Privacy Policy for the App PaperChill

If you are looking for the website's privacy policy you can find it here: www.paperchill.com/en/impressum.

This is the English translation of the German original. In case of doubt, the original prevails.

Data protection information for this website can be found here: www.paperchill.com/impressum.

1. general information

(1) We provide you with our Paperchill app, which you can download to your device.

In the following, we inform you about the processing of your personal data when using our app. Personal data is all data that can be related to you personally, e.g. name, address or email address.

(2) The controller pursuant to Art. 4 No. 7 of the EU General Data Protection Regulation (GDPR) is Knowlix GmbH, represented by its Managing Director Mr.

Peter Meier, Bahnhofstr. 17, 82327 Tutzing, Germany, e-mail:

support@paperchill.com, website: www.paperchill.com. If you have any questions about data protection, please contact us by e-mail or post. You can reach us at the above e-mail address or at our postal address with the addition "Data protection"

2. processing of personal data when contacting us

If you contact us, we will store the data you provide (your e-mail address or postal address, your name and other contact details if applicable) in order to answer your questions and conduct any further correspondence required. We will delete the data collected in this context as soon as your request has been finally processed. This is the case when it can be assumed that your request has been dealt with in full. If there are statutory retention periods, the data will remain stored, but we will restrict the processing. The legal basis for this processing of your personal data is either Art.

6 para. 1 lit. b GDPR or Art. 6 para. 1 lit. f GDPR, depending on the type of contact.

3. processing of personal data when using our app

When you download the app, the required information is transmitted to the app store, in particular your user name, email address and customer number of your account, time of download, payment information and the individual device identification number. The app store also collects various data independently and provides you with analysis results. We have no influence on this data processing and are not responsible for it. We only process the data to the extent necessary to download the mobile app to your mobile device. We also process any in-app purchases via the Apple Appstore. In this respect, we only receive the information that a payment has been made for the app on the end device linked to the corresponding Apple ID. We do not receive any further information regarding payment processing, such as your bank details.
The functions scanning, local data import, classifying documents, signing and full text search for documents and filtering by tags can be used locally and without access to the Internet. When using these functions locally, no personal data is collected by us or forwarded to us from your end device.

(2a) For the voluntary and optional use of the "Assistant" function, an Al model is used which, due to its size, can only be operated in a cloud backend. To protect the cloud backend from attackers or misuse, a login (Sign in with Apple) is required. For authentication, your email (can also be anonymized via Apple) is stored in encrypted form in the cloud backend. The processing of the above data is necessary for the implementation of the "Assistant" function offered and is therefore carried out on the basis of Art. 6 para. 1 lit. b GDPR. In addition, we record the number of requests made to the cloud backend and the number of document pages processed by individual users in the cloud backend in order to prevent misuse of the function and to comply with the limitations set out in the terms of use. The legal basis for this is our legitimate interest pursuant to Art. 6 para. 1 lit. f GDPR.

Any data transfer to us only takes place if you have explicitly decided to use the "Assistant" and have registered in the app. If you do not register to use the "Assistant", your personal data will not be collected by us and will not be forwarded to us from your device.
(2b) The "Assistant" makes it easier to search for documents. To do this, a description of the documents being searched for (for example, "travel expenses last week") is sent to the PaperChill backend. The Al model translates the description into a database query. The client app executes the database query on your device. No documents are processed in the cloud during this use. The query can be saved for product improvement and for training our models. Statistics on the frequency of queries help us to understand as quickly as possible what type of search queries are requested by customers and help us to develop the right functions for customers. After the database query has been executed on your device and the corresponding documents have been displayed, you have the option of rating the result (thumbs up or thumbs down). If thumbs up or thumbs down are pressed voluntarily, the feedback is saved for training purposes. You have the option of having stored personal data deleted. There is a corresponding button in the app for this purpose. Knowlix GmbH can also anonymize your data and separate it from your identity (login). In this case, Knowlix can process the anonymized data for training purposes in the longer term.
2c) The "assistant" is also able to solve more complex tasks (for example, creating a travel expense report). To do this, it needs access to the selected documents (from step 2b). Not all documents are processed in the cloud, but only those that are required for the task in question. Before the documents are sent to the Paper Chill backend, you as the customer are asked by default whether you want to agree to this. You can deactivate this request by clicking on "Always, yes". It can be reactivated at any time in the settings. The transfer will only take place if you agree. Your documents will then be processed by a Al model, which is operated in the European Union (by default in Germany). The data may be stored for training purposes. Under no circumstances will the data be used for purposes other than to fulfill the functions of the app or for training purposes. It will not be shared with third parties. You have the option of having stored personal data deleted. There is a corresponding button in the app for this purpose. Knowlix GmbH can also anonymize your data and separate it from your identity (login). In this case, Knowlix can process the anonymized data for longer-term training purposes. The legal basis for data processing within the meaning of 2c is Art. 6 para. 1 lit. b GDPR, provided that you have voluntarily decided to use the extended functionalities of the "Assistant". In this respect, data processing is necessary for the performance of these functions. The processing of your personal data for training purposes also constitutes a legitimate interest for us pursuant to Art. 6 para. 1 lit. f GDPR.

3. To enable the transfer of documents to the app, you either have the option of scanning them in or transferring them to the app from a document stock already in the media library of your end device or in your personal cloud (e.g. iCloud) or granting the app access to your respective media library. In this case, the app requires access to your camera or your media library or a connection to your iCloud. You can make or change these settings when configuring the app for the first time or at any later time. The app only checks locally on your end device whether the files you have granted access to are documents. We do not gain any knowledge of your data and documents that are located in your media library or your cloud. We expressly point out that we have no influence on any transfers of data and documents stored in your iCloud or your media library to Apple and thus to countries outside the European Union (EU) or the European Economic Area (EEA). Whether you allow this depends on the privacy and data protection settings you have made on your device.

4. If you use the optional e-mail module, data will also be exchanged with Microsoft or Google for the purpose of authentication. No content data is transmitted to Google or Microsoft in this process. Only the data processing required for the authentication process takes place. The emails are processed by your device. You can use the e-mail module without logging in to the assistant. With the exception of case 2c, if you have granted the corresponding access, Knowlix GmbH has no knowledge of your mailbox data.

5. The legal basis for the processing of your personal data in connection with the use of the app is Art. 6 para. 1 lit. b GDPR.

6. PaperChill is free of advertising. However, we place advertisements on the Internet to promote PaperChill. We use the Adjust SDK to measure the effectiveness of such advertisements that we place for PaperChill on the Internet. We have deliberately switched off all mechanisms for tracking individual persons and collecting personal data. We only receive general statistical usage data via Apple's SkAdNetwork mechanism. We therefore only receive information about the effectiveness of individual advertising campaigns, but not about the usage behavior of individual persons identifiable by us.

4. processing of personal data for error analysis

If you report errors via the app, we may ask you to provide us with selected documents for error analysis in order to improve the functionality of the app. If you give us your consent, the selected documents will be transferred to one of our servers and analyzed there.
As part of the error analysis, we anonymize all personal data contained in your documents immediately after receipt of the respective documents. Therefore, please always check carefully whether you really want to make the documents available to us, as we can no longer assign the documents to your person once they have been anonymized.
The data provided as part of the error analysis is processed exclusively on servers in Germany. These are operated by AWS in Frankfurt am Main. The necessary data protection documents have been concluded with AWS.
The provision of documents for error analysis "is voluntary. If you decide against it, this has no influence on the scope of use of the app and you will not experience any disadvantages. However, the provision of documents for error analysis is not associated with any benefits, consideration or other advantages.
The legal basis for the processing of your personal data resulting from the error analysis is your consent pursuant to Art. 6 para. 1 lit. a GDPR, which you can revoke in principle with effect for the future.

5. Your Rights

(1) You have the following rights vis-a-vis us with regard to your personal data:

Right to information: You have the right to receive information about personal data concerning you within the scope of Art. 15 GDPR. Right to rectification: Insofar as personal data concerning you is incorrect, you have the right under Art. 16 GDPR to demand that we correct it immediately.
Right to erasure: Under the conditions set out in Art. 17 GDPR, you have the right to request the erasure of personal data concerning you. In particular, you have the right to erasure if the data in question is no longer necessary for the purposes of collection or processing, if the data retention period has expired, if there is an objection or unlawful processing.
Right to restriction of processing: In accordance with Art. 18 GDPR, you have the right to demand that we restrict the processing of your personal data. In particular, you have the right to restriction of processing if the accuracy of the personal data is disputed between you and us; in this case, you have this right for a period of time necessary to verity the accuracy of the data. The same applies if the successful exercise of a right to object is still disputed between you and us. You also have this right in particular if you have a right to erasure and you request restricted processing instead of erasure. Right to data portability: In accordance with Art. 20 GDPR, you have the right to receive from us the personal data concerning you that you have provided to us in a structured, commonly used and machine-readable format. Right to withdraw consent: If we process your personal data on the basis of your consent, you have the right to withdraw your consent to us at any time in accordance with Art. 7 (3) GDPR. As a result, we may no longer carry out the data processing that was based on this consent in the future. However, the withdrawal of consent does not affect the lawfulness of the processing up to the time of withdrawal. We would also like to point out once again that we anonymize all documents that you provide to us for error analysis as soon as we receive them. It is then no longer possible to identify you personally, so that documents cannot be found and deleted in the event of withdrawal.
Right to object to data processing: Under the conditions of Art. 21 GDPR, you have the right to object at any time to the processing of personal data concerning you. We will stop processing your personal data unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or if the processing serves the establishment, exercise or defense of legal claims.

To assert these rights, you must submit a request either by e-mail or by post to the address given above.

(2) In accordance with Art. 77 GDPR, you also have the right to complain to a data protection supervisory authority about the processing of your personal data by us.

The data protection supervisory authority responsible for us is

Bavarian State Office for Data Protection Supervision (BayLDA)

Promenade 18

91522 Ansbach

Phone: +49 (0) 981 180093-0

Fax: +49 (0) 981 180093-800

E-mail: poststelle@lda.bayern.de

6. amendment of the data protection information

(1) In the context of the further development of data protection law as well as technological or organizational changes, our data protection information is regularly reviewed for the need for adjustments or additions. You will be informed of any changes.

(2) This data protection notice is valid as of August 2024.