Privacy Policy

1. Controller

Handelsvertretung Niclas Hoffmann, owner Niclas Hoffmann, Wildener Straße 66, 57290 Neunkirchen, Germany.
Email: info@hvnh-ai.com, Phone: 0171 9192938

2. General information on data processing

As a matter of principle, we process personal data of our visitors only to the extent necessary to provide a functional website as well as our content and services. For technical operation, we use only technically necessary cookies. We use marketing and reach-measurement tools (Meta Pixel, LinkedIn Insight Tag) only with your prior consent — they are loaded only after you have given your consent in the cookie banner (see Section 3).

3. Consent & cookie banner

On your first visit, we display a consent notice. The marketing services described in Sections 9 and 10 (Meta Pixel, LinkedIn Insight Tag) are loaded and permitted to set cookies only once you click “Accept” there. If you choose “Decline” or make no selection, no such processing takes place. The legal basis is your consent (Art. 6(1)(a) GDPR, Section 25(1) of the German Telecommunications and Telemedia Data Protection Act (TTDSG)). We store your decision locally in your browser so that we do not have to ask you again on every visit. You can withdraw your consent at any time with effect for the future by deleting your browser’s website data; the lawfulness of the processing carried out until the withdrawal remains unaffected.

4. Hosting and server log files

This website is operated on servers in Germany. With every request, the web server automatically processes technical data (IP address, date and time, page accessed, browser type) that is necessary to deliver the website and to ensure security (Art. 6(1)(f) GDPR). The log files are automatically deleted after a short time and are not combined with other data sources.

5. Contact form

If you use our contact form, we process the data you provide (name, email address, and, where applicable, company, phone number, preferred appointment, and message) solely to handle your inquiry and to schedule an appointment (Art. 6(1)(b) GDPR). The data is stored on our server in Germany and is additionally sent by email to our mailbox. The data is not passed on to third parties. The data is deleted as soon as it is no longer required for handling the inquiry and no statutory retention obligations apply.

6. Talk registration and talk mailing list

For our online and in-person talks, we offer two separate options that are based on different legal bases.

a) Registration for a specific talk. In this case, we process your name and email address in order to send you the access details, a calendar file, and reminders shortly before the start and — if available — the link to the recording. The legal basis is the implementation of the measure you requested (Art. 6(1)(b) GDPR). After the talk has ended and the recording has been sent, the data is deleted unless you have additionally consented to the mailing list.

b) Talk mailing list (“never miss a talk”). Here we inform you by email about upcoming dates. The legal basis is exclusively your consent (Art. 6(1)(a) GDPR, Section 7(2) of the German Act Against Unfair Competition (UWG)). We use the double opt-in procedure: after you sign up, you receive an email with a confirmation link. Only once you confirm it do we add you to the mailing list; the link is valid for 30 days, after which the sign-up expires. As proof of your consent (Art. 7(1) GDPR), we log your email address, your name if applicable, the time of sign-up and of confirmation, and the IP address and browser identifier (user agent) used in the process. This log serves solely as proof and is not analyzed for advertising purposes.

c) Pre-registration via an instant form on Facebook or Instagram. In some ads on Facebook and Instagram, you can pre-register for a talk directly in an instant form from Meta without visiting our website. When you submit the form, Meta transmits your details (name, email address, company, and number of employees) to us, along with the information about which ad you used to open the form. Meta can prefill your name and email address from your profile; you can change both before submitting. We use this to send you the organizer’s registration link and a reminder before the event; your company and number of employees help us tailor the talk and a personal follow-up to your company. The legal basis is the implementation of the pre-registration you requested (Art. 6(1)(b) GDPR) and, for the personal follow-up, our legitimate interest in responding to your inquiry (Art. 6(1)(f) GDPR). Deletion is governed by item (a); we do not add you to the mailing list (item (b)) via the instant form. The provision of the form and the transmission of your entries to us are governed by Meta’s terms of use for Lead Ads (facebook.com/legal/leadgenterms). For your use of Facebook and Instagram themselves, such as the delivery of the ad, Meta is an independent controller (data policy at facebook.com/privacy/policy); for the transfer to the USA, see Section 11.

Withdrawal. You can withdraw your consent at any time without giving reasons. For this purpose, every mailing list email contains an unsubscribe link that takes effect with a single click; alternatively, a short message to us is sufficient. After the withdrawal, we will not send any further mailing list emails to your address. The lawfulness of the processing carried out until the withdrawal remains unaffected.

Emails are sent via our email provider (see Section 7); your data is not passed on to any other third parties. You can download the calendar file (.ics) offered for each event without registering — no data beyond the usual server log files (Section 4) is collected in the process.

7. Email communication

For email correspondence, we use the provider Zoho (server location: EU). A data processing agreement pursuant to Art. 28 GDPR is in place with the provider.

8. AI chatbot “AI Potential Check”

On our website, we offer an AI-powered chat assistant that you can use to explore automation potential for your company without obligation. To generate the responses, your chat entries are transmitted to our service provider Anthropic PBC (San Francisco, USA) and processed there. Anthropic processes the data as a processor solely to provide the response; under Anthropic’s commercial API terms, your entries are not used to train the AI models. If you provide contact details in the chat (e.g., company, email, phone), we use them to prepare and arrange a free intro call. The legal basis is the initiation or implementation of pre-contractual measures at your request (Art. 6(1)(b) GDPR) and our legitimate interest in responding to your inquiry (Art. 6(1)(f) GDPR). For the transfer of data to the USA, see Section 11. Please do not enter any special categories of personal data (Art. 9 GDPR) in the chat.

9. Meta Pixel & Meta Conversions API

After you have given your consent (Section 3), we use the “Meta Pixel” and the server-side “Conversions API” of Meta Platforms Ireland Ltd. (4 Grand Canal Square, Dublin, Ireland). This allows us to measure the effectiveness of our advertisements and to show you interest-based advertising on Meta platforms (Facebook, Instagram) (reach/conversion measurement, retargeting). The data processed includes, among other things, your IP address, browser/device information, pages visited, and — for form submissions — a pseudonymized (hashed) form of your email address to attribute the event. With the Conversions API, these events are additionally reported by us to Meta server-side; an event ID prevents double counting. The legal basis is your consent (Art. 6(1)(a) GDPR, Section 25(1) TTDSG). With regard to the processing, Meta is a joint controller or an independent controller; details and options to object can be found in Meta’s data policy at facebook.com/privacy/policy.

10. LinkedIn Insight Tag

After you have given your consent (Section 3), we use the “Insight Tag” of LinkedIn Ireland Unlimited Company (Wilton Place, Dublin, Ireland). It enables us to perform statistical analyses of the use of our website by LinkedIn members as well as to measure the success of advertising campaigns on LinkedIn and to deliver them. In the process, your IP address, device/browser data, and event data (pages accessed, conversions), among other things, are processed; LinkedIn can associate this data with your LinkedIn account. The legal basis is your consent (Art. 6(1)(a) GDPR, Section 25(1) TTDSG). Further information can be found in LinkedIn’s privacy policy at linkedin.com/legal/privacy-policy.

11. Data transfers to third countries (USA)

When you use the AI chatbot (Anthropic) and the marketing services (Meta, LinkedIn), personal data may be transferred to the USA and processed there. The transfer takes place on the basis of the EU-U.S. Data Privacy Framework (insofar as the respective provider is certified) or the European Commission’s Standard Contractual Clauses (Art. 46 GDPR), together with supplementary protective measures. The USA does not have a level of data protection that fully corresponds to European law; in particular, access by U.S. authorities cannot be completely ruled out. For the services that require consent, the transfer is additionally based on your explicit consent (Art. 49(1)(a) GDPR).

12. Your rights

You have the following rights with respect to us regarding the personal data concerning you: the right of access (Art. 15 GDPR), rectification (Art. 16 GDPR), erasure (Art. 17 GDPR), restriction of processing (Art. 18 GDPR), data portability (Art. 20 GDPR), and objection to processing (Art. 21 GDPR). You also have the right to lodge a complaint with a data protection supervisory authority.

13. Current version

This privacy policy is currently valid (as of October 2026). As our website continues to evolve, it may become necessary to amend this privacy policy.