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Privacy policy for the use of chat.llm.scads.ai

This document is a translation, only the original German document is legally binding.

For what purposes is personal data to be processed?

The processing of personal data by the centrally provided LLM AI application TUD:AI Chat (https://chat.llm.scads.ai) in everyday work at TU Dresden is carried out exclusively for the following purposes:

  • Support with research, text and idea generation,
  • Facilitation of administrative and organizational activities,
  • Creation or evaluation of image material,
  • Evaluation of audio material,
  • Promotion of teaching, research, and administration through digital assistance functions.

Who is responsible for data processing and whom can data subjects contact?

Dresden University of Technology
Contact person:
ScaDS.AI Dresden/Leipzig
Email: llm.scads.ai@tu-dresden.de

Dresden University of Technology
Data Protection Officer
Mr Jens Syckor
01062 Dresden
Email: informationssicherheit@tu-dresden.de
Phone: +49 (0)351 463-32839

The legal basis for data processing for the above-mentioned purposes is Art. 6 para. 1 subpara. 1 lit. a GDPR (consent). Use is therefore voluntary. By using it for the first time, you consent to the processing of personal data for use.

The legal basis for the use of prompts with personal content data is consent (Art. 6 para. 1 subpara. 1 lit. a GDPR) or Section 3 (1) SächsDSDG for data processing with low level of impact. This is the responsibility of the structural unit that uses AI for the specific data processing.

What personal data is processed?

We process the following data to enable logging in and management of groups with the TU Dresden Shibboleth service:

  • Name
  • Surname
  • Display name
  • Email
  • ZIH login
  • Organizational unit
  • Group memberships
  • cookies for service delivery

We process device and usage data (e.g. browser type, operating system, IP address, usage times).

We process the following data when you interact with the application:

  • entered requests and their responses
  • uploaded files
  • feedback on responses
  • all other entered data
  • timestamps of the interactions

If the temporary chat feature is used, no files are uploaded to the server. This may result in limited file processing functionality for certain file types.

How is the personal data processed and how long is it stored?

Your personal data will be deleted upon request, upon revocation, or at the latest in accordance with the provisions of the IT regulations of TU Dresden. The logs of the web server software are deleted after 90 days.

Users are responsible for deleting their own chats.

Is personal data transmitted to third parties?

Unless otherwise stipulated by law or you have expressly consented in individual cases, no personal data will be transferred to third parties.

What are the basic rights of data subjects?

Right to information (Art. 15 GDPR)

You have the right to request information about the data processed about you and the possible recipients of this data at any time. You are entitled to a reply within a period of one month after receipt of the request for information.

Right to rectification, erasure and restriction (Art. 16-18 GDPR)

You may at any time request TU Dresden to correct or erase your personal data or to restrict processing.

Voluntariness and revocation (Art. 7 para. 3 GDPR)

Consent can be refused or revoked at any time informally and without giving reasons to the person responsible.

Right to data portability (Art. 20 GDPR)

You may request that the controller(s) transmit your personal data to you in machine-readable form. Alternatively, you may request the direct transfer of the personal data you have provided to another controller, where this is possible.

Right to object (Art. 21 GDPR)

You have the right to object, on grounds relating to your particular situation, at any time to processing of personal data concerning you which is based on point (e) of Article 6(1). The controller(s) will no longer process the personal data unless the controller demonstrates compelling legitimate grounds for the processing which override the interests, rights and freedoms of the data subject or for the establishment, exercise or defence of legal claims.

Right of appeal (Art. 77 GDPR)

You can contact the TU Dresden data protection officer at any time (see above) as well as a supervisory authority for data protection in the event of a complaint pursuant to Art. 77 GDPR. Competent supervisory authority for TU Dresden:
Saxon Data Protection Commissioner and Transparency Officer
Ms. Dr Juliane Hundert
Maternistraße 17
01067 Dresden
Tel.: +49 (0) 351 85471 101
Email: post@sdtb.sachsen.de
https://www.datenschutz.sachsen.de

Note: To exercise your rights, it is sufficient to notify Dr. Taras Lazariv in text form (letter or e-mail). However, the exercise of the rights only has an effect if the processed data makes it possible to identify you personally.