Recommendation for the website
for deployment of HypeDigitaly chatbot in accordance with GDPR and AI Act
for the deployment of the chatbot HypeDigitaly
in accordance with GDPR and AI Act
If you decide to use the services of our AI assistants, you should also comply with the GDPR (General Data Protection Regulation) rules and other relevant regulations. This particularly concerns you if you want to use the AI assistant for automated contact collection, but also for personal data processing in general.
Personal Data Processing Policy
Together with obtaining consent, the chatbot user should be informed about how their personal data will be processed. Therefore, as part of the chatbot's footer or in its text (at the beginning of the conversation), you must include a link to your personal data processing policy, where the user can learn more about how their personal data will be processed. This is important for various legal titles and purposes of personal data processing, and this must be specified directly in the policy. We typically process personal data within our chatbot for 3.5 years from submitting a query, unless we agree otherwise.
Typically, it will be based on consent or legitimate interest. The purpose will then be communication with support, handling inquiries or complaints, or even sending commercial communications, for which you must obtain explicit consent. It is important for us that you appropriately describe the purposes of processing to data subjects so that we can subsequently process them for you.
If you decide to use the services of our AI assistants, you should also comply with GDPR (General Data Protection Regulation) and other relevant regulations. This is particularly relevant to you if you want to use an AI assistant for automated contact collection, but also for processing personal data in general.
Principles of Personal Data Processing
Along with obtaining consent, the chatbot user should be informed about how their personal data will be processed. Therefore, within the chatbot's footer or text (at the beginning of the conversation), you must include a link to your personal data processing policy, where the user can learn more about how their personal data will be processed. This is important for individual legal titles and purposes of data processing, which must be outlined directly in the processing policy. We typically process personal data within our chatbot for 3.5 years from the date of inquiry, unless agreed otherwise.
Generally, it will be based on consent or legitimate interest. The purpose will then be communication with support, handling inquiries or complaints, and possibly sending commercial communications, for which you must obtain explicit consent. It is important to us that you appropriately describe the purposes of processing to the data subjects, and we can process them for you accordingly.
Example of Implementation into Personal Data Processing Policy
Note: Each personal data processing policy is different, so you can customize it as needed, but the final processing may look something like this:
Purpose of processing: Use of AI assistant. We use an AI assistant on our website to handle your inquiries, complaints, or other similar purposes. We process personal data based on legitimate interest, or based on consent for the data you provide to us.
AI processing: Please be aware that artificial intelligence will be involved in the processing of personal data for this purpose.
Scope of processing: IP address, device type, browser language, time zone, and all the data you provide to us (especially name and surname, date of birth, residence, email, phone number, interests, and other similar data).
We do not process special categories of personal data, please do not include them with the AI assistant.
Duration of processing: We process your personal data for 3.5 years from the moment it is entered into the AI assistant (inquiry submission), unless the law requires a different mandatory processing period.
Example Implementation into Personal Data Processing Policies
Note: Each personal data processing policy is different, so you can customize it according to your needs, but the final processing might look like this:
Purpose of Processing: Use of AI Assistant. We use an AI assistant on our website to handle your inquiries, complaints, or for other similar purposes. We process personal data based on legitimate interest, or based on consent for the data you provide us.
AI Processing: Please note that artificial intelligence will be involved in the personal data processing for this purpose.
Scope of Processing: IP address, device type, browser language, timezone, and any data you provide us (especially name and surname, date of birth, residence, email, phone number, interests, and other similar data).
We do not process special categories of personal data, please do not include them in the AI assistant.
Length of Processing: We process your personal data for 3.5 years from when they are entered into the AI assistant (when a query is made), unless the law requires a different obligatory processing period.
Cookie Settings
Within your website where you use an AI assistant, it's appropriate to correctly set up the cookie bar. That means informing what cookies you use on the given page and chatbot and how long you retain the obtained data. For this reason, it is necessary to have the cookie bar set up correctly and to educate users about cookies. For the correct setup, we as processors are not responsible, it is a collection of personal data by you as the controller, which we can subsequently process (based on the processing agreement concluded between us). We recommend using suitable tools that record individual user logs (like Cookiebot, Cookiefirst, or Cookie-Script).
In the course of our operations, we use LocalStorage/SessionStorage for storage. These are not typical cookies, but for user transparency, you can inform them about it. We store the following data:
Current conversation history (approximately the last 10 messages);
Conversation state/time;
List of URLs visited by the user on the given website;
User ID for system identification, which can be one of the following options:
Unique string of characters;
Randomly generated unique string of characters
Calculated using a hashing algorithm from a combination of the following information: IP address, device hardware information (processor, resolution, color depth, pixel depth, operating system, device name and type (computer, mobile, etc.), browser language, time zone
actual IP address;
Cookie Settings
For your websites where you use an AI assistant, it is advisable to properly set up the cookie banner. That is, inform about which cookies you use on the respective page and chatbot and how long you keep the obtained data. For this reason, it is necessary to have the cookie banner correctly set up and to educate users about cookies. We, as the processor, are not responsible for proper setup; it involves the collection of personal data by you as the controller, which we can subsequently process (based on the processing agreement concluded between us). We recommend using appropriate tools that record individual user logs (e.g., Cookiebot, Cookiefirst, or Cookie-Script).
In our activities, we use LocalStorage/SessionStorage for storage. These are not traditional cookies, but for user transparency, you can inform them about it. We store the following data:
History of the current conversation (approximately the last 10 messages);
Status/time of the conversation;
List of URLs visited on the given website by the user;
User ID for identification in the system, which can be one of the following variants:
Unique string of characters;
Randomly generated unique string of characters
Calculated using a hashing algorithm from a combination of the following information: IP address, hardware device information (processor, resolution, color depth, pixel depth, operating system, name and type of device (computer, mobile, etc.), browser language, time zone
the IP address itself;
AI Interaction Warning
As part of the advancing legislation, the AI Act (Artificial Intelligence Regulation) also comes into effect. It includes the obligation to ensure that users are transparently informed about interacting with AI before such interaction occurs. In the context of using a chatbot, users must always be warned about this prior to starting a conversation with AI. This must always be clearly and distinctly stated within the chatbot.
AI Interaction Notice
As part of the advancing legislation, the AI Act (Regulation on Artificial Intelligence) also comes into effect. Part of this is the obligation to ensure that the user is transparently informed about the interaction with AI beforehand. Therefore, when using a chatbot, it must always be pointed out in advance before the conversation with AI. This must always be clearly and distinctly stated in the chatbot.
Contact
You can schedule a short non-binding 30-minute online consultation with us via Google Meet or contact us by email or phone.
Company: HypeDigitaly LLC
ID Number: 17665655
Company Address: Ústí nad Labem Velká hradební 2800/54, 400 01, Czech Republic
Managers: Pavel Čermák, Miroslava Čermáková
Contact
You can schedule a short, non-binding 30-minute online consultation with us via Google Meet, or contact us by email or phone.
Company: HypeDigitaly LLC
ID: 17665655
Company headquarters: Ústí nad Labem Velká hradební 2800/54, 400 01, Czech Republic
Executives: Pavel Čermák, Miroslava Čermáková
Contact
You can schedule a short, non-binding 30-minute online consultation with us via Google Meet, or contact us via email or phone.
Company: HypeDigitaly LLC
ID No.: 17665655
Company Address: Ústí nad Labem Velká hradební 2800/54, 400 01, Czech Republic
Managing Directors: Pavel Čermák, Miroslava Čermáková