Privacy notice

Controller

The controller for data processing on this website is J Medical GmbH, Torstraße 125, 10119 Berlin, Deutschland, email kontakt@ki-praxis-tools.de, telephone +49 30 92147594.

Data protection officer

We have not appointed a data protection officer; the conditions of Art. 37(1) GDPR and §38 BDSG are not met. You can exercise your rights under Art. 15 to 21 GDPR directly with the controller named above.

No cookies; data-minimising reach measurement

This website sets no cookies and loads no third-party analytics or advertising services. Your browser's local storage holds only a chosen light or dark appearance; that choice is not transmitted to us. Storing it is exempt from consent under §25(2) no. 2 TDDDG because it is necessary to provide that setting.

On every page of this website we count page views, Windows download clicks, and moves to checkout. For this, your browser sends the page path, the button position, and a coarse source category such as direct, from another page of this site, search, personal network, professional network, Meta, referral, or other, when a page loads and when you click. For our daily counters, we reduce the page path to a page type such as home page, product page, pricing, or GOÄ reference. These counters do not store the page path. We store only the event type, calendar day, page type and button position, source category, and language, straight into aggregate daily counters in a database operated by Databricks, Inc. (Neon) in Frankfurt am Main. On the onboarding page we additionally count form starts and successfully stored requests the same way; monthly, we store there only the total number of requests and people personally invited, without email address, hash, request identifier, or form field. These monthly figures remain after the underlying request is deleted no later than 90 days after receipt.

Our server also forwards these events to our Umami dashboard at analytics.moneycoach.ai. We operate this analytics server on Vercel Inc. infrastructure in the USA; the service-provider section describes Vercel and its contractual safeguards. There we store only known public page paths without query parameters or fragments, event type, time, language, coarse source, button position, and the annual, monthly, or trial plan when selected. Download clicks are recorded as Windows downloads. Your browser does not connect to the analytics server for this. We send neither your IP address nor your browser identification or a visitor identifier. The connection uses fixed technical placeholders instead. The dashboard counts views and actions; it does not measure individual people, completed downloads, installations, or payments.

We also count visible pricing, demo, and trust sections, installation-guide visits, contact and document links, expanded FAQ answers, and personal-help interactions. When form analytics are enabled, we count form starts and technical failures. We count successful requests only after storage, without recounting a repeat of the same request. Once per page, we count 30 seconds in a visible browser window and scroll thresholds of 50 and 90 percent. For the product video, we count deliberate playback actions and progress after manual playback. Autoplay does not count as deliberate playback. We send fixed action categories and technical section identifiers, never question or form text. If a campaign link contains shared numeric campaign identifiers, ad-set identifiers, or ad identifiers, we record these with fixed categories for medium, ad platform, and placement. These identifiers apply to many visitors, not individuals. We carry only these shared values into links to other pages of this website. We use no browser storage for this and carry neither personal click identifiers such as fbclid nor arbitrary campaign names or search terms. This measurement does not link an installation to a website visit.

This counting stores nothing on your device and reads nothing from it, so §25 TDDDG does not apply and no consent is needed. We store no IP address, browser identification, cookie, visitor identifier, full URL, or form content for it, and build no usage profiles. The legal basis is Art. 6(1)(f) GDPR. Our legitimate interest is judging which of our pages explain clearly what KiPT Voice does, and where visitors start the trial.

Server log files

When you open this website, our hosting provider Vercel Inc., 440 N Barranca Ave #4133, Covina, CA 91723, USA, processes technically necessary access data: the address requested, the time, the volume of data transferred, the referrer, browser type and version, operating system and the IP address.

The legal basis is Art. 6(1)(f) GDPR; our legitimate interest is the technically sound and secure operation of the website. These data are not combined with other sources and are not used to build usage profiles.

We do not access or evaluate these access data ourselves. Deletion follows our hosting provider's documented retention periods: currently one day; extended retention is not enabled.

The processing is technically unavoidable: without transmitting your IP address this website cannot be delivered to you. You are under no statutory or contractual obligation to provide it; you may simply not open the page. Transport is TLS-encrypted throughout.

Processing on our behalf, and where it happens

Vercel Inc., 440 N Barranca Ave #4133, Covina, CA 91723, USA, hosting and delivery of this website. We have a data processing agreement under Art. 28 GDPR with this provider.

The pages are delivered over a global content delivery network whose locations include some outside the EU and EEA. Server-side functions run in the Frankfurt am Main region. The provider's own operational and logging systems are located in the USA.

Registered seat: USA. Access from a third country outside the EU or EEA can therefore not be ruled out. The transfer is based on the European Commission's standard contractual clauses (Implementing Decision (EU) 2021/914). We will provide a copy of, or evidence for, those safeguards on request to kontakt@ki-praxis-tools.de.

Databricks, Inc. (Neon), 160 Spear Street, Suite 1500, San Francisco, CA 94105, USA, database for website requests, aggregate reach data, consent decisions and the outbound event queue. We have a data processing agreement under Art. 28 GDPR with this provider.

The database is located in the Frankfurt am Main region (AWS eu-central-1). The provider's own operational and logging systems are located in the USA.

Registered seat: USA. Access from a third country outside the EU or EEA can therefore not be ruled out. The transfer is based on the European Commission's standard contractual clauses (Implementing Decision (EU) 2021/914). We will provide a copy of, or evidence for, those safeguards on request to kontakt@ki-praxis-tools.de.

Contacting us by email

If you write to us we process your email address and the content of your message in order to answer it. The legal basis is Art. 6(1)(b) GDPR where the exchange concerns entering into a contract, and otherwise Art. 6(1)(f) GDPR.

We keep correspondence for as long as it is needed to deal with the matter and statutory retention periods allow. It is not passed to third parties; there is no newsletter and no marketing outreach.

Providing your email address is neither required by statute nor by contract, and is not necessary to enter into one. Without it, however, we cannot answer your enquiry.

No automated decision-making

No automated decision-making, including profiling, within the meaning of Art. 22 GDPR takes place on this website.

Personal onboarding request

When you request “Try it free”, we process your name, work email address, specialty or practice type, selected range for usual consultation duration, computer platform and, if you complete the optional field, your short description of the current documentation challenge. We also record your confirmation that you are a physician or authorised decision-maker for a German practice, acknowledgement of this privacy notice, a coarse source category, a technical request identifier, review status, and timestamps. Do not enter patient information or consultation content.

We use these details to review your request personally, prepare onboarding, and contact you about it. The legal basis is Art. 6(1)(b) GDPR: processing is necessary to take pre-contractual steps at your request. Acknowledging the privacy notice is not consent to advertising; there is no newsletter.

Consultation duration and platform produce internal guidance for the personal review. It neither rejects a request automatically nor makes a decision with legal or similarly significant effect. Submitting your request does not automatically create access, a licence, an account, or a download; only after personal review may we send further information.

We delete the request and its technical request identifier no later than 90 days after receipt. If a contractual relationship subsequently begins, we process the details needed for it separately under the applicable statutory and contractual periods.

To protect against repeated submissions, we keep a non-reversible cryptographic value of the normalised email address in a technical counter for no more than three days. We do not store the IP address for this purpose. The legal basis is Art. 6(1)(f) GDPR; our legitimate interest is protecting the form from abuse.

Recipient of the onboarding request

The details are stored in a database supplied by Databricks, Inc. (Neon), 160 Spear Street, Suite 1500, San Francisco, CA 94105, USA. The selected database project is located in the Frankfurt am Main region. The provider processes the data on our behalf; because it is established in the United States, third-country access cannot be ruled out completely. The transfer is based on the European Commission's standard contractual clauses under Implementing Decision (EU) 2021/914.

The form sends neither an automatic confirmation nor an internal message through an email delivery provider. If we reply to your request by email after personal review, the information under “Contact by email” applies.

Free trial, order and licence key

You order the trial on the checkout page of Polar Software Inc. with your email address; no payment details are requested for it. Polar issues you a licence key, shows it right after the order and emails it to you. The legal basis is Art. 6(1)(b) GDPR: the processing is necessary to provide what you asked for.

You enter the licence key in the installed application. The application checks it with us and with Polar and registers the computer there; what is transmitted in doing so is set out under “What the application itself transmits”. Of the key we store nothing, not even a checksum.

The trial ends by itself after fourteen days. No account with us is created in the process.

Trial, subscription and payment

Sales are handled by Polar Software Inc. as merchant of record. When you order the trial or subscribe you are taken to their checkout; you enter payment details there and they never reach us. No payment details are requested for the trial.

For the order and the payment, Polar is an independent controller and not our processor. If you open the checkout from inside the application, we pass it your email address and an internal identifier for the transaction so that the order is matched to your licence, and receive back whether and until when a licence exists. The legal basis is Art. 6(1)(b) GDPR.

The customer id, the order and subscription ids, their status and the time of first payment do not come from you but from Polar Software Inc., out of your order there (Art. 14(2)(f) GDPR).

Polar Software Inc. is established in the United States (3500 South DuPont Highway, Dover, Delaware 19901, USA) and processes data there. Transferring your email address and the transaction identifier to them is necessary to order and perform the trial and the subscription (Art. 49(1)(b) GDPR). It happens only when you start the order yourself; nothing from the application, no transcripts and nothing about patients is transferred.

What the application itself transmits

The installed application transmits to us only the licence key, the application version and the time of the check. Of the key we store nothing; we pass it to Polar for validation and hand the answer back to the application.

To register the computer (activation), the application transmits to Polar Software Inc. the licence key, our organisation identifier, the computer's name and the application version.

It transmits no recordings, no transcripts, no notes and nothing about patients, neither to us nor to Polar. That data never reaches our servers, in any form.

Your rights

You have the right of access (Art. 15 GDPR), to rectification (Art. 16), to erasure (Art. 17), to restriction of processing (Art. 18) and to data portability (Art. 20). Any consent given may be withdrawn at any time with effect for the future (Art. 7(3)).

A message to kontakt@ki-praxis-tools.de is enough to exercise any of these.

Right to lodge a complaint

You may also lodge a complaint with a supervisory authority, in particular in the member state of your residence, your place of work or the alleged infringement (Art. 77 GDPR). The authority competent for us is: Berliner Beauftragte für Datenschutz und Informationsfreiheit, https://www.datenschutz-berlin.de.