Privacy Notice

Bavaria AI Services UG (haftungsbeschränkt)
Hauptstraße 43
91301 Forchheim
Germany
Email: info@kollegen.ai

• Account data: name, email address, password hash, sessions, login and security events.
• Company and workspace data: company name, website, industry, members, roles, digital employees, projects, tasks, approvals and support requests.
• Usage and operations data: technical logs, IP address, timestamps, browser/device information, error reports, security and abuse-prevention signals.
• Content data: inputs, prompts, messages, files, work results and configurations that users provide in the workspace or to digital employees.
• Billing and contract data once paid plans are enabled: billing address, contract status, payment-provider references and tax-required information.

• Providing the service, accounts, workspaces and digital employees: Art. 6(1)(b) GDPR.
• Security, abuse prevention, debugging and service stability: Art. 6(1)(f) GDPR.
• Communication, support and handling requests: Art. 6(1)(b) and Art. 6(1)(f) GDPR.
• Accounting, tax retention and legal obligations: Art. 6(1)(c) GDPR.
• Product improvement based on aggregated or, where possible, pseudonymised usage data: Art. 6(1)(f) GDPR.

We use carefully selected technical service providers for hosting, database operation, security, backups, support, billing and — where configured — AI or runtime processing. Processing is intended primarily within the EU or European Economic Area where available. Provider-side support, security, billing or subprocessor processing may nevertheless take place outside Germany or outside the European Economic Area. We therefore do not describe the service as “Germany-only”. Where international transfers occur, they are based on appropriate safeguards such as EU Standard Contractual Clauses, adequacy decisions or comparable data-protection mechanisms.

If you write to us through the contact form in the legal notice, we process your email address, your message and, if provided, your name and company in order to answer your request. The details are sent by email to info@kollegen.ai; we do not otherwise store them on our servers. We use an email service provider to send them. To prevent misuse, we briefly process your IP address in memory to limit the number of requests; it is not stored permanently. The legal basis is Art. 6(1)(f) GDPR (our legitimate interest in answering requests and preventing misuse) or Art. 6(1)(b) GDPR where your request relates to a contract. We delete the email with your request once it has been dealt with, unless statutory retention obligations apply. Your email address and message are required so that we can reply.

Content from chats, tasks and files is processed in isolated runtimes. The following services receive content to perform the requested work.

• Nous Research: AI gateway for Standard processing. Chat and tasks, company website analysis and initial task suggestions use this gateway.
• Fireworks AI: runs the DeepSeek V4.1 Flash model for chat and tasks through Nous Research. The Standard route uses the US variant of the model; content is processed in the USA.
• Google: The Gemini 3.1 Flash Lite model processes dictations, voice messages, pictures and scanned PDF files through Nous Research in Standard processing.
• AI provider for “EU only”: When “EU only” is selected, chat, tasks, website analysis, picture and PDF analysis use an AI provider whose language model and image recognition run in the EU. Voice messages are not transcribed with “EU only”.
• Firecrawl: receives website addresses for company scans during signup and in company settings, as well as search queries and page addresses for web research. Depending on the server configuration, Firecrawl Cloud or a self-hosted instance is used. Website content is passed to the selected AI gateway for analysis.
• With connected Gmail, Outlook and Telegram accounts, messages and, where applicable, attachments are processed through Google, Microsoft and Telegram respectively. When other tools are used, such as image generation or browser actions, the connected services receive the content needed for that work.

We do not use such content to train our own public models. Customers should avoid entering special categories of personal data or confidential third-party information unless this is necessary for the task and legally covered.

kollegen.ai currently uses technically necessary cookies and comparable storage for login, sessions, security, language preference and service operation. Marketing or tracking cookies are not currently used.

We retain personal data only as long as required for the account, contract, workspace operation, security, support, backups and statutory retention obligations. Workspace and content data is deleted or anonymised after termination or a deletion request unless legal duties or legitimate security interests require continued retention.

Data subjects have GDPR rights of access, rectification, erasure, restriction of processing, data portability and objection. You also have the right to lodge a complaint with a data-protection supervisory authority. Please send requests to info@kollegen.ai.