Privacy notice

Controller

The controller for data processing on this website within the meaning of the General Data Protection Regulation (GDPR) is:

dionics media UG (haftungsbeschränkt), Birkhuhnweg 8, 31303 Burgdorf, Deutschland

Represented by: Thilo Krause. E-mail: websites@dionics.ai. Phone: +49 175 9648764.

We are not legally required to appoint a data protection officer and have not appointed one. For any question about data protection, please use the contact details above.

Overview

Prompt Office is an information site. There are no user accounts, no newsletter and no payment function. Personal data arises in these cases:

• when you open the website (server logs at the hosting provider),
• when you use the contact form or send us an e-mail,
• when you open the contact page and book an appointment there (Cal.com),
• when you use the AI assistant in the bottom right corner of the site (ElevenLabs),
• when you consent to analytics (Google Analytics).

Hosting and delivery

This website is hosted by Vercel Inc., 440 N Barranca Ave #4133, Covina, CA 91723, USA. Vercel provides the servers the site runs on and, on our behalf, processes the data that arises when you open a page (see server logs). Static files such as images, videos and scripts are delivered through Vercel's worldwide content delivery network from the location closest to you.

We have a data processing agreement with Vercel under Art. 28 GDPR. Where data reaches the USA, the transfer is based on Vercel's certification under the EU-US Data Privacy Framework (adequacy decision of the European Commission under Art. 45 GDPR) and, in addition, on the European Commission's standard contractual clauses (Art. 46 (2) (c) GDPR).

The legal basis is Art. 6 (1) (f) GDPR. Our legitimate interest is a secure, fast and reliable delivery of the website.

Server logs

When you open the website, your browser automatically sends data that the hosting provider stores in log files:

• IP address of the requesting device,
• date and time of access,
• page or file requested,
• amount of data transferred and status code,
• browser type, browser version and operating system (user agent),
• page visited before (referrer).

Purpose and duration of log storage

The legal basis is Art. 6 (1) (f) GDPR. Our legitimate interest is the secure and error-free operation of the website and the defence against attacks. We do not merge this data with other data sources and do not evaluate it by person. The log files are stored briefly at the hosting provider and then deleted automatically, unless they are needed to investigate a specific security incident.

Fonts, images and videos

The fonts on this website are stored on our own server and loaded from there. Opening a page does not connect to Google Fonts or any other font provider. Images, illustrations and the film sequences on the home page are also stored on our own server. Watching them sends no data to video platforms or image services.

Cookies and local storage

This website sets one cookie that is necessary for its operation and stores up to two values in your browser's local storage. None of these entries is used for tracking, and none is sent to third parties.

• Language cookie po_locale: stores the language the site is shown in. On your first visit without a language in the address, it is set to the language derived from your browser settings, afterwards to the language you choose with the language switcher. Valid for one year.
• Entry cookie-consent in local storage: stores your answer to the cookie banner (Accept all or Necessary only) so the question does not appear on every page view. No expiry, until you delete the entry.
• Entry theme in local storage: stores the display mode (light or dark) if you switch it by hand. Without switching, the site follows your system setting and stores nothing.

Legal basis for cookies

The legal basis for storing these entries is section 25 (2) no. 2 of the German Telecommunications Digital Services Data Protection Act (TDDDG), because they are strictly necessary to provide the language, display mode and choice you asked for. For any processing of personal data, the legal basis is Art. 6 (1) (f) GDPR. You can delete cookies and local storage at any time in your browser settings. The cookie banner then appears again.

We set cookies and scripts that are not necessary only after your consent. This applies to Google Analytics (next section).

Google Analytics

This website uses Google Analytics 4, a web analytics service of Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland (Google). Google Analytics uses cookies and similar techniques to evaluate how the website is used. It records pages viewed, time on page, approximate location at city level, device, browser and the source that brought you to the site. Google Analytics 4 does not store full IP addresses. The IP address is truncated on servers in the European Union before further processing.

Google Analytics loads only if you click "Accept all" in the cookie banner. The legal basis is your consent under Art. 6 (1) (a) GDPR and section 25 (1) TDDDG. If you choose "Necessary only", the analytics script is not loaded and no data is sent to Google. To change your decision, delete the entry cookie-consent in your browser's local storage. The banner then appears again.

We have a data processing agreement with Google under Art. 28 GDPR. Data may be transferred to Google LLC in the USA. The transfer is based on Google LLC's certification under the EU-US Data Privacy Framework and, in addition, on the European Commission's standard contractual clauses. User and event data stored at Google is deleted automatically after the retention period we have set, at the latest after 14 months. Further information is available at https://policies.google.com/privacy and https://support.google.com/analytics/answer/6004245.

If no analytics ID is configured for this website, nothing is loaded even after consent and no data is sent to Google.

Contact form and e-mail

When you use the contact form, we process your name, your e-mail address, your message, the language you chose and the time of submission. Phone number and company are optional. A hidden field serves to block automated spam submissions and contains no data for human senders. We use the details to answer your enquiry and to clarify follow-up questions.

The legal basis is Art. 6 (1) (b) GDPR where your enquiry aims at a contract, and otherwise Art. 6 (1) (f) GDPR. Our legitimate interest is answering enquiries.

The form sends the message as an e-mail through our e-mail provider's mail server to our mailbox. The provider is Zoho Corporation (Zoho Corporation Pvt. Ltd., Chennai, India, with its European entity Zoho Corporation B.V., Netherlands). Zoho processes the data on our behalf under a data processing agreement under Art. 28 GDPR. Where data reaches the USA or India in the process, the transfer is based on the European Commission's standard contractual clauses. The same applies if you send us an e-mail directly at websites@dionics.ai, as that mailbox is also hosted at Zoho.

We delete the data once your enquiry has been fully handled and no statutory retention periods stand in the way. If the enquiry leads to a contract, we keep the correspondence for the periods of six or ten years required by German commercial and tax law.

Appointment booking via Cal.com

On the contact page you can book a call. For this we embed the scheduling calendar of Cal.com. The provider is Cal.com, Inc., 2261 Market Street #4382, San Francisco, CA 94114, USA.

The calendar loads when you open the contact page. Your browser then connects to Cal.com's servers and sends your IP address, browser data and the page you opened. The legal basis for loading is Art. 6 (1) (f) GDPR. Our legitimate interest is offering you appointment booking without a detour through e-mail. If you do not want a connection to Cal.com, please use the contact form on the same page or call us.

During the booking itself, Cal.com processes your name, your e-mail address, the chosen time and anything you enter in the notes field, passes these details on to us and sends the booking confirmation. The legal basis for this is Art. 6 (1) (b) GDPR (steps prior to entering into a contract). We have a data processing agreement with Cal.com under Art. 28 GDPR. The transfer to the USA is based on the European Commission's standard contractual clauses.

We delete the booking data once the appointment has taken place and no cooperation follows, unless statutory retention periods stand in the way. Further information is available at https://cal.com/privacy.

If booking is not configured, the contact page shows only the form and no connection to Cal.com is made.

AI assistant (ElevenLabs)

In the bottom right corner of the website you will find an AI assistant that answers questions about our services by text or voice. You are talking to an AI system, not to a human. The provider is ElevenLabs Inc., New York, USA. The assistant's script is delivered through the unpkg.com content delivery network operated by Cloudflare, Inc., USA.

The script loads once you have answered the cookie banner, whichever answer you gave, because the assistant itself does not track anything but is a feature you can choose to open. When it loads, your browser sends your IP address and browser data to Cloudflare and to ElevenLabs so the assistant's interface can be displayed. The legal basis for this is Art. 6 (1) (f) GDPR. Our legitimate interest is answering questions about our services immediately, also outside business hours.

A conversation starts only when you open the assistant and actively start it. For a voice conversation, your browser first asks you for access to the microphone. During the conversation, ElevenLabs processes your input as text or audio, the transcripts and answers generated from it, and technical metadata such as time and duration. To generate the answers, ElevenLabs uses language models operated by ElevenLabs or by its sub-processors. The legal basis for the conversation is your consent under Art. 6 (1) (a) GDPR and section 25 (1) TDDDG, which you give by starting the conversation. You can end the conversation at any time. Please do not share anything in the conversation that you would not put in an e-mail to us, in particular no health or payment data.

We have a data processing agreement with ElevenLabs under Art. 28 GDPR. The transfer to the USA is based on the European Commission's standard contractual clauses. Conversation histories are stored in our ElevenLabs account so we can follow up on enquiries from a conversation and improve the assistant, and are deleted there once they are no longer needed for that. The assistant's answers are non-binding. Binding statements on prices and services come only from us in person. Further information is available at https://elevenlabs.io/privacy-policy.

Data security

This website uses TLS encryption, visible as "https://" in your browser's address bar. Third parties therefore cannot read the data you send to us while it is in transit. Beyond that, we take appropriate technical and organisational measures under Art. 32 GDPR to protect your data against loss, destruction and unauthorised access.

Whether you must provide data, and automated decisions

You are neither legally nor contractually obliged to provide personal data. Without the details marked as required in the contact form or the booking, however, we cannot handle your enquiry. No automated decision-making, including profiling within the meaning of Art. 22 GDPR, takes place. The AI assistant does not make any decision with legal effect for you either.

Your rights

With regard to your personal data, you have the following rights against us:

• right of access (Art. 15 GDPR),
• right to rectification (Art. 16 GDPR),
• right to erasure (Art. 17 GDPR),
• right to restriction of processing (Art. 18 GDPR),
• right to data portability (Art. 20 GDPR),
• right to object to processing (Art. 21 GDPR),
• right to withdraw consent you have given (Art. 7 (3) GDPR),
• right to lodge a complaint with a supervisory authority (Art. 77 GDPR).

Objection, withdrawal and complaint

Where we process data on the basis of legitimate interests under Art. 6 (1) (f) GDPR, you may object to that processing at any time on grounds relating to your particular situation. We then stop processing the data unless we can demonstrate compelling legitimate grounds for the processing that override your interests, rights and freedoms. You may object to processing for direct marketing at any time without giving reasons.

Where processing is based on your consent, you may withdraw it at any time with effect for the future. The lawfulness of processing carried out before the withdrawal remains unaffected. To withdraw your consent to Google Analytics, delete the entry cookie-consent in your browser's local storage and choose "Necessary only" in the cookie banner. To end a conversation with the AI assistant, close the assistant. In all other cases, an informal message to the contact details above is enough.

You also have the right to lodge a complaint with a data protection supervisory authority, in particular in the member state of your habitual residence, your place of work or the place of the alleged infringement. The authority responsible for us is: Die Landesbeauftragte für den Datenschutz Niedersachsen, Prinzenstraße 5, 30159 Hannover.

Changes to this notice

We update this privacy notice whenever changes in processing or in the law require it, for example when a service is added or removed. The version published on this page with the date stated above applies. Provider details are in the legal notice.