Privacy Policy
The protection of your personal data is of particular concern to us. We therefore process your data exclusively on the basis of the applicable legal provisions, in particular the General Data Protection Regulation (GDPR) and the Austrian Data Protection Act (DSG). In this privacy policy, we inform you about the most important aspects of data processing in connection with the use of our AI-supported advisory platform for municipalities.
1. Data Controller
Georg Rossek
Head of Operations
- Phone
- Web
- Address
- KI-Quadrat Systemhaus GmbHKirchengasse 23A-3003 Gablitz
2. Purpose and Scope of Data Processing
Our AI-supported advisory platforms help municipalities and their employees answer citizen enquiries, support internal administrative workflows, and draft official documents. As part of our services, personal data is only processed where this is strictly necessary for the current request.
Data processing is carried out in particular for the following purposes:
- Analysis of enquiries and provision of tailored recommendations
- Documentation to ensure traceability of the consultation
- Preparation of digital documents and official decisions
3. Categories of Processed Data
Depending on the advisory request, the following categories of data may be processed:
- Contact data of the responsible contact person within the municipality (e.g. name, email address, telephone number)
- Organisational and administrative data (e.g. municipality name, areas of responsibility)
- Content-related details of the advisory request and specific challenges
- Platform usage log data (e.g. access times, features used)
4. Legal Bases for Processing
Data is processed on the basis of the following legal grounds under the GDPR:
- Art. 6(1)(b) GDPR – performance of a contract or steps prior to entering into a contract
- Art. 6(1)(f) GDPR – legitimate interests (e.g. improvement of advisory processes)
- Art. 6(1)(a) GDPR – consent, where required
5. Storage Period
Personal data is stored only for as long as necessary to fulfil the advisory purposes or as long as statutory retention obligations apply. After these periods expire, the data is deleted.
6. Data Sharing and Data Processing on Our Behalf
Your data is only shared with third parties where this is necessary for the provision of the advisory service or where we are legally obliged to do so. For the operation and maintenance of the platform, we work with processors who are contractually bound to comply with the GDPR.
7. Data Processing in the Context of Artificial Intelligence
The advisory service is provided using an AI-based solution. This involves algorithms and automated decision-making processes based on the data provided. All evaluations are carried out in compliance with the applicable legal requirements, and we ensure that no unlawful decisions are made solely by automated means.
8. Data Security
We implement appropriate technical and organisational measures to protect your data against unauthorised access, loss, or misuse. These measures are regularly reviewed and adapted to the current state of the art.
9. Data Subject Rights
Under the GDPR, you have the following rights:
- Right of access to your stored data (Art. 15 GDPR)
- Right to rectification of inaccurate data (Art. 16 GDPR)
- Right to erasure of your data (Art. 17 GDPR)
- Right to restriction of processing (Art. 18 GDPR)
- Right to data portability (Art. 20 GDPR)
- Right to object to processing (Art. 21 GDPR)
- Notice
- To exercise your rights, you can contact us using the contact details listed above. If you believe that your data is being processed unlawfully, you have the right to lodge a complaint with the Austrian Data Protection Authority.
10. Contact for Data Protection Questions
Georg Rossek
Head of Operations
If you have any questions about the processing of your personal data or wish to exercise your rights, you can contact us at any time:
- Phone
This privacy policy is updated when necessary to reflect legal or technical changes. The current version was updated on January 13, 2025.