Last updated: October 31, 2023
This Privacy Policy describes our policies and procedures on the collection, use, and disclosure of your information when you use the Kodex AI Website and tells you about your privacy rights and how the law protects you.
1. Scope of Application
1.1 This privacy policy applies to the use of the website offered by Kodex AI GmbH, which you can reach at www.kodex-ai.com (hereinafter referred to as “Kodex AI Website”). This privacy policy does not apply to the websites of other service providers to which the Kodex AI website links.
1.2 The controller within the meaning of the EU General Data Protection Regulation (GDPR):
Kodex AI GmbH
Herrnhuter Weg 13, 12043, Berlin, Germany
privacy@kodex-ai.com
www.kodex-ai.com
2. Personal Data
Personal data is all information relating to an identified or identifiable natural person. The basic personal data is your name. In addition, your gender, date of birth, address, occupation, e-mail address, and IP address are also considered personal data. Non-personal data, on the other hand, is data with which the determination of your actual identity is impossible or at least requires considerable effort. This includes, for example, the aforementioned information if we receive it anonymously and therefore cannot assign it to any natural person.
3. Provision of Personal Data
3.1 For the use of the Kodex AI Website, the provision of personal data is neither required by law nor by contract and is also not required for the conclusion of a contract. You are not obliged to provide any personal data about yourself. However, you will not be able to visit the Kodex AI Website without the transmission of the IP address you are using.
3.2 In order to use interactive functions of the Kodex AI Website (e.g. contacting us directly, receiving marketing communication, getting access to our software) additional data must be provided or collected as described in the relevant sections of this privacy policy. If you do not provide us with this information, you cannot use those interactive functions of the Kodex AI Website.
4. Processing of Personal Data
4.1 We only process personal data if you voluntarily provide it to us and this is permitted by law or if you have given your consent. We use the personal data provided by you exclusively for the purposes stated in this privacy policy or expressly agreed with you.
4.2 We contracted various service providers to support us in the provision, operation, and maintenance of our IT systems, including the Kodex AI Website. These include, for example, hardware, web services and software suppliers, hosting providers, or data centers. When such service providers work for us, they may be given access to your personal data as recipients. However, these service providers are then contractually obliged to comply with data protection by means of a so-called order processing agreement; the statutory provisions on data protection also apply to our service providers.
4.3 Your personal data will not be passed on, sold, or otherwise transferred to third parties. Anything to the contrary shall only apply if this is necessary for the execution of the notified or agreed purposes and is permitted under applicable data protection law without consent, if you have expressly given your consent, or if we are legally obliged to do so. Section 4.2 remains unaffected and applies independently of this section 4.3.
4.4 The personal data provided by you on the Kodex AI Website or collected by us will not be used for automated decision-making.
5. Kodex AI Marketing Communications
5.1 To receive Kodex AI marketing communication like our newsletter, whitepapers, and other information about our products, services, and promotions, we need your e-mail address. When you register to receive the Kodex AI marketing communication, your e-mail address and your IP address, as well as the date and time of your registration will be stored in order to provide proof in the event of misuse of the e-mail address used.
After your registration, you will receive an e-mail from us with a link to confirm your registration. Your subscription for our Kodex AI marketing communication will only be activated by us once you have clicked on the confirmation link in this e-mail and your confirmation has been received by us (so-called double opt-in procedure). With this confirmation, you also declare that you are the owner of the e-mail address you provided and that you wish to receive the Kodex AI marketing communication from us by e-mail. If we do not receive your confirmation within twenty-four hours, your registration will be automatically deleted from our database.
5.2 The legal basis for this is your consent and our legitimate interest in protecting us from misuse and sending Kodex AI marketing communication to interested parties (Art. 6 para. 1 lit. a and f GDPR).
5.3 As long as we have received the email address and any other personal data, that you voluntarily have sent us in the context of your registration for the Kodex AI marketing communication only, we will not use the personal data for any purpose other than your subscription to the Kodex AI marketing communication. Apart from cases in which we are legally obliged to do so, we will not pass on your registration data to third parties in this case.
5.4 You can withdraw your consent to receive the Kodex AI marketing communication and to process your personal data for this purpose at any time in the future and unsubscribe from receiving the Kodex AI marketing communication by e-mail at any time via the unsubscribe link provided in each of these e-mails. Cancellation is also possible in writing (for contact details, see section 20.1) and by e-mail to privacy@kodex-ai.com. After you unsubscribe, your e-mail address will be removed from our e-mail distribution list for the Kodex AI marketing communication. Your e-mail address will then be stored for as long and as far as we are obliged to do so within the framework of the statutory retention obligations or we still need your personal data to carry out or process an existing contractual relationship or for purposes of proof. We would like to point out that the withdrawal of your consent does not affect the lawfulness of processing based on consent before your withdrawal.
6. Contact Form
6.1 If you contact us via our contact form, we process your message with your given contact data for the purposes of the contact form you sent and for contacting you (e.g. to schedule a meeting for a product demo). If you use our contact form, you can contemporaneously register for the receipt of Kodex AI marketing communication. If you register, section 5 applies in addition.
6.2 Our legitimate interest in being able to contact users of the Kodex AI Website electronically constitutes the legal basis for processing (Art. 6 para. 1 lit. f GDPR).
6.3 We will only process the data you submit via the contact form in order to contact you. As long as we have received your contact data, which you provide via the contact form, only for this purpose, we will not use this personal data for any other purposes. Apart from cases in which we are legally obliged to do so, we will not pass on your contact data to third parties in this case.
6.4 Nine (9) months after sending the reply, we will delete the data you have transmitted via the contact form unless we are legally obliged to keep it for a longer period of time or we still need your personal data for the implementation or processing of an existing contractual relationship or for verification purposes. In such a case, we will delete the relevant data after the legal retention period has expired or as soon as we no longer require the data for the implementation or processing of an existing contractual relationship or for verification purposes.
7. Revocation of Consent
7.1 You have the possibility to revoke your consent to the processing of your personal data for the future at any time within the scope of the legal regulations. To do so, please contact the office mentioned in section 20.1 below.
7.2 We would like to point out that the processing of your personal data, which we have carried out on the basis of your consent until your withdrawal, is not affected by the withdrawal and remains legal.
8. Right of Access, Rectification, Cancellation, Limitation of Processing, Opposition and Transferability of Data
Within the framework of legal provisions, you have the right to obtain information from us about your personal data processed by us, as well as the right to correct, delete, restrict processing, object to processing, and to data transferability. The exact conditions under which you are entitled to the aforementioned rights can be found in Articles 15 to 21 GDPR and Sections 34, 35 and 37 of the Federal Data Protection Act (BDSG). If you wish to exercise one or more of the aforementioned rights, please contact the person listed in Section 13.
Separately, we draw your attention to your right of objection pursuant to Art. 21 GDPR. Accordingly, you have the right to object, on grounds relating to your particular situation, at any time to the processing of personal data concerning you which is based on Art. 6 para. 1 sentence 1 lit. f GDPR (data processing based on a weighing of interests). This also applies to profiling based on this provision within the meaning of Art. 4 No. 4 GDPR. If you lodge an objection, we will no longer process your data unless we demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms or for the establishment, exercise or defense of legal claims.
9. Right of Appeal
Within the framework of the legal provisions, you have the right to contact a supervisory authority with complaints regarding data protection. The Berlin Commissioner for Data Protection and Freedom of Information is responsible for us. You can reach them together with the supervisory authority via the website www.datenschutz-berlin.de
10. How We Use Cookies
10.1 We use cookies and similar technologies to allow our Kodex AI Website to work, understand website traffic, and help us to analyze how and when you visit and use the web, improve our products and services, and to tailor our communications to you. There are different types of cookies used for different purposes. Also, the types of collected personal data and lawful basis vary, depending on the category of used cookies.
Strictly necessary (always active)
Strictly necessary cookies are important for Kodex AI Website to function properly and provide you with some of the features. The use of these cookies does not require your consent and they are automatically installed on your devices each time you access our website. This type of automatic collection and storage of information is done through so-called server log files, which your browser automatically transmits when you visit websites or website-based services.
We install personal data collected by the essential cookies based on our legitimate interests to ensure functionality and security of Kodex AI Website.
Marketing
These cookies are used to collect information about how you use Kodex AI Website to be able to tailor and target advertising and communications based on your interests and behavior on our website, to learn about the efficiency of online marketing measures, for lead generation, to optimize our online reach and track online marketing campaigns. If you do not allow these cookies, you will experience less tailored advertising.
These types of cookies identify your browser and internet device. Marketing cookies connect our website to third-party platforms of our online marketing partners enabling us to track the success of our online marketing activities, link a page visit, or signup, and to personalize advertising displayed on third-party platforms. More information on third-party cookies may be found below under the headline 'Third party cookies'.
We install marketing cookies only based on your consent. Please see below how to review and manage your consents.
Analytics
Analytics cookies collect data regarding how the Kodex AI Website is used, for example, which pages have been visited, which keywords have been used and which links have been clicked. The purpose of this processing is to provide, improve and optimize Kodex AI Website. Analytics cookies connect our website to third-party platforms to help us track the usage across Kodex AI Website and in connection with third-party platforms.
10.2 As soon as you visit the Kodex AI website, you will be informed about the use of third-party cookies. Subject to your consent we use cookie-based third-party technologies to track the use of our services and for marketing efforts. Please note that our Privacy Policy only provide for the use of cookies for purposes of Kodex AI Website and does thus not cover third-party usage.
Our third-party partners (such as Webflow and Google) may also use cookies, web beacons, pixel tags or similar technologies to collect or receive information from websites, including our website, and elsewhere on the Internet and use that information to provide measurement services and target advertising (for example based upon your browsing activities and interests) for their own purposes. Our website allows, subject to your consent, tracking by the following third parties:
- Google LLC (Google Webfonts, Google Tag Manager, Firebase, and Google Analytics)
- Webflow, Inc.
- Hubspot, Inc.
- Hotjar Ltd
11. Changes to the Privacy Policy
We may, in our sole discretion, modify or update this Policy from time to time. If we make any material changes to this Policy, we will endeavor to notify you by e-mail or by posting a prominent notice on the Kodex AI Website prior to the change becoming effective. We encourage you to periodically review this page for the latest information on our privacy practices. Your continued use of the Kodex AI Website constitutes your acceptance of such changes to this Policy.
12 Use of Social Media Links
We currently display social media link(s) from the following social networks:
• LinkedIn, www.linkedin.com
Each of them is a link to our company's appearance on the corresponding social network; the link contains no further functions (unlike, for example, the Like button of Facebook). If you click on a social media link on Kodex AI website, only the corresponding linked web page opens.
13 Data Protection Contact Details
If you wish to assert your data protection rights, or have questions about this privacy policy or our data protection behavior on Kodex AI Website, please contact: privacy@kodex-ai.com.