Nexaigentsys

Privacy policy

Protecting your personal data

This is a courtesy translation. The German version at nexaigentsys.de/datenschutz is legally binding.

1. Controller

Nexaigentsys – Moritz Voigt
Hans-Berger-Straße 17
07747 Jena, Germany
Phone: +49 152 21380878
Email: [email protected]

2. Hosting & infrastructure

The public website is delivered through Cloudflare. Forms, the website assistant and internal automations are processed through our own customer management system our customer management system, which runs on a server of Hetzner Online GmbH (location Germany, data center Falkenstein). All connections are encrypted via HTTPS.

On some subpages, libraries are loaded through content delivery networks (CDNs): unpkg.com and jsDelivr (jsdelivr.net) for the animation library AOS.js. Your IP address is transmitted to these services in the process. jsDelivr privacy policy

3. Cookies & LocalStorage

We use tracking cookies (Google Analytics) only with your consent. On your first visit, a cookie banner appears with three options:

  • “Accept all”: Google Analytics is loaded and third-party rating widgets are displayed.
  • “Reject all”: No tracking cookies, no third-party widgets. The website works fully, and rating widgets show a notice.

Regardless of your cookie choice, we use LocalStorage for technically necessary functions:

  • sbs_cookie_consent – stores your cookie decision

Google cookies (only with consent)

  • _ga – Google Analytics: distinguishing users (storage period: 2 years)
  • _gid – Google Analytics: distinguishing users (storage period: 24 hours)
  • _gat – Google Analytics: throttling the request rate (storage period: 1 minute)
  • _gcl_au – Google Ads: conversion tracking (storage period: 90 days)

You can change your choice at any time via the cookie icon in the navigation, or withdraw it by deleting your browser data.

4. Profile management & deletion

You can create a local profile. The data (name, email, phone numbers, social links) is stored locally in your browser and is transmitted to our customer management system only after your explicit confirmation. With the “Delete profile data” button in the profile dialog, you remove all locally stored information and at the same time trigger a deletion notice to our customer management system.

5. Forms & automations

Contact, makerspace, smart business and feedback forms collect the data you enter (e.g. names, contact details, project descriptions, file attachments) and transmit it encrypted to our customer management system. There, the data is stored in a database on the server and our team is notified of the request. File uploads are kept only as long as necessary to process the case.

To send confirmation and transactional emails (e.g. the confirmation of receipt of your request), we use the service Resend.

Legal basis: Art. 6(1)(b) GDPR (pre-contractual measures/request). Storage period: Form data is stored in the customer management system for the duration of processing and up to 6 months after completion.

6. AI processing & external services

To process requests and form data, we use several AI services:

  • OpenAI GPT-4o mini: The Nexaiscan questionnaire is analyzed by GPT-4o mini to create personalized recommendations. Your form answers (no personal data such as name/email) are transmitted to OpenAI. OpenAI privacy policy
  • Perplexity AI: When forms are submitted, automatic company research may be carried out via Perplexity (e.g. website analysis). Only the company URL you provided is transmitted. Perplexity privacy policy
  • Mistral AI: The website assistant uses the model “mistral-medium” for chat requests. Mistral privacy policy

We limit the transmitted data to what each function requires and review our data flows regularly.

7. AI assistant Emma (voice agent)

After you complete the Nexaiscan questionnaire, you are optionally offered a conversation with our AI assistant “Emma”. This conversation takes place through your browser (WebRTC technology) and requires access to your microphone.

Processor

Retell.ai, Inc. – Emma is operated by Retell.ai. Speech processing (speech-to-text, text-to-speech) and conversation handling run on Retell.ai servers. Retell.ai privacy policy

Transcript & data processing

Conversations with Emma are stored as a text transcript in order to:

  • send you a summary by email
  • continuously improve our service
  • prepare suitable offers for you

Storage takes place only with your explicit consent (GDPR checkbox in Nexaiscan form). You can end the conversation at any time.

Data processing during the call

  • Your Nexaiscan details (name, company, analysis result) are passed to Emma to personalize the conversation
  • If you book an appointment, it is created in Google Calendar. Optionally, your email address is added as an attendee

Legal basis

Art. 6(1)(a) GDPR (consent). You can withdraw your consent at any time by ending the conversation or contacting us.

8. Google Analytics & third-party widgets

We use the following external services only with your consent:

  • Google Analytics/Ads (gtag.js): To measure website visits and track conversions when forms are submitted. Google sets cookies in the process. It is loaded only if you choose “Accept all”. Google Analytics opt-out

Customer reviews are displayed as static content directly from our server. No data is transmitted to third parties in the process.

Legal basis: Art. 6(1)(a) GDPR (consent). Cookie storage period: _ga: 2 years, _gid: 24 hours, _gcl_au: 90 days.

Google Fonts: Fonts are loaded locally from our server. No IP address is transmitted to Google.

9. Communication & messengers

For community exchange, we use WhatsApp groups. If you use the respective invitation link, the privacy terms of WhatsApp/Meta apply. Feedback notifications and form information may also be sent to our team via Telegram. This transfer takes place only if you agree in the respective form or submit a corresponding request.

10. Server logs & security measures

Cloudflare logs anonymized access data (e.g. IP address, date, user agent) for up to 7 days to detect attacks. On the customer management server (Hetzner), system and access logs are stored on a rotating basis and evaluated only for troubleshooting. Sensitive administration notes are kept exclusively in internal documentation.

11. Data processing agreements (DPA)

We have concluded data processing agreements (DPA) with the following service providers:

  • Google Ireland Limited – for Google Analytics and Google Ads (Consent Mode v2)
  • Cloudflare, Inc. – for website delivery and CDN services
  • Hetzner Online GmbH – for server hosting and operation of the customer management system
  • Resend, Inc. – for sending transactional emails
  • Retell.ai, Inc. – for the AI assistant Emma (voice)

Processing takes place on the basis of Art. 28 GDPR.

12. Your rights

You have the right of access, rectification, erasure, restriction of processing, data portability and the right to object to data processing. You can withdraw any consent you have given at any time with effect for the future, e.g. by using the deletion function in profile management or by email to us.

13. Currency of this policy

We update this privacy policy as soon as new features go live or legal requirements make it necessary. Status of this version: July 2026.