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Data Protection and Privacy Information, HR Chatbot

HR chatbot for employees

Introduction

BASF SE, Carl-Bosch-Straße 38, 67056 Ludwigshafen am Rhein, Germany (“BASF” or “we”) provides a chat function to its employees on the intranet. This function is offered by Insiders Technologies GmbH on behalf of BASF.

Our chat function supports you 24 hours a day with general questions relating to HR topics. If the chatbot is unable to answer your inquiry, a ticket is opened and the matter is turned over to the experts in Berlin, who will then answer the inquiry the usual way, via HR Kiosk. 

The chat log is stored in the CRM system on BASF’s side so that the Direct Inquiry staff know what has been asked before when new inquiries come in. This is similar to the procedure used today when phone calls are received in Berlin.

The terms set out below apply to the use of the chat function. By using the chat function, you agree to these terms. Please read the terms of use below before starting a chat.

 

Terms of use

After you click on “Chatbot Alex” or similar links, the chatbot will say hello. You accept the terms of use by submitting a question within the chat or clicking one of the buttons displayed in the chatbot’s selection menu. You can end the chat at any time by closing the open window for the chat dialogue. You can withdraw your consent at any time.

Posting or otherwise providing content that is unlawful, criminal, abusive, obscene, vulgar, or libelous, incites hatred or is threatening, insulting, potentially harmful to youth, discriminatory, or racist or glorifies violence or content that is sexual in nature or pornographic or any other content that infringes the rights of other persons – particularly infringements of copyright or other intellectual property rights – that may harm the image of BASF or the BASF Group companies or their respective representatives or violates applicable law within a chat is prohibited.

BASF has the right to terminate the chat or discontinue offering this function at any time. There is no legal claim to an advising chat.

Information on the processing of your data

This information represents a supplement to the information on data protection within the scope of your employment, which you can access here.

With regard to the controller, the data protection officer, and your rights, please see the information on data protection mentioned above.

Participation in a chat is voluntary. You can also use the Direct Inquiry function. It is entirely up to you which personal data you provide about yourself within the scope of the chat. The data you provide will be used by BASF SE or third parties commissioned by it exclusively to perform personnel administration, advising and quality assurance concerning the advice provided.

The data are transferred with encryption. Our processors use technical and organizational security measures to protect the data against intentional or accidental tampering, access by unauthorized persons, changes, loss, and destruction. All security measures and compliance with data protection and privacy laws and regulations are regularly audited by an independent body.

Use of your data and legal basis for processing

The legal basis for the processing of your personal data is for processing within the scope of your employment pursuant to point (b) of Article 6(1) GDPR. We use your personal data only to answer your questions or implement the changes to your personnel information that you request. The chat log is stored in the CRM system for documentation purposes and for any further processing that may be necessary. If you enter particular personal data in the chat, the processing of these data takes place on the basis of point (b) of Article 9(2) GDPR.

We also use the entries for quality assurance. We strive to anonymize the entries. To the extent that this has not been possible, we process your personal data on the basis of point (f) of Article 6(1) GDPR. Our interest in so doing lies in continuously improving the service we offer as part of the chat function.