

• to obtain information free of charge about the personal data stored about you and a copy of this data;
• to have inaccurate personal data about you corrected;
• to have the personal data processed about you blocked or deleted;
• to object to the further use of your personal data in the future; and
• to receive the personal data you provided in a structured, commonly used and machine-readable format and to request that we transfer this personal data to another controller

Please note that your rights may be restricted by statutory retention obligations and other legal provisions to which the controller is subject.

You also have the right to lodge a complaint with the data protection supervisory authority responsible for the customer responsible for you.

9. Changes to this privacy policy

We reserve the right to amend this privacy policy to adapt it to new laws, regulations, other provisions, current case law and industrial and/or commercial practices. If we decide to change our privacy policy, we will publish these changes on this page. This privacy policy was last amended on October 20, 2023.