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Privacy policy for the WWU offer on "Quin" chatbot

1. Name and address of the responsible body

The responsible body within the meaning of the EU General Data Protection Regulation (DSGVO) and other national data protection laws of the member states as well as other data protection regulations is:

Westfälische Wilhelms-Universität Münster (WWU),
represented by the Rector, Prof. Dr. Johannes Wessels,
Schlossplatz 2, 48149 Münster
Tel.: + 49 251 83-0
E-mail: verwaltung@uni-muenster.de

2. Contact details of the data protection officer

The data protection officer of the data controller can be reached at:
Data Protection Unit
Schlossplatz 2, 48149 Münster
Tel.: + 49 251 83-22446
E-mail: Datenschutz@uni-muenster.de 

3. General information on data processing

a) Scope of data processing

The data to be processed are divided into three categories:

  • Functional data
  • content data
  • Diagnostic data

Function data

All data entered is processed via the DialogBits platform. DialogBits is a Conversational AI (Artificial Intelligence) platform for the web-based creation and publishing of virtual agents. The functional data are required in particular for the provision of the implied email request from the chatbot to the university support. WWU ID or email address are required to answer these separate queries. Consent for the data to be queried is explicitly obtained beforehand if this function is used by you. 

Content data

The content data are on the one hand the questions and answers that the users enter and through which the AI (artificial intelligence) can improve. Data entered in the course of the feedback function also serve to evaluate the chatbot and thus also to improve the AI.

Diagnostic data

The DialogBits platform of WebComputing GmbH keeps user statistics that are used to improve the chatbot. Diagnostic data are e.g. number of sessions called, number of messages, search terms entered.

b) Purpose of the data processing

The purpose of processing the above data is to generate AI-based responses. In addition, the entries are used to process support requests, provided that the email forwarding to the university support is used from the bot.

c) Legal basis for the processing of personal data

Insofar as we obtain your consent for processing operations involving personal data, Art. 6 (1) a DSGVO serves as the legal basis for the processing of personal data.
Insofar as processing is necessary for the performance of a contract to which you are a party, or is necessary for the implementation of pre-contractual measures which are carried out at your request, Art. 6 para. 1 lit. b DSGVO (if applicable in conjunction with § 18 para. 1 DSG NRW) serves as the legal basis for the processing of personal data.
Insofar as the processing of personal data is necessary for the fulfilment of a legal obligation to which the WWU is subject, Art. 6 para. 1 lit. c DSGVO in conjunction with. § Section 3 (1) DSG NRW serves as the legal basis.
If processing is necessary for the performance of a task which is in the public interest or in the exercise of official authority vested in the WWU, Art. 6 para. 1 lit. e DSGVO in conjunction with § 3 para. 1 DSG NRW serves as the legal basis. § Section 3 (1) DSG NRW, Section 3 (1) HG NRW as the legal basis for the processing.

d) Other recipients of your personal data

Your personal data collected will be shared with the following recipients outside WWU:

  • DialogBits a product of Web Computing GmbH

e) Duration of the storage of personal data

Your personal data will be automatically deleted after the end and expiry of the test bot phase (February 2023), but at the latest after 365 days. If the processing is based on your consent, the data will only be stored until you withdraw your consent, unless there is another legal basis for the processing.

4. Your rights as a data subject

You have a right of access to your personal data processed by WWU (Art. 15 DSGVO), a right to rectification of your personal data (Art. 16 DSGVO), a right to erasure (Art. 17 DSGVO), a right to restriction of processing (Art. 18 DSGVO) and a right to withdraw your consent (Art. 7(3) DSGVO).
You can declare the revocation in writing or by e-mail to all the offices mentioned under points 1 and 2 (see above) of this data protection declaration.
You also have the right to lodge a complaint with a supervisory authority, e.g. the North Rhine-Westphalia State Commissioner for Data Protection and Freedom of Information, P.O. Box 20 04 44, 40102 Düsseldorf, Tel.: 0211/38424-0, e-mail: poststelle@ldi.nrw.de 

5. Further information

Privacy policy of DialogBits, a product of Web Computing GmbH, can be found at: https://www.dialogbits.com/faq/#datenschutz