AI Terms of Use

1. Overview


As a manufacturer of software products, we take privacy and data security very seriously. In the context of using AI technologies, we recognise our special responsibility to deploy them safely and in a trustworthy manner.

Even for an AI system classified as “limited risk” under the EU AI Act, we choose to demonstrate that transparency is the foundation of a trusting collaboration. Our Compliance Team is available at any time for questions and suggestions.

We use the terminology of the General Data Protection Regulation (GDPR) and the EU AI Act in this notice. To ensure that this information is easily understood by all users, we aim to avoid legal jargon as much as possible. If any information is not expressed clearly and simply, we welcome your feedback.


2. Data Protection when Using the dox42 AI Chat Bot


Controller is:

dox42 GmbH
Linke Wienzeile 8/29
1060 Vienna
AUSTRIA
E-Mail: info@dox42.com

Privacy inquiries: monika.friedrich@dox42.com

Data Protection Officer (DPO): Mag. Karin Dietl

We use the terminology of the GDPR and the EU AI Act in this notice. To keep the information easy to understand for all users, this notice is written in plain language. If any part of this notice is not clearly or simply phrased, we welcome your feedback.


What data is collected?

The dox42 AI Chatbot answers your questions about our products and services. It is a purely conversational system — not an AI agent, not an autonomous system, and not an automated decision-making tool.

In line with the principle of data minimization, we do not collect personal data unless your sign-in details include personal identifiers (e.g., a personalized email address) or you actively enter personal data in the chat.

If personal data is present, we process the following categories:

  • Provided username
  • Date and time of use
  • Content entered in the chatbot

Activity data is collected in a pseudonymized form. If your license is not associated with a personal email address, linking activity to a specific individual is technically excluded. In that case, identification per account and conversation does not occur.

What we explicitly do not collect: Conversation histories beyond the current session, personal profiles, device data, or content outside the active conversation window.


Model training and tenant isolation

Your inputs are not used to train AI models — neither by us nor by Microsoft as our processor. Tenant isolation is technically enforced. The AI learns exclusively from our own content we actively provide and review (e.g., product documentation).


Session storage

Conversations are not stored across sessions. Once your session ends, the conversation content is deleted. There is no memory function.


Legal basis

Processing is carried out on the basis of Art. 6(1)(f) GDPR (legitimate interests): quality assurance and operational optimization of the chatbot service.


Retention period

Activity data (prompts + timestamps, pseudonymized) are stored for two years and then deleted.


Third countries and processing

The chatbot is based on Microsoft Copilot. Microsoft acts as a processor in accordance with Art. 28 GDPR under a concluded Data Processing Agreement (DPA). Data storage takes place exclusively in the EU (Microsoft Azure region Frankfurt/Germany). Insofar as, in individual cases, access by Microsoft entities outside the EEA cannot be completely excluded, the transfer relies on the EU–US Data Privacy Framework (DPF) and, in addition, on Standard Contractual Clauses (SCCs).


Your Privacy Rights

You have the right of access, rectification, erasure, restriction, objection, and data portability (Art. 15–21 GDPR), as well as the right to lodge a complaint with the Austrian Data Protection Authority (dsb.gv.at).

You can find the general Privacy Policy at: https://www.dox42.com/Privacy


3. Terms of Use of the dox42 AI Chatbot


About our dox42 AI Chatbot

A conversational query system based on Microsoft Copilot. It answers questions about our products and service content — not an AI agent, no autonomous capability.

ℹ️ Please note: You are interacting with an AI system. Responses are generated algorithmically.


We recommend

  • AI responses may be incorrect, incomplete, or ambiguous. Always use your own judgment to review outputs before making decisions.
  • Do not enter any sensitive data, such as health information, financial or payment data, or passwords.

Not permitted

  • Using the service to prepare or support unlawful acts
  • Entering content that harms, discriminates against, or harasses others
  • Attempts to manipulate or compromise the system (e.g., prompt injection or jailbreaking)
  • Automated access (e.g., bots, scraping) without explicit permission

Restriction of use

We may restrict, suspend, or terminate your use if you violate these terms or misuse the system. We may adjust these terms at any time. The current version applies from the moment you start using the system.


Liability

Use is at your own risk. We accept no liability for damages arising from erroneous AI outputs. For details of our liability, please refer to our General Terms and Conditions: https://www.dox42.com/Terms-And-Conditions  


(Last Updated on 26.02.2026)