1. Data Protection at a Glance

This website processes personal data via contact forms, appointment bookings, and any functional cookies used (e.g., to provide appointment booking through Calendly). Details on the cookies and services used can be found in the sections below.

2. Hosting

This website is hosted by ALL-INKL.COM – Neue Medien Münnich, proprietor: René Münnich, Hauptstraße 68, D-02742 Friedersdorf, Germany.

As part of hosting, the host processes technical information such as IP addresses, browser type, operating system, and the date and time of access in log files. This serves to provide, operate, and secure the website on the basis of our legitimate interest in a secure and functional website (Art. 6(1)(f) GDPR). Log files are generally deleted automatically after 7 days.

3. Data Processing Service Providers

To process your inquiries and communicate with you, we use the following service providers, who process personal data on our behalf (data processors pursuant to Art. 28 GDPR):

Microsoft Corporation (One Microsoft Way, Redmond, WA 98052, USA):
Microsoft 365 (email, video meetings, scheduling, document management), Azure Cloud Services (cloud infrastructure), and Azure OpenAI Service (AI-assisted inquiry processing, see Section 5 for details). Processing takes place on EU servers (Germany). A data processing agreement is in place.

Amazon Web Services, Inc. (410 Terry Avenue North, Seattle, WA 98109, USA):
Cloud infrastructure and serverless data processing. Processing takes place on EU servers (Frankfurt). A data processing agreement is in place.

STRATO AG (Pascalstraße 10, 10587 Berlin, Germany):
Server hosting for our backend infrastructure (workflow automation via n8n, database, API backend). Processing takes place on German/EU servers. A data processing agreement is in place.

Calendly LLC (271 17th St NW, 10th Floor, Atlanta, GA 30363, USA):
Online appointment booking to schedule appointments with us. Processing takes place on US servers. By using Calendly, you grant your consent directly to Calendly. Further details on appointment booking and data processing by Calendly can be found in Section 6 (Scheduling Appointments).

Zoho Corporation (4141 Hacienda Drive, Pleasanton, CA 94588, USA):
Zoho CRM for managing customer inquiries and relationships (lead and contact management). The data you provide as part of an appointment booking or inquiry (name, email address, phone number, inquiry content) is automatically transferred to our CRM system. A data processing agreement is in place.

For service providers outside the EU, data transfer takes place on the basis of EU Standard Contractual Clauses (SCC), the EU-US Data Privacy Framework, or other safeguards recognized by the European Commission pursuant to Art. 44 et seq. GDPR.

Changes: We reserve the right to update this list in the event of changes to our technical infrastructure. The current version of this privacy policy can always be found on our website.

4. Contact Options

You can contact us through various channels:

Contact form: We provide an online form on our pages. The form requires your first and last name, email address, and phone number as mandatory fields, as well as your area of interest (selected via a dropdown menu), plus some optional information. Providing the mandatory fields is required to process your inquiry. Without this information, we cannot process your request. Processing takes place on the basis of your consent (Art. 6(1)(a) GDPR) and to take steps prior to entering into a contract (Art. 6(1)(b) GDPR).

Email: You can also contact us by email at any time. When contacting us by email, we process your email address, the content of the message, and metadata such as the date and time. Processing takes place on the basis of our legitimate interest in responding to inquiries (Art. 6(1)(f) GDPR) or to take steps prior to entering into a contract (Art. 6(1)(b) GDPR).

Phone: You can also reach us by phone at the number provided in the legal notice. When you contact us by phone, we process the information you provide in order to handle your inquiry. Processing takes place on the basis of our legitimate interest (Art. 6(1)(f) GDPR) or to take steps prior to entering into a contract (Art. 6(1)(b) GDPR). When AI-powered voice assistants are used in our phone system, we obtain your explicit consent (Art. 6(1)(a) GDPR).

We process the data entered or communicated via the form, email, or phone exclusively for the purpose of responding to your inquiry or the requested contact with you, and the associated technical administration. Contacting us is always voluntary.

The data is transmitted via a secure connection to our workflow management systems and processed there. Processing takes place exclusively on servers within the EU (Germany). Data processing agreements (DPAs) pursuant to Art. 28 GDPR are in place with all service providers used.

After processing your inquiry, we delete the data relating to your contact request, provided no further business relationship is established, no later than 24 months after the last contact. Statutory retention periods may take precedence over this storage duration, e.g., if your inquiry relates to a contract, warranty, or guarantee matter. In this case, we retain your inquiry beyond that period solely for the purpose of fulfilling statutory retention obligations (Art. 6(1)(c) GDPR). In that case, we delete your data no later than the expiry of the statutory retention period (Section 147(3) of the German Fiscal Code, AO), i.e., after 10 years, beginning with the conclusion of the contract.

5. Use of AI Technology (Cross-Channel)

Important note: The following information on the use of AI technology applies to ALL communication channels with us (contact form, email, phone) — regardless of which channel you use to contact us.

Scope of AI use: As a specialized agency for AI-powered workflows, we make extensive use of AI systems in our communication and customer support. This includes the automated analysis, classification, and processing of inquiries across all communication channels (contact form, email, phone including AI-powered voice assistants), the use of intelligent assistance systems to provide information, and the provision of demo and test systems to showcase our solutions.

AI services used: For the AI-assisted processing of your inquiries, we use AI services from Amazon Web Services, Inc., Microsoft Corporation (Azure OpenAI Service), Google Cloud Services, and IONOS, depending on the system component in use. Processing takes place exclusively on servers within the European Union. Data processing agreements (DPAs) pursuant to Art. 28 GDPR are in place with all providers.

Data processed by AI: The AI systems analyze and process the content of your message or conversation (including any personal information it contains, such as names or contact details, if you provide them), your stated area of interest, and any optional availability information you provide for scheduling.

No use for AI training: Your data is used exclusively to process your specific inquiry. Your data is NOT used to train or improve AI models. Azure OpenAI Service does not store your inquiry data for training purposes.

Purposes of AI use: The use of these AI technologies serves several purposes: (1) faster and more accurate processing of your inquiry, (2) quality assurance of our internal workflows, (3) practical demonstration of the capabilities of the technologies we offer our clients, (4) quality assurance and availability monitoring of our systems, and (5) provision of innovative services.

Legal basis for AI processing: The processing of your data using AI is based on different legal grounds depending on the communication channel: for the contact form, on the basis of your consent (Art. 6(1)(a) GDPR) given via the corresponding checkbox; for email contact, on the basis of our legitimate interest in efficient business operations (Art. 6(1)(f) GDPR); for phone contact using AI voice assistants, on the basis of your consent (Art. 6(1)(a) GDPR), which we obtain before the conversation begins.

As a provider of automation services and software engineering services with integrated AI systems, the productive use of AI technology is essential to our business operations, product development, and credibility with our clients.

Alternative contact option without AI use: If you would prefer your inquiry to be processed without the use of AI technology, please contact us at: request@intelligent-workflows.com. Please note that response times for this contact option may be considerably longer, as no AI technology is used, although automated processes may still apply. If you are not interested in our services but are seeking partnerships, wish to sell us something, or otherwise need to contact us, please use the office@intelligent-workflows.com address listed in the legal notice.

6. Scheduling Appointments

We use various digital scheduling tools to arrange appointments with our clients. Depending on the situation and after prior qualification of your inquiry, we may send you a link to an online appointment booking system (e.g., Calendly or Microsoft Teams) or invite you to a direct appointment proposal by email.

When using Calendly, your name, email address, the selected appointment time, and any other information you voluntarily provide are transmitted to Calendly LLC (271 17th St NW, 10th Floor, Atlanta, GA 30363, USA). Technical data such as your IP address, browser, and device information is also collected. This processing takes place to enable appointment scheduling, on the basis of pre-contractual measures (Art. 6(1)(b) GDPR) and on the basis of the explicit consent to the privacy policy given in the booking form (Art. 6(1)(a) GDPR).

Calendly also processes data in the USA. Calendly is certified under the EU-US Data Privacy Framework and uses Standard Contractual Clauses (SCC) to safeguard data transfers. Data is stored by Calendly in accordance with its own privacy policy. Further information is available at calendly.com/privacy.

Data collected as part of a Calendly appointment booking, or its further processing in our CRM system, is stored for the duration of an existing business relationship. If no business relationship is established, we delete this data no later than 24 months after the last contact, unless statutory retention obligations require otherwise.

When using Microsoft Teams, appointment scheduling takes place via Microsoft 365. Microsoft is GDPR-compliant and uses Standard Contractual Clauses (SCC) for data processing. A data processing agreement (DPA) is in place with Microsoft.

The use of these online appointment booking tools is optional and only takes place at our invitation. You can also arrange an appointment by email or phone at any time.

7. Your Rights

You have the right to access the personal data concerning you, as well as the right to rectification, erasure, and restriction of processing of that data. You also have the right to data portability and may object to the processing of your data. Consent you have given may be withdrawn at any time with effect for the future. In addition, you have the right to lodge a complaint with a data protection supervisory authority regarding the processing of your personal data.

To exercise these rights, please contact us using the contact details provided in the legal notice.

Note: Implementation of an automated deletion process for inquiry data is currently in preparation.

8. Contact for Data Protection Questions

If you have any questions about data protection, please contact us using the contact details provided in the legal notice.