Privacy Policy

1. Privacy at a Glance

General Information

The following notes provide a simple overview of what happens to your personal data when you visit this website. Personal data is any data that can be used to personally identify you.

Data Collection on this Website

Who is responsible for data collection on this website?

Data processing on this website is carried out by the website operator. You can find their contact details in the section "Notice on the Responsible Party" in this privacy policy.

How do we collect your data?

Your data is collected in two ways: first, when you provide it to us (e.g., via our contact form). Other data is automatically collected when you visit the website through our IT systems. This primarily includes technical data (e.g., internet browser, operating system, or time of page access).

What do we use your data for?

Some of the data is collected to ensure error-free provision of the website. Other data may be used to analyze your user behavior (only with your consent via our Consent Management System).

2. General Information and Mandatory Disclosures

Data Protection

The operators of these pages take the protection of your personal data very seriously. We treat your personal data confidentially and in accordance with statutory data protection regulations and this privacy policy.

Notice on the Responsible Party

The responsible party for data processing on this website is:

IDENTIC Projects eGbR
Kreuzberg 71
59846 Sundern
Germany

Email: info@identic.pro
Website: https://identic.pro

Legal form: registered civil law partnership (eGbR)
Registered office: Sundern
Registered at the District Court of Arnsberg in the Company Register 532, registration number: 1
VAT identification number according to § 27a UStG: DE 365671448

The responsible party is the natural or legal person who alone or jointly with others decides on the purposes and means of processing personal data.

Storage Duration

Unless a more specific storage period is specified within this privacy policy, your personal data will remain with us until the purpose for data processing no longer applies. If you assert a legitimate request for deletion or revoke consent for data processing, your data will be deleted unless we have other legally permissible reasons for storage.

Specific retention periods:

Legal Basis for Data Processing

This privacy policy is based on the requirements of the General Data Protection Regulation (GDPR), the Digital Services Act (DDG), and the Telecommunications-Digital Services-Data Protection Act (TDDDG).

We process your data on the following legal bases:

3. Data Processing on this Website

Server Log Files

The provider of the pages automatically collects and stores information in server log files that your browser automatically transmits to us:

Contact Form

When you send us inquiries via the contact form, the following data is processed:

Tools for AI assistants in the browser (WebMCP)

Our website offers tools based on the open WebMCP standard to AI assistants that act on your behalf in your browser ("browser agents"). Such an assistant can use them to look up our services and references and to fill in our contact form for you. The tools are only offered if your browser supports WebMCP, and only used if you employ such an assistant. Offering them does not transmit any data to us.

Looking up services and references: The assistant only receives content that is publicly visible on our website anyway. For a lookup, your browser sends a request to our server, possibly including a search term. This involves the same data as any page view (see "Server Log Files"). We do not store the search term, set no cookies for this and do not analyse the requests.

Contact request: At your request, the assistant can enter your name, e-mail address, company and message into our contact form. This tool does not send anything to us. The details stay in your browser until the form is submitted. We ask you to review your details and click "Send" yourself; the website reminds you to do so. Only once the form is submitted do we process the request as described under "Contact Form" (legal basis Art. 6(1)(b) GDPR where your request is aimed at a contract, otherwise Art. 6(1)(f) GDPR). If you allow your assistant to submit the form itself, it does so on your behalf.

Your AI assistant: The assistant and its provider (e.g. your browser or AI provider) act on your behalf, not ours. Which data the assistant sends to its provider and what happens to our responses is governed by that provider's privacy policy. We have no influence on this.

User Registration (NextAuth)

For access to protected areas of our website, we use an authentication system:

Content Management (Sanity)

For managing website content, we use the Sanity Content Management System:

AI Chat Assistant and Solution Consultant

Our website offers two AI-powered features via Google Discovery Engine: a chat assistant and a solution consultant.

Publication of Team Profiles (Structured Data / schema.org)

On our public team and profile pages, we publish information about the partners of IDENTIC Projects eGbR. This information is additionally provided in a machine-readable format (structured data per the schema.org standard, "Person" markup) so that search engines and AI systems can interpret the content correctly.

Note: Only business-related information that is already publicly displayed is provided in structured form. No private contact details are published. The persons concerned may withdraw their photo consent at any time with effect for the future (see "Your Rights as a Data Subject").

Access by AI Crawlers and Use of Content for AI Training

We permit automated services (so-called crawlers) to access the publicly available content of this website, including crawlers operated by providers of generative AI systems (e.g. OpenAI/GPTBot, Anthropic/ClaudeBot, Google-Extended, Perplexity, Common Crawl/CCBot, Apple/Applebot-Extended).

This means: the publicly available content of this website – including the personal data mentioned under "Publication of Team Profiles" – may be retrieved by these providers and, where applicable, used to train or improve their AI models and to answer user queries (e.g. with source attribution).

Important note: Once content has been incorporated into the training of an AI model, the respective provider cannot guarantee complete deletion of this training data. The model adjustments resulting from training generally cannot be individually reversed.

Objection and exclusion: Data subjects may object to the use of their personal data for AI training (Art. 21 GDPR). Upon request, we will technically exclude individual profile pages from collection by AI crawlers. To do so, please contact info@identic.pro.

4. Consent Management and Cookies

c15t Consent Manager

We use a professional Consent Management System for GDPR-compliant collection of consents:

Your control options:

Google Analytics 4

With your consent, we use Google Analytics 4 to analyze website usage:

5. External Service Providers

Google Workspace (Email)

We use Google Workspace for our email communication and for delivering contact form messages:

Google Cloud Platform

Our entire infrastructure is hosted on Google Cloud Platform:

Google OAuth (NextAuth)

For user registration, we use Google OAuth via NextAuth:

Data Processing Agreements (Art. 28 GDPR)

We have concluded Data Processing Agreements pursuant to Art. 28 GDPR with all service providers that process personal data on our behalf. Third-country transfers are carried out on the basis of Standard Contractual Clauses (Art. 46 para. 2 lit. c GDPR) or a valid adequacy decision (Art. 45 GDPR).

6. Your Rights as a Data Subject

You have the following rights regarding your personal data:

Right to Access (Art. 15 GDPR)

You have the right to request information about the personal data we have stored about you.

Right to Rectification (Art. 16 GDPR)

You have the right to demand immediate correction of inaccurate personal data concerning you.

Right to Erasure (Art. 17 GDPR)

You have the right to request the deletion of your personal data, provided the requirements of Art. 17 GDPR are met.

Right to Restriction of Processing (Art. 18 GDPR)

You have the right to request restriction of the processing of your personal data.

Right to Data Portability (Art. 20 GDPR)

You have the right to receive your data in a structured, commonly used, and machine-readable format.

Right to Object (Art. 21 GDPR)

You have the right to object to the processing for reasons relating to your particular situation.

In addition, you can object to the AI-assisted pre-processing of your emails at any time without giving reasons (see section 12).

Right to Withdraw Consent

You can withdraw granted consents at any time with effect for the future. This particularly applies to:

Right to Complain to a Supervisory Authority

You have the right to complain to a data protection supervisory authority:

Responsible authority for North Rhine-Westphalia:
State Commissioner for Data Protection and Freedom of Information NRW
Kavalleriestraße 2-4
40213 Düsseldorf
Tel: +49 (0)211/38424-0
Email: poststelle@ldi.nrw.de

7. SSL/TLS Encryption

For security reasons and to protect the transmission of confidential content, this website uses SSL/TLS encryption. You can recognize an encrypted connection by the fact that the browser's address line changes from "http://" to "https://" and by the lock symbol in the browser line.

8. Contact for Data Protection Inquiries

For all inquiries regarding data protection, exercising your rights, or complaints, please contact us at:

IDENTIC Projects eGbR
Data Protection Inquiries
Email: info@identic.pro
Mail: Kreuzberg 71, 59846 Sundern, Germany

We will process your inquiry within 30 days in accordance with Art. 12 GDPR.

9. Obligation to Provide Personal Data

The provision of personal data on our website is voluntary (Art. 13 para. 2 lit. e GDPR). However, certain functions require data:

10. Automated Decision-Making and Profiling

We do not make automated decisions within the meaning of Art. 22 GDPR that have a legal effect on you or similarly significantly affect you (Art. 13 para. 2 lit. f GDPR). The AI chat assistant and the AI solution consultant on our website are solely for information purposes and have no decision-making effect on visitors; the analysis of the logs only serves to improve our services and not to assess individual persons.

The AI-assisted pre-processing of incoming emails (section 12) likewise only serves as a categorisation aid; every decision about your request is made by a human.

11. Browser Extension “IDENTIC Workspace” (internal use)

For internal meetings, we provide partners of IDENTIC Projects eGbR with a browser extension (“IDENTIC Workspace”) for Chromium-based browsers. The extension captures the captions displayed in Google Meet — only after a participant has explicitly enabled note-taking in the extension. Running captions alone never trigger any capture.

Data processed: the caption text of the conversation, the speaker names displayed by Google Meet, and the meeting name. In addition, the extension transmits the view currently open in our work platform as a matching hint. The data is transmitted to our access-protected internal work platform (workspace.identic.app, operated on Google Cloud in the EU) and processed there to create meeting notes and work suggestions.

Retention: the raw text of captured conversation segments is automatically deleted after 30 days. No data is shared with third parties.

The legal basis is Art. 6(1)(f) GDPR (legitimate interest in documenting internal meetings). Only partners of IDENTIC Projects eGbR can use the extension.

External participants in a meeting (e.g. clients or partners) may also be affected by the transcript: in that case, their name as displayed in Google Meet and their contributions captured as captions are processed. External participants can object to the transcript at any time, including during the meeting (Art. 21 GDPR). The transcript will then not be started or will be stopped; on request, we will delete contributions already captured.

12. AI-Assisted Pre-Processing of Incoming Emails

Emails sent to our business email addresses (@identic.pro) are pre-processed with the help of an AI system. The incoming message is analysed automatically in order to categorise it by topic and present it in a clearly structured way. This helps us keep track of incoming requests and assign and handle them more quickly.

The AI does not make any decisions about you or your request. The categorisation is a working aid; your emails continue to be read, assessed and answered by us. No automated decision-making within the meaning of Art. 22 GDPR takes place.

Please do not send us special categories of personal data (e.g. health data) by email. If you need to share such data with us, please contact us beforehand; we will then exclude the correspondence concerned from AI pre-processing.

Right to object: You can object to the AI-assisted pre-processing of your emails at any time without giving reasons (Art. 21 GDPR) — informally by email to info@identic.pro. We will then add your sender address to an exclusion list: from that point on, emails from this address will no longer be processed by the AI system but handled exclusively manually. This will not affect how your request is handled.

13. Changes to this Privacy Policy

We reserve the right to adapt this privacy policy so that it always complies with current legal requirements or to implement changes to our services. The new privacy policy will then apply to your next visit.

Version history:

This privacy policy was created in accordance with the General Data Protection Regulation (GDPR), the Digital Services Act (DDG), and the Telecommunications-Digital Services-Data Protection Act (TDDDG).