Adeptica
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Privacy Policy

1. General Information

Data Controller for Data Processing:

Adeptica UG (haftungsbeschränkt)
Tiergartensiedlung 1b
16515 Oranienburg

Data Protection Officer:

Miguel Berfelde
Tiergartensiedlung 1b
16515 Oranienburg

2. Details on Data Processing

Collected Personal Data

We process the following personal data:
  • Email address
  • Password
  • IP address
  • Usage data
  • Uploaded files and transmitted texts

Purpose and Legal Basis of Processing

Registration and Authentication:

To enable account creation and login, we collect your email address and password.
Legal basis: Performance of a contract (Art. 6 para. 1 lit. b GDPR).

Security Measures:

The collection of IP addresses and usage data serves to protect our service.
Legal basis: Legitimate interest (Art. 6 para. 1 lit. f GDPR).

Provision of the Service:

For the creation, storage, and provision of flashcards – both through AI-supported and manual methods – we also process files, texts, and additional information provided by you.
Legal basis: Performance of a contract (Art. 6 para. 1 lit. b GDPR).

Storage Duration

Account-Related Data:

Your personal data is stored for as long as your account is active.

Pseudonymized Data:

After account deletion, pseudonymized data remains stored in an anonymized form so that it is no longer possible to associate it with a specific individual.

Logs and Backups:

These are stored for up to 10 years for security and archival reasons.

3. Rights of the Data Subjects

As a data subject, you are entitled to the following rights:

Right to Information, Correction, Deletion, and Restriction of Processing:

To exercise these rights, please contact our Data Protection Officer at:
Email: [email protected] or use the corresponding functions in your account settings.

Right to Object and to Withdraw Consent:

If you wish to object to the processing or withdraw your consent, please contact:

Right to Data Portability:

Upon request, we will provide your data in a structure, commonly used, and machine-readable format (e.g., JSON). Please direct your request to: [email protected].

Right to Lodge a Complaint:

If you believe that the processing of your data does not comply with legal requirements, you may lodge a complaint with the responsible data protection supervisory authority:
Dagmar Hartge
The State Commissioner for Data Protection and Freedom of Information
Stahnsdorfer Damm 77
14532 Kleinmachnow
Telephone: +49 33203 356 – 0

4. Specific Data Processing Procedures

Use of Cookies, Analytics Tools, and Plug-ins:

We use cookies and analytics services only if you have given your explicit consent via our cookie banner. You can withdraw consent at any time (see below).
  • Google Analytics (Anonymized IP):
    • Activated only after consent via the banner.
    • We integrate Google Analytics to track page views and user interactions.
    • IP addresses are anonymized before storage (“anonymizeIp”).
    • Data collected: event data, session duration, device/browser information.
    • Legal basis: Legitimate interest in improving our service (Art. 6 para. 1 lit. f GDPR), conditioned on consent.
    • Opt‑out: You can disable Google Analytics by installing the Google Analytics Opt‑out Browser Add‑on or withdrawing cookie consent.
  • Microsoft Clarity:
    • Activated only after consent via the banner.
    • We use Microsoft Clarity to generate heatmaps and session recordings.
    • IP addresses are masked and never stored in raw form.
    • Data collected: click maps, scroll maps, user session statistics.
    • Legal basis: Legitimate interest in optimizing user experience (Art. 6 para. 1 lit. f GDPR), conditioned on consent.
    • Opt‑out: You can opt out at Microsoft Clarity Opt‑out or withdraw cookie consent.

Collection of Data via Forms and Payment Procedures:

Registration:

When creating an account, the data you provide is collected.

Payment Processing:

For payments via PayPal, additional data such as payment information and addresses are collected only as a reference. We do not store any payment data on our servers; only a reference to the data on the PayPal servers is maintained.
The users accept the privacy terms of PayPal if they wish to use this service.

Service Usage:

Furthermore, data you provide (e.g., files, subjects, topics, flashcard content) is processed.
Note: Files transmitted to OpenAI for AI processing are deleted from the OpenAI servers immediately after processing is completed.

Incorporation of Third Parties:

PayPal:

For payment processing, the necessary data (including payment data and addresses) is processed as a reference only. We do not store any payment data ourselves; only a reference is maintained on the PayPal servers.

OpenAI:

Files that serve as learning material for AI processing are transmitted via our backend. Only the data required to provide the service is transmitted.

Google Analytics:

Google LLC processes analytics data on our behalf. Activation is conditioned on your consent via the banner. IP addresses are anonymized and no personal data is sold or shared. For details, see Google’s Privacy Policy.

Microsoft Clarity:

Microsoft Corporation processes session and heatmap data on our behalf. Activation is conditioned on your consent via the banner. IP addresses are masked and session data is processed according to Clarity’s privacy terms: Clarity Privacy Policy.

5. Data Security and Data Transfer

Security Measures:

To protect your data, we implement the following technical and organizational measures:
  • Secure storage of passwords
  • SSL encryption to secure data transmission
  • Algorithms to detect and prevent misuse
  • Regular internal code reviews to ensure system integrity

Data Transfer to Third Parties:

To PayPal, OpenAI, Google Analytics, and Microsoft Clarity:

Data is transmitted in an encrypted manner, and only the data required for the respective service is transferred. The data is deleted by the service providers as soon as the purpose is fulfilled.

6. Additional Information

Automated Decision-Making and Profiling:

There is no automated decision-making or profiling within the meaning of Art. 22 GDPR.

Legitimate Interests:

We collect pseudonymized data to continuously improve our service and to ensure data security and system integrity.

This processing is carried out based on our legitimate interests pursuant to Art. 6 para. 1 lit. f GDPR.

This Privacy Policy provides you with comprehensive information about the handling of your personal data. For further questions or detailed information, please contact our Data Protection Officer at [email protected].
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