Privacy policy

The protection of your personal data is of high importance to us. We place great value on the confidentiality, integrity, and availability of all data that we process in the course of using our website, our social media presences, and our platform. By implementing appropriate technical and organizational measures, we protect your data against unauthorized access, loss, or misuse.

With this Privacy Notice, we inform you in accordance with Art. 13 GDPR about which personal data we process, for what purposes, to what extent, and on which legal basis, insofar as we act as the controller. We also inform you about your rights as a data subject. Personal data is any information relating to an identified or identifiable natural person, such as name, contact details, or usage data.

If you have any questions regarding data protection, you may contact us at any time using the contact details provided below.

1. Controller and Data Protection Officer

The controller within the meaning of Art. 4(7) GDPR is: sisTent UG, Grillparzerstr. 38, 90765 Fürth, Germany. Email: info@sistent.ai

A data protection officer has not been appointed, as there is currently no legal obligation to do so. Further information about our company can be found in the legal notice (Imprint) on our website.

2. Data Collection When Visiting Our Website (Server Log Files)

When you access our website, our servers automatically collect information transmitted by your browser. This data is technically necessary to display the website and to ensure its stability and security.

In particular, the following data is processed:

• IP address of the accessing device
• Referrer URL
• Date and time of access
• Accessed page
• HTTP status code
• Amount of data transferred
• Browser type, operating system, and device
• Language and version of the browser software

The data is stored in encrypted form and automatically deleted no later than after six weeks, unless a longer storage period is required for security-related reasons. The legal basis is our legitimate interest in the secure and uninterrupted provision of our website pursuant to Art. 6(1)(f) GDPR.

3. Use of Our Platform

When using our platform, additional technical log data may be processed, in particular in the event of error messages or system malfunctions (e.g. session information, user identifiers, IP addresses). This processing is carried out exclusively for error analysis, troubleshooting, and to ensure the stability and security of the platform. The legal basis is Art. 6(1)(f) GDPR.

4. Processing by AI Agents

Our platform enables the creation and use of AI-powered agents for automated communication and process support. The following data may be processed in this context:

• Communication content (e.g., chat histories, emails)
• Uploaded content (e.g., documents, websites)
• Metadata (e.g., timestamps, user identifiers)

Purposes of Processing:

• Automated response to inquiries
• Customer communication
• Scheduling and workflow automation
• Provision of knowledge queries

Processing is carried out fully or partially automatically by AI systems. Insofar as external AI service providers are used, this occurs exclusively within the framework of data processing agreements (DPA) and in compliance with the GDPR.

Important Note: Customers using our platform are responsible for the lawfulness of the data they process.

Legal Bases: Art. 6 (1) (b) GDPR; Art. 6 (1) (f) GDPR.

5. Automated Decision-Making (Art. 22 GDPR)

Our AI agents can generate automated responses and execute processes. However, no exclusively automated decision-making takes place that produces legal effects or similarly significant impacts in the sense of Art. 22 GDPR. Data subjects may request human intervention at any time.

6. Communication Channels

Our platform supports various communication channels, including:

• Web Chat
• Email
• (Future) Messaging services such as WhatsApp or Instagram
• (Future) Telephony

Communication data is processed when using these channels. Please note that when using external platforms, their respective privacy policies also apply.

7. Knowledge Management (Uploads)

Users may provide content such as documents or websites for use by AI agents. This content is processed to enable responses and automations. Users are obliged to ensure that they are authorized to process this data.

8. Contacting Us, Storage, and Analysis of Conversations

If you contact us via email or through the chatbot provided on the website, we process the personal data you transmit (e.g., name, email address, content of the inquiry) to handle your request. Processing is based on Art. 6 (1) (f) GDPR or Art. 6 (1) (b) GDPR, provided the inquiry is related to a contractual relationship.

Conversations are stored to provide platform functionality. This includes:

• Chat histories
• Email communication
• Interaction logs

Purposes: Provision in the inbox, quality assurance, error analysis.

9. Direct Marketing and Email Verification

If you provide your email address in connection with the conclusion of a paid contract, it may be used for direct marketing of our own similar products or services in accordance with Sec. 7(3) of the German Unfair Competition Act (UWG). You may object to the use of your email address for this purpose at any time. The objection can be sent by email to info@sistent.ai. In addition, we process email addresses for the technical verification of their validity. The legal basis in each case is Art. 6(1)(f) GDPR.

10. Customer Account and Registration

Registration of a customer account is required to use our platform. In this context, we process:

• Date and time of registration
• Name, email address, and, if applicable, telephone number

The legal basis is Art. 6(1)(b) GDPR. The data is deleted once the customer account is deleted, unless statutory retention obligations exist.

11. Paid Subscriptions and Payment Processing

When concluding paid subscriptions, we process the data required for contract performance. Payment processing is carried out via external payment service providers. We store only an internal payment reference (e.g. Stripe subscription ID). The legal basis is Art. 6(1)(b) GDPR.

12. (Future) Partner / Affiliate Program

Within the scope of our partner program, we process personal data for the administration and billing of the partnership (e.g. name, contact details, and payment information). The legal basis is Art. 6(1)(b) GDPR and Art. 6(1)(f) GDPR.

13. Use of Processors and Data Processing Agreement (DPA)

We use external service providers (e.g. hosting providers, payment service providers, communication and support tools) who process personal data exclusively on our behalf. If you use our platform to process personal data of your own customers, you act as the data controller. In this case, we act as a processor. The details of such processing are governed by our Data Processing Agreement (DPA), which is available upon request or via the customer portal.

Data processing agreements pursuant to Art. 28 GDPR are in place with all service providers. The data processing takes place, where possible, within the European Union or the European Economic Area.

14. Data Transfers to Third Countries

Currently, personal data is transferred to service providers in third countries (in particular the United States) only if an adequacy decision of the European Commission exists or appropriate safeguards are in place (e.g. EU Standard Contractual Clauses or the EU–US Data Privacy Framework).

15. Cookies and Similar Technologies

We use cookies that are either technically necessary or—if you have given your consent—serve to analyze and improve our offering. Necessary cookies do not require consent (Sec. 25(2) No. 2 TDDDG). Analytics and statistics cookies are used only after your explicit consent (Sec. 25(1) TDDDG, Art. 6(1)(a) GDPR). Your consent is voluntary and may be withdrawn at any time via the cookie banner.

16. Social Media Presences

If you contact us via social networks such as X or LinkedIn, we process your data exclusively for the purpose of handling your request. The legal basis is Art. 6(1)(f) GDPR or Art. 6(1)(b) GDPR.

17. Your Rights

You have the right of access, rectification, erasure, restriction of processing, data portability, and to object to the processing of your personal data. You also have the right not to be subject to a decision based solely on automated processing, including profiling, pursuant to Art. 22 GDPR. If processing is based on your consent, you may withdraw it at any time. You also have the right to lodge a complaint with a data protection supervisory authority.

18. Amendments to This Privacy Notice

We will inform you in advance in an appropriate manner about any changes. If you continue to use our services after receiving such notification, we may assume that you accept the changes to this Privacy Notice. You may object to the changes at any time by sending an email to info@sistent.ai.