Privacy notice

1. Controller

Privacy enquiries: contact@asklivio.de.

2. Hosting and server logs

The website is hosted on a Plesk-managed server at IONOS SE, Elgendorfer Str. 57, 56410 Montabaur, Germany. Technical connection data is processed to deliver and secure the website: IP address, request time, requested URL or file, HTTP status, transferred data volume, browser and operating-system details, referrer when supplied, and technical errors.

The legal basis is Article 6(1)(f) GDPR: our legitimate interest in reliable, secure operation, troubleshooting and abuse prevention. Hosting providers may access this data as required for their technical duties.

Domain logs are rotated based on size, at approximately 10 MiB per log file, retaining up to ten rotated archives per log. Older archives are replaced through rotation. Retention therefore depends on log volume; there is no fixed day-based deletion period. We do not promise IP anonymisation in these logs. Relevant extracts may be retained to investigate security incidents or comply with legal obligations. Backups follow the applicable backup cycle and are not used for routine analytics.

Provider details: IONOS privacy notice.

3. Portal access and local chat demo

For approved portal accounts, we process the email address, a secure password hash, tenant and role information, your preferred portal and email language, the latest login time, and server-side session data. The language is taken from the German or English landing page used for registration and can be changed in the portal. It determines the language of the portal interface and transactional account emails. Session and CSRF secrets are not stored in plaintext in the database. Repeated failed logins are counted and may lock the account for 15 minutes. This provides protected customer-portal access and prevents abuse under Article 6(1)(b) and (f) GDPR. Browser sessions expire after one hour of inactivity and no later than twelve hours. Expired or revoked session records are removed on the next successful login, no later than 30 days after expiry or revocation.

For standard registration without a purchase, we send a one-time verification link through Resend to the supplied address. The link is valid for 24 hours and login remains disabled until it is used. We store only the cryptographic hash of the verification token and, after successful verification, the verification time. Used or expired tokens are removed during routine cleanup no later than a further seven days. Re-requesting a link always returns the same neutral response so that neither account existence nor verification status is disclosed. Account setup after a purchase instead follows the combined process in section 11.

If you use the password-reset function, an active and verified account receives an email via Resend containing a one-time link valid for 30 minutes. Our database stores only a cryptographic hash of the reset token; used or expired records are removed through routine cleanup no later than a further seven days. A successful reset revokes all existing portal sessions. Every submitted email address receives the same neutral response so that the service does not reveal whether an account exists.

The public Livio demo uses fixed example answers. When first opened, it loads the widget interface from our subdomain widget.asklivio.de, generating the technical connection data described in section 2. Your topic selection and the example answers are processed only in the current browser tab’s memory. They are not transmitted to us, a medical practice or an AI provider. There is no server-side chat storage or email forwarding. “Back to menu” lets you select another example topic; reloading resets the demo. Topic selections and answers are not written to cookies, local storage or session storage.

Where personal data is involved, Article 6(1)(f) GDPR supports our legitimate interest in providing a functional, data-minimising demonstration. Strictly necessary device operations fall under § 25(2)(2) TDDDG. Please use fictional information only in demo and configuration fields, never patient records or health data. The demo offers no diagnoses, individual medical advice or real appointment requests.

4. Analytics, language and external content

We use a self-hosted Plausible instance at plausible.wanderspend.io, not Plausible’s cloud service, for website statistics. This covers pages visited, referring website, time, browser/device categories, approximate location, visit duration and scroll depth. IP address and browser identification are technically processed to derive a daily, site-specific identifier. The analytics database does not retain unchanged IP addresses; server logs are separate.

No analytics cookies or persistent visitor identifiers are used, and visitors are not recognised across days or websites. Query strings and fragments are removed from page URLs before analytics transmission; referrers are reduced to their origin. Form, download and outbound-link tracking is disabled. Chat messages and contact details are not sent as analytics events. The legal basis is Article 6(1)(f) GDPR and our legitimate interest in data-minimising usage statistics. Statistical records are retained as needed for reach comparison and website improvement, according to the purpose and comparison period. Your rights are described below.

The German website is available at asklivio.de and the English website at asklivio.com. Selecting DE or EN takes you to the respective website. We do not redirect you automatically based on browser language or location. The landing-page language selection is not stored in cookies or local storage.

There are no advertising pixels. Outfit fonts are served from our own server, without requests to Google Fonts. The usual browser cache is not used for visitor tracking. External links connect to third-party services only when clicked; those services have their own privacy policies.

5. Contact form and email

Online contact-form sending remains disabled during the migration; form entries are not transmitted. You can contact us directly by email at contact@asklivio.de. The following information about email correspondence applies. Please do not send patient records or health data.

A spam field and rate limits protect the service. A secret-keyed hash of the connecting IP address and request timestamps are stored in a separate rate file, without message content or email addresses. Values are used for a one-hour window and expired entries are removed on the next permitted request; without new requests, the last entries remain until cleanup. Article 6(1)(f) GDPR supports our legitimate interest in preventing spam. Ordinary server logs are separate, as described in section 2.

We process your contact details and message to handle and answer your enquiry. Email providers may process this information for delivery and storage. Article 6(1)(b) GDPR applies to contractual and pre-contractual enquiries; otherwise Article 6(1)(f) GDPR supports our legitimate interest in answering enquiries.

Correspondence is kept as long as needed to handle the enquiry and follow-up questions, then deleted unless required by law or to establish, exercise or defend legal claims. Statutory retention is based on Article 6(1)(c) GDPR. Providing information is voluntary, but we may be unable to respond without a reachable address and sufficient context. Do not send patient records or health data.

6. Recipients and transfers

The controller and technical providers may access data as needed for hosting, self-hosted analytics, security and email. Authorities and other parties receive data only where a legal basis exists.

We use Resend, a service of Plus Five Five, Inc. in the United States, as a processor for transactional email. Recipient and sender addresses, subject, message content, delivery data and logs are processed. According to Resend, customer and email data is stored in the United States; choosing a European sending region controls email routing, not storage location. On regular plans, email and log data is generally retained for 30 days. Transfers are covered by the data processing agreement including EU Standard Contractual Clauses and additionally by participation in the EU-US Data Privacy Framework. Open and link tracking are disabled for our sending domain. Further information: Resend GDPR and Data Processing Addendum.

No advertising services are embedded. Optional AI-assisted onboarding is described in section 10. Demo messages are not sent to external AI services. Linked third-party services are not part of the demo.

7. Your rights

Subject to legal conditions, you may request access (Article 15 GDPR), rectification (16), erasure (17), restriction (18), portability (20), and withdrawal of consent for future processing (7(3)). Contact contact@asklivio.de. We cannot retrieve your local demo messages because we never receive them.

Right to object

Under Article 21 GDPR, you may object on grounds relating to your particular situation to processing based on Article 6(1)(f). We will stop unless compelling legitimate grounds override your interests, rights and freedoms, or processing is needed for legal claims.

Complaints

Under Article 77 GDPR, you may complain to a supervisory authority, particularly where you live, work or where an alleged infringement occurred. See the German supervisory authorities.

8. Security and automated decisions

The website uses HTTPS. No internet transmission can be guaranteed entirely risk-free. This website does not make automated decisions with legal or similarly significant effects, nor perform profiling under Article 22 GDPR.

9. Scope and updates

This notice covers the product website, portal access, marketing contact form, local demo, and the optional onboarding, purchase preparation, billing and account setup in sections 10 and 11. Production delivery of practice enquiries is not yet enabled. Practice-specific contractual and privacy information for that processing will be provided before it is enabled.

10. Optional AI-assisted onboarding

The onboarding preview can prepare organisational practice information from a public website and translate confirmed details into selected languages. This is separate from the local homepage chat demo. After you confirm the processing notice, our server retrieves up to three HTML pages and sends their text and links to the OpenAI API. For translation, it sends the practice fields you have reviewed. These may include the practice name, specialty, address, business contact details, opening hours, services and booking URL. Do not provide patient records, health data or confidential information. You can enter the information manually without using the website import.

While you edit, your draft, design choices, uploaded logo and translations are saved in this browser under “asklivio-onboarding-v1”. They expire after seven days without use and are removed the next time onboarding is opened; you can discard them sooner or clear your browser data. Explicitly saving purchase preparation additionally transfers the reviewed configuration and billing details to our server, as described in section 11. The logo is not sent to OpenAI. The import and translation endpoint itself does not retain retrieved website texts after the request. Ordinary server logs remain separate. Secret-keyed IP hashes and expiry times enforce a 24-hour rate limit; expired entries are removed on a subsequent request.

We use OpenAI’s Responses API with response storage disabled. This does not mean zero retention: OpenAI’s default abuse-monitoring logs may contain inputs and outputs and are generally retained for up to 30 days, with exceptions for legal or safety requirements. Processing exclusively in Germany or the EU is not guaranteed for this integration. See OpenAI’s API data controls. Import and preview alone do not create a paid order or send patient enquiries. A purchase is confirmed separately in Stripe Checkout.

11. Purchase, billing and account setup

When you explicitly save your purchase preparation, we store your reviewed practice configuration, design, selected languages, notification addresses, billing address, optional VAT ID and business confirmations on our IONOS server. A necessary, seven-day HttpOnly cookie connects your browser to this preparation. Unreserved drafts and unapproved billing-review requests expire after seven days and are removed by the scheduled cleanup. Once checkout has been reserved, its frozen configuration is retained separately so we can process or recover that order; it is not covered by abandoned-draft deletion.

We use Stripe Checkout, Billing and its hosted customer portal for payments, subscriptions and invoices. We send Stripe the invoice recipient, contact and address details, optional VAT ID, chosen prices and an internal order reference. You enter payment details directly at Stripe; our application does not store full card numbers or IBANs. Stripe also processes transaction and device data for payment security and legal requirements and may process data outside the EU. Its roles, recipients, retention and transfer safeguards are described in the Stripe privacy policy.

We retain order and Stripe references, invoice/payment/subscription status, first-payment time, billing-country checks and any necessary business-verification evidence. These records support account access, support, cancellation, the money-back guarantee and accounting. Contract and billing records are kept while needed to perform the contract and subsequently for applicable statutory retention or legal claims; they are not automatically deleted with an expired browser draft. Uncompleted orders and approved review evidence are reviewed for deletion when their support, documentation and legal purposes end. For a deletion request, contact contact@asklivio.de.

After confirmed payment, Resend sends a seven-day setup link to the payment recipient email. The link permits you to choose a password, verify that email address and create your practice access in one explicit step; no second verification email is needed for this purchase route. Existing accounts use normal sign-in instead. We store a link hash, a secret-based derivation nonce, expiry, delivery attempts and claim status. Opening the link alone does not create an account. A replacement is available through support without another purchase.

The purposes above rely on contract preparation/performance (Article 6(1)(b) GDPR), applicable legal record-keeping (Article 6(1)(c)) and our legitimate interest in security and resolving payment or access problems (Article 6(1)(f)). The necessary purchase cookie serves the requested purchase flow (§ 25(2)(2) TDDDG). Resend and hosting details and your rights are described above. Never enter patient or health information in purchase or support fields.