Data protection information for AI assistance

pursuant to Art. 13 and 14 of the General Data Protection Regulation (GDPR)

For reasons of better readability only, the simultaneous use of the language forms male, female and diverse (m/f/d) is dispensed with. All personal designations apply equally to all genders.

Preliminary remark

With this data protection information, we, e-mobilio GmbH (hereinafter also referred to as "e-mobilio", "we" or "us"), inform the users of our chatbot in the form of the AI assistant "Emma" in the employee portal about the processing of their personal data and the rights to which they are entitled as data subjects under the data protection regulations.

e-mobilio enables you to communicate with the AI assistant Emma via the AI chatbot product "DocsBot" from Ugly Robot, LLC, 651 N Broad St. Suite 206 Middletown, DE 19709, United States of America. The AI assistant is for informational purposes only and provides general advice based on the information available to her. She can answer your questions about e-mobility and the e-mobilio employee portal and help you navigate the new world of e-mobility.

The answers provided are not to be understood as professional advice and do not replace the advice of a qualified e-mobilio expert. Users should therefore consider the answers critically and consult the e-mobilio experts if necessary. The use of the AI assistant is at the user's own risk and e-mobilio accepts no responsibility for any damage or losses that may arise from its use. It is recommended that decisions are always made with appropriate care and with the involvement of suitable experts.

The data subjects of the data processing activities described here and the addressees of this data protection information are, in particular, the users of the employee portal with regard to the processing of personal data. Use of the chatbot service is voluntary. You can also contact an e-mobilio employee at any time in the conventional manner (e.g. by post, e-mail, telephone) to clarify the questions and topics addressed there.

Only natural persons over the age of 16 are permitted to use the chatbot. Personal data that e-mobilio processes on behalf of a controller is not part of this data protection information.

1. Who is responsible for the processing of your personal data and who can you contact?

The person responsible for data processing is

Name: e-mobilio GmbH

Address: Gisela-Stein-Str. 21, 81671 Munich

Phone: +49 89 2555556 0

E-Mail: info@e-mobilio.de

Managing directors: Ralph Missy, Denis Reichel

You can reach our external data protection officer at

Name: Lutz Mönig, i. H. Pohl Consulting Team GmbH

Address: Mengeringhäuser Str. 15, 34454 Bad Arolsen

Phone: +49 5691 8900 501

E-mail: datenschutz@e-mobilio.de

2. What data do we use and how do we collect it?

We mainly process the data that you enter in the text input mask when using the chatbot - i.e. during the chat with the AI assistant Emma. You yourself decide what information you make available to Emma. Emma will never ask for or request personal data on her own initiative. Furthermore, she will not provide any personal data that is not publicly available on our website.

The data will not be passed on to third parties or otherwise analyzed unless there is a legal obligation to do so (Art. 6 para. 1 lit. e) GDPR). This data is also not merged with other data sources.

3. For what purposes and on what legal basis do we process your data through the AI assistant Emma?

We process personal data in compliance with data protection laws, in particular the General Data Protection Regulation (GDPR) and the Federal Data Protection Act (BDSG).

a) On the basis of consent (Art. 6 para. 1 lit. a) GDPR)

If you have given us your consent to process personal data for the purposes described here, the lawfulness of this processing is based on your consent. Consent given can be revoked at any time with effect for the future. Please note that the revocation is only effective for the future. A declared revocation does not affect the legality of the processing carried out up to the declaration of revocation.

Any consent given is stored in local storage and can be revoked at any time by deleting the browser cache. However, the chatbot can no longer be used if consent is withdrawn, as the data processing is necessary for the functioning of the service.

It is possible that we may wish to collect further data from you at a later date or use it in another way. Should this occur, we will ask for your consent in accordance with Art. 6 para. 1 lit. a in conjunction with Art. 7 GDPR and inform you accordingly. If you give us this consent, it can be revoked informally at any time.

b) As part of the balancing of interests (Art. 6 para. 1 lit. f) GDPR)

Where necessary, we process your personal data on the basis of a balancing of interests, according to which processing is permissible if it is necessary to safeguard the legitimate interests of us or third parties and does not outweigh the interests or fundamental rights and freedoms of the data subject that require the protection of personal data. This applies in particular to our interest in a modern and easily accessible information and interaction option.

4. How does the AI assistant Emma work?

Emma is an AI from e-mobilio that can help you in various ways. For example, she can:

Answer questions
Generate texts
Translate languages
Create creative content

Our system uses state-of-the-art technology to provide you with the most relevant information on the subject of e-mobility. Below we briefly explain how it works:

Capturing and processing documents
First, all documents on which our AI Emma is based are converted into vectors. These vectors are mathematical representations of the content of the documents and allow us to store and search them efficiently.
Storage in a vector database
The vectors of the documents are stored in a vector database, which functions like a huge library of information.
Answering user queries
When a user enters a question, this is also converted into a vector. This vector is then compared with the vectors in the database to find the information that best matches the query.
Generating answers
The most relevant information is then used as context together with the original question to generate an answer in Markdown format. Markdown is a simple markup language that allows us to format text and add links.
Output of the answer
The answer is finally converted to HTML and displayed to the user.
To summarize, our AI Emma is based on a combination of vector technology and OpenAI's ChatGPT API. This allows us to provide you with the information you need quickly and efficiently.

5. How is data stored and secured by the AI assistant Emma?

5.1 Storage duration

If the data processing is carried out in the legitimate interest of us or a third party, the personal data will be deleted as soon as this interest no longer exists and provided that there are no storage and documentation obligations to the contrary.

Personal data collected on the basis of consent will be processed until consent is withdrawn. The withdrawal of consent does not affect the lawfulness of the data processed until the withdrawal.

In order to improve the quality of the chatbot and the user experience, the chat logs and the data collected during your conversation with the AI assistant Emma are stored by e-mobilio for 30 days. By using the chatbot, you agree that the data transmitted when using the chatbot service may be used by e-mobilio to answer your questions and to improve the response behavior of the chatbot. If you wish to provide feedback on Emma's response, this will be evaluated to improve quality and troubleshoot errors and deleted after 30 days.

5.2 Cookies

Session cookies are used so that you can use the chatbot. Session cookies are small units of information that a provider stores in the working memory of the visitor's computer. A randomly generated unique identification number, a so-called session ID, is stored in a session cookie. A cookie also contains information about its origin and the storage period. These cookies cannot store any other data. The session cookies are only stored for the duration of the current visit to our employee portal. They are deleted when you have finished using our online offering and close the browser.

5.3 Security

Your data is transmitted securely using SSL encryption (transport encryption). There is no end-to-end encryption (content data encryption). Access to the chatbot's systems is protected by firewalls that prevent unauthorized access from outside.

6. Who has access to your data and where is it transmitted to?

6.1 Recipients / transfer of data

Personal data that is processed in connection with the use of the chatbot or the AI assistant Emma is generally not passed on to third parties.

Within our company, only those persons who program and manage the chatbot have access to your data.

Otherwise, the provider of the chatbot necessarily receives knowledge of the above-mentioned data, insofar as this is provided for in our order processing contract with the provider of the chatbot.

6.2 Data processing outside the European Union

The AI assistant Emma or the chatbot is a service provided by a provider from the USA (Ugly Robot, LLC). Personal data is therefore also processed in a third country. We have concluded an order processing contract with the provider of the chatbot that meets the requirements of Art. 28 GDPR.

An adequate level of data protection is ensured by measures and guarantees in accordance with Art. 44 - 50 GDPR.

7. Where does the AI assistant Emma get her information from?

In addition to a large number of e-mobilio's own document sources, Emma uses the content of the following websites of e-mobilio or its subsidiaries:

Emma also uses the following external source:

Electromobility - the basics of a progressive technology

8. What conditions apply to the use of the AI assistant Emma?

By using the chatbot and thus the AI assistant Emma, you agree that:

You will use Emma responsibly and only for lawful purposes.
you will not use Emma to create illegal, harmful or discriminatory content
You are aware that Emma is an AI and not a human. She therefore cannot understand and answer all questions. She may also make mistakes.
Understand that Emma is still under development. She is constantly being improved, but she may not always work perfectly.
You indemnify e-mobilio against any claims arising from the use of Emma.
Emma stores and processes your data in accordance with this data protection information.

You can revoke your consent at any time. If you have any questions, please contact us: emma@e-mobilio.de

9. What rights do you have?

Every data subject has the right of access under Art. 15 GDPR, the right to rectification under Art. 16 GDPR, the right to erasure under Art. 17 GDPR, the right to restriction of processing under Art. 18 GDPR, the right to notification under Art. 19 GDPR and the right to data portability under Art. 20 GDPR.

In addition, you have the right to lodge a complaint with a data protection supervisory authority in accordance with Art. 77 GDPR if you believe that your personal data is being processed unlawfully. The right to lodge a complaint is without prejudice to any other administrative or judicial remedy. The data protection supervisory authority responsible for us is the Bavarian State Office for Data Protection Supervision (BayLDA), P.O. Box 1349, 91504 Ansbach, telephone +49 (0) 981 180093-0.

If your personal data is processed on the basis of your consent, you are entitled under Art. 7 GDPR to revoke your consent at any time and without giving reasons for the future. This does not apply to processing that took place before you withdrew your consent.

Insofar as your personal data is processed in accordance with Art. 6 para. 1 sentence 1 lit. f) GDPR to safeguard legitimate interests, you also have the right to object to the processing of this personal data at any time in accordance with Art. 21 GDPR for reasons arising from your particular situation. We will then no longer process this personal data unless there are compelling legitimate grounds for the processing. These must outweigh your interests, rights and freedoms, or the processing must serve the assertion, exercise or defense of legal claims.

To assert your rights or if you have further questions about data processing, you can contact our data protection officer using the contact details provided in section 1 of this data protection information.

10. Is there an obligation to provide data?

The provision of your personal data when using the chatbot in the form of the AI assistant Emma is neither legally nor contractually required, nor are you obliged to provide this data.

11. Does automated decision-making or profiling take place?

No automated decision-making pursuant to Art. 22 GDPR takes place when using the chatbot. We also do not use profiling.

If we use these procedures in individual cases, we will inform you separately about this and about your rights in this regard, insofar as this is required by law.

12. Changes to this data protection information

e-mobilio reserves the right to change this data protection information at any time.