Privacy

We are very delighted that you have shown interest in our association. Data protection is of a particularly high priority for the board of the Biblebots e.V.. The use of the Internet pages of the Biblebots e.V. is possible without any indication of personal data; however, if a data subject wants to use our chat services, processing of personal data is necessary. If the processing of personal data is necessary and there is no statutory basis for such processing, we generally obtain consent from the data subject.

The processing of personal data, such as the name, address, e-mail address, or telephone number of a data subject shall always be in line with the General Data Protection Regulation (GDPR), and in accordance with the country-specific data protection regulations applicable to the Biblebots e.V.. By means of this data protection declaration, we would like to inform the general public of the nature, scope, and purpose of the personal data we collect, use and process. Furthermore, data subjects are informed, by means of this data protection declaration, of the rights to which they are entitled.

As the controller, the Biblebots e.V. has implemented numerous technical and organizational measures to ensure the most complete protection of personal data processed through this website. However, Internet-based data transmissions may in principle have security gaps, so absolute protection may not be guaranteed. For this reason, every data subject is free to transfer personal data to us via alternative means, e.g. by telephone.

1. Definitions

The data protection declaration of the Biblebots e.V. is based on the terms used by the European legislator for the adoption of the General Data Protection Regulation (GDPR). Our data protection declaration should be legible and understandable for the general public. To ensure this, we would like to first explain the terminology used.

In this data protection declaration, we use, inter alia, the following terms:

a) Personal data

Personal data means any information relating to an identified or identifiable natural person (“data subject”). An identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.

b) Data subject

Data subject is any identified or identifiable natural person, whose personal data is processed by the controller responsible for the processing.

c) Processing

Processing is any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.

d) Restriction of processing

Restriction of processing is the marking of stored personal data with the aim of limiting their processing in the future.

e) Profiling

Profiling means any form of automated processing of personal data consisting of the use of personal data to evaluate certain personal aspects relating to a natural person, in particular to analyse or predict aspects concerning that natural person’s performance at work, economic situation, health, personal preferences, interests, reliability, behaviour, location or movements.

f) Pseudonymisation

Pseudonymisation is the processing of personal data in such a manner that the personal data can no longer be attributed to a specific data subject without the use of additional information, provided that such additional information is kept separately and is subject to technical and organisational measures to ensure that the personal data are not attributed to an identified or identifiable natural person.

g) Controller or controller responsible for the processing

Controller or controller responsible for the processing is the natural or legal person, public authority, agency or other body which, alone or jointly with others, determines the purposes and means of the processing of personal data; where the purposes and means of such processing are determined by Union or Member State law, the controller or the specific criteria for its nomination may be provided for by Union or Member State law.

h) Processor

Processor is a natural or legal person, public authority, agency or other body which processes personal data on behalf of the controller.

i) Recipient

Recipient is a natural or legal person, public authority, agency or another body, to which the personal data are disclosed, whether a third party or not. However, public authorities which may receive personal data in the framework of a particular inquiry in accordance with Union or Member State law shall not be regarded as recipients; the processing of those data by those public authorities shall be in compliance with the applicable data protection rules according to the purposes of the processing.

j) Third party

Third party is a natural or legal person, public authority, agency or body other than the data subject, controller, processor and persons who, under the direct authority of the controller or processor, are authorised to process personal data.

k) Consent

Consent of the data subject is any freely given, specific, informed and unambiguous indication of the data subject’s wishes by which he or she, by a statement or by a clear affirmative action, signifies agreement to the processing of personal data relating to him or her.

2. Name and Address of the controller

Controller for the purposes of the General Data Protection Regulation (GDPR), other data protection laws applicable in Member states of the European Union and other provisions related to data protection is:

Biblebots e.V.
Riensbergstraße 43
13599 Berlin (Germany)
Phone: +49 30 23390044
Email: office@biblebots.chat
Website: https://biblebots.de

3. Cookies and local storage

Cookies are text files that are stored in a computer system via an Internet browser. The local storage of the Internet browser serves a similar purpose.

The Internet pages of the Biblebots e.V. themselves do not use cookies and do not store any information in the data subject’s Internet browser.

The chat services of the Biblebots e.V. (see section 6) store the confirmation of the privacy policy and the history of conversations in the local storage of the Internet browser on the data subject’s device. The history contains the identifiers of the data subject’s own conversations. Only through them can the data subject reopen and delete their conversations. If the data subject deletes the site data in their Internet browser, these identifiers are lost. The conversations can then no longer be deleted early, neither by the data subject nor by us, and only the automatic erasure described in section 12 applies.

The protection against automated access (see section 6) sets cookies of our hosting provider when a message is sent and when voice input or output is used. For signing in to the administration area of the chat services, we set a cookie that keeps the data subject signed in for up to 30 days.

This storage is strictly necessary to provide the chat services (Section 25(2) no. 2 TDDDG). We do not use cookies for advertising or analytics.

The data subject may delete or block cookies and local storage at any time via the settings of the Internet browser used. If they are blocked, the chat services may not be usable.

4. Collection of general data and information

The website of the Biblebots e.V. collects a series of general data and information when a data subject or automated system calls up the website. This general data and information are stored in the server log files. Collected may be (1) the browser types and versions used, (2) the operating system used by the accessing system, (3) the website from which an accessing system reaches our website (so-called referrers), (4) the sub-websites, (5) the date and time of access to the Internet site, (6) an Internet protocol address (IP address), and (7) any other similar data and information that may be used in the event of attacks on our information technology systems.

This information is needed to (1) deliver the content of our website correctly, (2) ensure the long-term viability of our information technology systems and website technology, and (3) provide law enforcement authorities with the information necessary for criminal prosecution in case of a cyber-attack. The data of the server log files are stored by the hosting provider separately from all personal data provided by a data subject. The storage period is determined by the hosting provider. The server log files are available to us there for one day. The legal basis is Art. 6(1) sentence 1 lit. f GDPR. Our legitimate interest lies in the secure and error-free delivery of our websites and chat services.

5. Contact possibility via the website

The website of the Biblebots e.V. contains information that enables a quick electronic contact to us, as well as direct communication with us, which also includes a general address of the so-called electronic mail (e-mail address). If a data subject contacts the controller by e-mail, the personal data transmitted by the data subject are automatically stored. Such personal data transmitted on a voluntary basis by a data subject to the data controller are stored for the purpose of processing or contacting the data subject. There is no transfer of this personal data to third parties.

6. Chatbot and chat functionality

We offer online chats and chatbot functions (collectively referred to as „chat services“) as a means of communication. A chat is an online conversation conducted with a certain degree of timeliness. A chatbot is software that answers users‘ questions or informs them about messages. If you use our chat functions, we may process your personal data.

We may collect information about when our chat services are used. Furthermore, we store the content of your conversations via the chat services and transmit it to providers of AI services in order to answer. This also applies to the optional voice input and output and to the search in the sources stored for the chatbot.

We only use AI providers that process the transmitted content only to answer, do not store it beyond that and do not use it for training. We store and process the conversations in Germany.

Our hosting, database and AI service providers may be located outside the European Union, in particular in the USA. Any transfer to such third countries is based on an adequacy decision of the European Commission (for the USA: the EU-U.S. Data Privacy Framework) or on standard contractual clauses of the European Commission (Art. 45, Art. 46(2) lit. c GDPR).

To protect against automated access, a script of our hosting provider checks technical characteristics of the Internet browser when a message is sent and when voice input or output is used, and sets cookies for this purpose (see section 3). The result is only used to reject automated requests. The legal basis is Art. 6(1) sentence 1 lit. f GDPR. Reading these characteristics is strictly necessary to protect the chat services (Section 25(2) no. 2 TDDDG).

• Processed data types: Metadata (e.g. IP addresses, time data, technical characteristics of the Internet browser); content data (e.g. entries in chat mask, voice input);
• Data subjects: Communication partner.
• Recipients: Providers of AI services; hosting and database providers (processors).
• Purposes of processing: Answering requests, operation, protection against abuse and optimization of the chatbot
• Legal basis: For storing the conversation content and transmitting it to AI providers, consent (Art. 6(1) sentence 1 lit. a GDPR), and where the entries contain special categories of personal data, such as religious beliefs or health, explicit consent (Art. 9(2) lit. a GDPR). For metadata without conversation content, statistics and protection against abuse, legitimate interests (Art. 6(1) sentence 1 lit. f GDPR).

Consent can be withdrawn at any time with effect for the future by no longer using the chat services. Content that has already been stored can be erased immediately using the delete functions in the history.

7. Routine erasure and blocking of personal data

The data controller shall process and store the personal data of the data subject only for the period necessary to achieve the purpose of storage, or as far as this is granted by the European legislator or other legislators in laws or regulations to which the controller is subject to.

If the storage purpose is not applicable, or if a storage period prescribed by the European legislator or another competent legislator expires, the personal data are routinely blocked or erased in accordance with legal requirements.

8. Rights of the data subject

To exercise their rights, the data subject may contact us at any time using the contact details in section 2, most easily by email to office@biblebots.chat.

a) Right of confirmation

Each data subject shall have the right granted by the European legislator to obtain from the controller the confirmation as to whether or not personal data concerning him or her are being processed.

b) Right of access

Each data subject shall have the right granted by the European legislator to obtain from the controller free information about his or her personal data stored at any time and a copy of this information. Furthermore, the European directives and regulations grant the data subject access to the following information:

• the purposes of the processing;
• the categories of personal data concerned;
• the recipients or categories of recipients to whom the personal data have been or will be disclosed, in particular recipients in third countries or international organisations;
• where possible, the envisaged period for which the personal data will be stored, or, if not possible, the criteria used to determine that period;
• the existence of the right to request from the controller rectification or erasure of personal data, or restriction of processing of personal data concerning the data subject, or to object to such processing;
• the existence of the right to lodge a complaint with a supervisory authority;
• where the personal data are not collected from the data subject, any available information as to their source;
• the existence of automated decision-making, including profiling, referred to in Article 22(1) and (4) of the GDPR and, at least in those cases, meaningful information about the logic involved, as well as the significance and envisaged consequences of such processing for the data subject.

Furthermore, the data subject shall have a right to obtain information as to whether personal data are transferred to a third country or to an international organisation. Where this is the case, the data subject shall have the right to be informed of the appropriate safeguards relating to the transfer.

c) Right to rectification

Each data subject shall have the right granted by the European legislator to obtain from the controller without undue delay the rectification of inaccurate personal data concerning him or her. Taking into account the purposes of the processing, the data subject shall have the right to have incomplete personal data completed, including by means of providing a supplementary statement.

d) Right to erasure (Right to be forgotten)

Each data subject shall have the right granted by the European legislator to obtain from the controller the erasure of personal data concerning him or her without undue delay, and the controller shall have the obligation to erase personal data without undue delay where one of the following grounds applies, as long as the processing is not necessary:

• The personal data are no longer necessary in relation to the purposes for which they were collected or otherwise processed.
• The data subject withdraws consent to which the processing is based according to point (a) of Article 6(1) of the GDPR, or point (a) of Article 9(2) of the GDPR, and where there is no other legal ground for the processing.
• The data subject objects to the processing pursuant to Article 21(1) of the GDPR and there are no overriding legitimate grounds for the processing, or the data subject objects to the processing pursuant to Article 21(2) of the GDPR.
• The personal data have been unlawfully processed.
• The personal data must be erased for compliance with a legal obligation in Union or Member State law to which the controller is subject.
• The personal data have been collected in relation to the offer of information society services referred to in Article 8(1) of the GDPR.

If one of the aforementioned reasons applies, and a data subject wishes to request the erasure of personal data stored by the Biblebots e.V., we shall comply with the erasure request without undue delay.

Where the controller has made personal data public and is obliged pursuant to Article 17(1) to erase the personal data, the controller, taking account of available technology and the cost of implementation, shall take reasonable steps, including technical measures, to inform other controllers processing the personal data that the data subject has requested erasure by such controllers of any links to, or copy or replication of, those personal data, as far as processing is not required.

e) Right of restriction of processing

Each data subject shall have the right granted by the European legislator to obtain from the controller restriction of processing where one of the following applies:

• The accuracy of the personal data is contested by the data subject, for a period enabling the controller to verify the accuracy of the personal data.
• The processing is unlawful and the data subject opposes the erasure of the personal data and requests instead the restriction of their use instead.
• The controller no longer needs the personal data for the purposes of the processing, but they are required by the data subject for the establishment, exercise or defence of legal claims.
• The data subject has objected to processing pursuant to Article 21(1) of the GDPR pending the verification whether the legitimate grounds of the controller override those of the data subject.

If one of the aforementioned conditions is met, and a data subject wishes to request the restriction of the processing of personal data stored by the Biblebots e.V., we will arrange the restriction of the processing.

f) Right to data portability

Each data subject shall have the right granted by the European legislator, to receive the personal data concerning him or her, which was provided to a controller, in a structured, commonly used and machine-readable format. He or she shall have the right to transmit those data to another controller without hindrance from the controller to which the personal data have been provided, as long as the processing is based on consent pursuant to point (a) of Article 6(1) of the GDPR or point (a) of Article 9(2) of the GDPR, or on a contract pursuant to point (b) of Article 6(1) of the GDPR, and the processing is carried out by automated means, as long as the processing is not necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.

Furthermore, in exercising his or her right to data portability pursuant to Article 20(1) of the GDPR, the data subject shall have the right to have personal data transmitted directly from one controller to another, where technically feasible and when doing so does not adversely affect the rights and freedoms of others.

g) Right to object

Each data subject shall have the right granted by the European legislator to object, on grounds relating to his or her particular situation, at any time, to processing of personal data concerning him or her, which is based on point (e) or (f) of Article 6(1) of the GDPR. This also applies to profiling based on these provisions.

The Biblebots e.V. shall no longer process the personal data in the event of the objection, unless we can demonstrate compelling legitimate grounds for the processing which override the interests, rights and freedoms of the data subject, or for the establishment, exercise or defence of legal claims.

In addition, the data subject is free in the context of the use of information society services, and notwithstanding Directive 2002/58/EC, to use his or her right to object by automated means using technical specifications.

h) Automated individual decision-making, including profiling

Each data subject shall have the right granted by the European legislator not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning him or her, or similarly significantly affects him or her, as long as the decision (1) is not is necessary for entering into, or the performance of, a contract between the data subject and a data controller, or (2) is not authorised by Union or Member State law to which the controller is subject and which also lays down suitable measures to safeguard the data subject’s rights and freedoms and legitimate interests, or (3) is not based on the data subject’s explicit consent.

If the decision (1) is necessary for entering into, or the performance of, a contract between the data subject and a data controller, or (2) it is based on the data subject’s explicit consent, the Biblebots e.V. shall implement suitable measures to safeguard the data subject’s rights and freedoms and legitimate interests, at least the right to obtain human intervention on the part of the controller, to express his or her point of view and contest the decision.

i) Right to withdraw data protection consent

Each data subject shall have the right granted by the European legislator to withdraw his or her consent to processing of his or her personal data at any time.

j) Right to lodge a complaint with a supervisory authority

Without prejudice to any other administrative or judicial remedy, each data subject shall have the right to lodge a complaint with a supervisory authority, in particular in the Member State of his or her habitual residence, place of work or place of the alleged infringement (Art. 77 GDPR). The supervisory authority responsible for the Biblebots e.V. is the Berlin Commissioner for Data Protection and Freedom of Information (www.datenschutz-berlin.de).

9. Donations via PayPal

Our website contains a link to the PayPal donation page. The PayPal page is only called up when the link is clicked. The donation is processed there by PayPal (Europe) S.à r.l. et Cie, S.C.A., 22-24 Boulevard Royal, L-2449 Luxembourg, under its own responsibility. PayPal’s privacy policy is available at https://www.paypal.com/de/webapps/mpp/ua/privacy-full.

We receive from PayPal the information about the donation that PayPal transmits to payment recipients, usually name, email address and amount. We use it to book the donation and, where applicable, to issue a donation receipt, and keep it for the statutory retention periods. The legal basis is Art. 6(1) sentence 1 lit. c GDPR.

10. Legal basis for the processing

Art. 6(1) lit. a GDPR serves as the legal basis for processing operations for which we obtain consent for a specific processing purpose. If the processing of personal data is necessary for the performance of a contract to which the data subject is party, or for carrying out pre-contractual measures, the processing is based on Article 6(1) lit. b GDPR. If we are subject to a legal obligation by which processing of personal data is required, such as for the fulfillment of tax obligations, the processing is based on Art. 6(1) lit. c GDPR. In rare cases, the processing of personal data may be necessary to protect the vital interests of the data subject or of another natural person. Then the processing would be based on Art. 6(1) lit. d GDPR. Finally, processing operations could be based on Article 6(1) lit. f GDPR. This legal basis is used for processing operations which are not covered by any of the abovementioned legal grounds, if processing is necessary for the purposes of the legitimate interests pursued by our association or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data.

11. The legitimate interests pursued by the controller or by a third party

Where the processing of personal data is based on Article 6(1) lit. f GDPR our legitimate interest is the operation of our websites and chat services.

12. Period for which the personal data will be stored

The criteria used to determine the period of storage of personal data is the respective statutory retention period. After expiration of that period, the corresponding data is routinely deleted, as long as it is no longer necessary for the respective purpose.

The content of conversations via the chat services is automatically erased in a daily erasure run after 90 days from the respective message. Using the delete functions in the history, the data subject can immediately erase the content of individual or all conversations stored in the history on their device at any time. Erased content remains in backups for up to eight days. After erasure, information without conversation content may remain stored, in particular time, language, platform, model used, rating, costs, technical values such as the response time, an identifier of the conversation and the reference to the sources and topic modules used. We store this information for statistics and operation for as long as it is necessary for these purposes. The history in the storage of the Internet browser, including the short titles of the conversations, is removed 90 days after the last message of a conversation.

13. Provision of personal data as statutory or contractual requirement; Requirement necessary to enter into a contract; Obligation of the data subject to provide the personal data; possible consequences of failure to provide such data

The provision of personal data is neither required by law or contract nor necessary to conclude a contract. The data subject is not obliged to provide us with personal data. However, the chat services cannot be used without entries, and we cannot issue a donation receipt without personal details.

14. Existence of automated decision-making

As a responsible association, we do not use automatic decision-making or profiling.

Based on the privacy policy generator by the specialists for LegalTech at Willing & Able that also developed the system for gdpr awareness training. The legal texts contained in the privacy policy generator have been provided and published by Prof. Dr. h.c. Heiko Jonny Maniero from the German Association for Data Protection and Christian Solmecke from WBS law.

Changes and updates to the privacy policy

We ask you to inform yourself regularly about the content of our privacy policy. We will amend the privacy policy as soon as changes to the data processing carried out by us make this necessary. We will inform you as soon as the changes require an act of cooperation on your part (e.g. consent) or other individual notification.

If we provide addresses and contact information of companies and organizations in this privacy policy, please note that the addresses may change over time and please check the information before contacting us.

This privacy policy also applies to the chat services of the Biblebots e.V. under other Internet addresses and to chat services embedded on other websites.

As of: 25 September 2026