Promatic AI Solutions
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PROMATIC AI SOLUTIONS

Privacy notice

1. Controller

The controller responsible for processing personal data on this website is:

Promatic AI Solutions
Owner: Elvis Matic
Badenwerkstraße am Festplatz 7
76137 Karlsruhe
Germany

Telephone: +49 162 4921831
Email: contact@promaticai.solutions

2. General information

Protecting your personal data is important to us.

We process personal data only where necessary to operate this website, handle enquiries, conduct appointments or provide our services.

Personal data means any information that can identify a person directly or indirectly.

Processing is based in particular on Article 6(1)(b) GDPR where necessary to take steps prior to entering into a contract or to perform a contract, and on Article 6(1)(f) GDPR where there is a legitimate interest in operating our website securely and economically and in handling business enquiries.

3. Hosting through Vercel

This website is hosted through Vercel.

Provider:

Vercel Inc.
440 N Barranca Avenue #4133
Covina, CA 91723
USA

When you access the website, technically necessary data may be processed. This may include in particular:

Processing is necessary to make the website available, ensure its stability and security, and detect technical errors and abusive access.

The legal basis is Article 6(1)(f) GDPR. Our legitimate interest is in a secure, high-performing and reliable website.

Where Vercel acts as a processor, processing is governed by the applicable data processing agreement. For international data transfers, Vercel provides, among other measures, EU standard contractual clauses and further data protection safeguards.

Data is stored only for as long as necessary for the relevant technical purpose or as required by statutory or technical retention periods.

4. Contact by email or telephone

If you contact us by email or telephone, we process the data you provide to handle your enquiry.

This may include in particular:

For business enquiries or steps towards entering into a contract, processing is generally based on Article 6(1)(b) GDPR.

For other enquiries, processing is based on Article 6(1)(f) GDPR. Our legitimate interest is in being able to respond to incoming enquiries.

Data is deleted once it is no longer needed to handle the enquiry, provided no statutory retention obligations prevent deletion.

5. Contact form

We provide a contact form on our website.

The following information may be processed:

We use this data solely to handle your enquiry and any resulting business communication.

For pre-contractual enquiries, the legal basis is Article 6(1)(b) GDPR. In other cases, processing is based on Article 6(1)(f) GDPR.

Providing this data is not required by law or contract. However, without the necessary contact information, we may be unable to handle your enquiry.

6. Form delivery through Resend

We use the email service Resend for the technical delivery of messages from the contact form.

Provider:

Plus Five Five, Inc.
2261 Market Street #5039
San Francisco, CA 94114
USA

When a form enquiry is transmitted, Resend may process your email address, name, message and other form data you enter.

Resend processes this data on our behalf to deliver the email technically.

Where Resend acts as a processor, processing is governed by a data processing agreement.

Resend provides, among other measures, EU standard contractual clauses for international data transfers and states that it participates in the EU-U.S. Data Privacy Framework.

Depending on the enquiry, the legal basis for processing is Article 6(1)(b) GDPR or Article 6(1)(f) GDPR.

7. Google Workspace

We use Google Workspace for our business communication, in particular Gmail, Google Calendar and Google Meet.

The provider for customers in the European Economic Area is generally:

Google Ireland Limited
Gordon House
Barrow Street
Dublin 4
Ireland

If you send us an email, arrange an appointment with us or take part in a Google Meet appointment, personal data may be processed within Google Workspace services.

This may include:

Processing is generally based on Article 6(1)(b) GDPR where it serves to establish or carry out a business relationship.

Google provides data processing terms for Google Workspace.

8. Google Calendar appointment booking

Our website links to an external Google Calendar booking page.

The booking page is not embedded directly in our website. The free introductory call lasts 30 minutes. The paid 60-minute consultation is scheduled after payment.

Only when you open the booking link do you leave our website and access a Google service.

When you book an appointment, the data you enter on the booking page is processed, including, for example:

This information is needed to organise and conduct the appointment you request.

The legal basis is Article 6(1)(b) GDPR.

Booked appointments are processed in our Google Workspace calendar.

9. Google Meet

We use Google Meet for online meetings and consultation appointments.

During a meeting, data processed may include your name, email address, technical connection information and content you voluntarily provide in the conversation or chat.

Conversations are not recorded automatically.

If recording should be necessary in an individual case, this will take place only after participants have been expressly informed in advance and, where required, have given their consent.

The legal basis is generally Article 6(1)(b) GDPR.

10. Cookies and local storage

Optional services (chat assistant) are only loaded after you give your consent through the cookie banner. Your choice is stored in your browser for up to six months. You can change it at any time via 'Cookie settings' in the footer.

11. Analytics, tracking and local resources

Our website embeds no standalone analytics or marketing trackers. Fonts and website images are served locally. After you consent to the chat, the chat assistant also loads a script and a font from our chat server ki.promaticai.solutions (Google Cloud, Frankfurt am Main). The chat assistant keeps the conversation only in your browser's session storage (sessionStorage); it is deleted when you close the tab. External booking and payment services are links only and are not preloaded. The decorative AI demonstration on the homepage runs locally using predefined text.

12. External links

Our website may contain links to external providers, for example Google Calendar or, in the future, our social media profiles.

With ordinary external links, a connection to the relevant provider generally occurs only when you actively open the link.

Data processing on the external websites you subsequently visit is governed by the respective provider's privacy policy.

13. SSL/TLS encryption

This website uses an encrypted HTTPS connection.

This protects data transmitted between your browser and our website against unauthorised interception.

14. Retention period

We store personal data only for as long as necessary for the relevant processing purpose.

Data may also be retained where statutory retention periods apply or where needed to establish, exercise or defend legal claims.

Once the relevant purpose no longer applies and any applicable retention periods have expired, data is deleted or, where possible, anonymised.

15. Recipients of data

As part of the processing described, personal data may be transferred in particular to service providers we use.

These currently include in particular:

Service providers are involved only to the extent necessary.

16. Transfers to third countries

Some service providers we use are based or have technical infrastructure outside the European Union or the European Economic Area.

Where personal data is transferred to third countries, we take account of the transfer mechanisms provided for by the GDPR, such as an adequacy decision of the European Commission or EU standard contractual clauses.

17. Your rights

Subject to the applicable legal conditions, you have in particular the following rights:

You may contact us at any time to exercise your rights:

contact@promaticai.solutions

18. Right to lodge a complaint

Under Article 77 GDPR, you have the right to lodge a complaint with a data protection supervisory authority.

The authority responsible for our location is in particular:

Der Landesbeauftragte für den Datenschutz und die Informationsfreiheit Baden-Württemberg
(State Commissioner for Data Protection and Freedom of Information Baden-Württemberg)

Heilbronner Straße 35
70191 Stuttgart
Germany

19. No automated decision-making

No solely automated decision-making within the meaning of Article 22 GDPR takes place through this website. The interactive AI presentation is a local simulation; it does not send input to an external AI service.

20. Payments through Stripe

For the paid AI consultation, we link to an external Stripe payment page. A connection to Stripe is established only when you actively open the payment link. We do not embed Stripe content or payment scripts.

When you make a payment, Stripe processes contact, billing and payment data as well as technical information. We receive transaction information needed to fulfil the service, such as payment status and billing details; full card details are not collected on our website.

Processing to book and fulfil the consultation is based on Article 6(1)(b) GDPR. Statutory retention obligations for accounting records are based on Article 6(1)(c) GDPR. Depending on the activity, Stripe processes data as a processor or as an independent controller, including for payment processing and fraud prevention. Information about recipients, international transfers and retention is available in Stripe’s privacy policy: https://stripe.com/privacy

21. Chat assistant (only after consent)

You can chat with an AI assistant on this website. The chat is only loaded after you give your consent in the cookie banner or click “Start chat” via the chat button in the bottom right corner. By clicking it, you consent to the chat being loaded. Until then, no data is transmitted to our chat server.

What data: Your messages, timestamps and technical connection data (e.g. IP address and browser information). We only process your name, email address or telephone number if you provide them yourself in the conversation, e.g. to request a callback. If you use voice input, your recording is only converted into text and is not stored. Images or documents you upload are stored together with the conversation. Please do not enter sensitive data (e.g. health data).

Purposes: Answering your questions, arranging appointments and contacting you at your request.

Legal bases: Your consent is the legal basis for loading the chat service and storing or accessing information on your device (Section 25(1) TDDDG, Article 6(1)(a) GDPR). For handling an enquiry that may lead to a contract, the legal basis is Article 6(1)(b) GDPR; otherwise, it is our legitimate interest in responding to enquiries (Article 6(1)(f) GDPR). You can withdraw your consent at any time with effect for the future (Cookie settings in the footer). Data already transmitted is not automatically deleted as a result; you can request its deletion separately.

Providers and recipients: We operate the chat assistant ourselves on Google Cloud Platform (Google Cloud EMEA Limited, Gordon House, Barrow Street, Dublin 4, Ireland), which acts as our processor. Server, database and AI model (Google Gemini via Vertex AI) run in the Google Cloud region Frankfurt am Main (europe-west3). According to its contractual terms, Google does not use chat content to train its AI models. We are notified of callback and contact requests from the chat by email via Google Workspace.

Transfers to third countries: Processing takes place in data centres in Germany. A transfer to third countries, for example in the case of support or maintenance access by Google LLC (USA), cannot be completely ruled out. Such a transfer is based on the EU standard contractual clauses in the data processing agreement with Google and on Google LLC's certification under the EU-US Data Privacy Framework.

Retention period: We automatically delete chat histories and uploaded files 30 days after the last message, and files after 90 days at the latest. We automatically delete callback and contact requests from the chat after 90 days unless a contract results from them. Server logs are deleted after 30 days at the latest. Statutory retention periods remain unaffected.

Provision: Using the chat is voluntary. You can also contact us by email, telephone or contact form without using the chat.

Your rights (access, rectification, erasure, restriction, portability, objection and the right to lodge a complaint with the supervisory authority) are described in Sections 17 and 18.

22. Phone AI (AI reception)

When you call our number +49 721 952 795 00, an AI assistant answers the call. It introduces itself as an AI assistant at the start of the conversation.

What data: Your telephone number (if transmitted), the time and duration of the call, the content of the conversation as speech and as a text transcript, and any details you provide yourself during the call (e.g. name, request, preferred appointment). The call is not stored as an audio recording. Speech is only processed during the call and converted into text. Please do not share sensitive data (e.g. health data).

Purposes: Answering your questions, recording enquiries, callback and appointment requests, and a summary of the call for us.

Legal bases: For handling an enquiry that may lead to a contract, Article 6(1)(b) GDPR; otherwise, our legitimate interest in being reachable and handling enquiries (Article 6(1)(f) GDPR). If you do not want to speak to an AI, you can end the call at any time and contact us by email or via the mobile number given in the legal notice.

Providers and recipients: Telephony is provided by Twilio Ireland Limited, 25–28 North Wall Quay, Dublin 1, Ireland, as our processor. Twilio forwards the call to our own platform on Google Cloud (Google Cloud EMEA Limited, see Section 21). Server and database run in the Frankfurt am Main region (europe-west3), and the voice AI (Google Gemini via Vertex AI) runs in data centres in the EU. We receive the call summary by email via Google Workspace.

Transfers to third countries: Twilio processes connection data (including telephone numbers, time and duration) and also routes the voice connection through systems of Twilio Inc. in the USA. This is based on Twilio's Binding Corporate Rules, the EU standard contractual clauses and the certification of Twilio Inc. under the EU-US Data Privacy Framework. For Google, Section 21 applies.

Retention period: We automatically delete call transcripts 30 days after the call. We automatically delete callback and appointment requests after 90 days unless a contract results from them. Twilio stores connection data in our account for as long as required for billing and evidence. Statutory retention periods remain unaffected.

Your rights are described in Sections 17 and 18.

23. Changes to this privacy notice

We update this privacy notice when our website, the services we use or legal requirements change.

Last updated: October 2026

Necessary for operating the website. Your choice is stored in this browser with a timestamp and version for up to six months.

Without consent, the chat remains disabled. Withdrawing consent reloads this page and prevents further chat requests. Data already transmitted is not automatically deleted.

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