Privacy policy in accordance with the EU General Data Protection Regulation

The controller within the meaning of the General Data Protection Regulation (GDPR) and other national data protection laws of the member states as well as other data protection regulations is the:

The data protection officer of the controller can be contacted as follows

Description and scope of data processing

There is a contact form on our website that can be used to contact us electronically. If a user makes use of this option, the data entered in the input mask will be transmitted to us and stored: Name of the user, e-mail address of the user, content of the message (text field), IP address of the accessing device and the date and time of transmission.

If contact is made by e-mail, the data transmitted with the e-mail, such as the user's e-mail address, the content of the e-mail and the data sent, will be stored.

Legal basis for data processing

The legal basis for the processing of the data is Art. 6 para. 1 lit. a) in conjunction with Art. 7 GDPR if the user has given consent. The legal basis for the processing of data transmitted in the course of sending an e-mail is Art. 6 para. 1 lit. e), Art. 6 para. 3 lit. b) GDPR in conjunction with § 4 DSAG LSA. If the e-mail contact is aimed at the conclusion of a contract, the legal basis for the processing is Art. 6 para. 1 lit. b) GDPR.

Purpose of data processing

The processing of personal data serves exclusively to process the enquiry and the associated communication. The other data processed during the sending process is used to ensure functionality and to prevent misuse.

Duration of storage

The data is deleted as soon as it has fulfilled the purpose for which it was collected and is no longer required. For the personal data from the contact form and the enquiry sent by email, this is the case when the respective conversation with the user has ended. The conversation is ended when it can be inferred from the circumstances that the matter in question has been conclusively clarified.

Additional statutory retention periods remain unaffected.

Recipients or categories of recipients of the personal data

The data collected in the course of making contact will only be processed by the responsible internal departments of the Salzlandkreis. It will not be passed on to third parties unless this is necessary in the context of processing the enquiry or there is a legal obligation to do so. If external service providers (e.g. IT service providers, hosting providers) are used, this is done exclusively on the basis of an order processing contract in accordance with Art. 28 GDPR.

Objection and removal options

Users have the right to object to the processing of their personal data at any time with effect for the future. In such a case, communication cannot be continued. The objection and a request for deletion can be sent informally at any time by e-mail to the e-mail address given in the legal notice. All personal data stored in the course of making contact will be deleted in this case, provided there are no legal retention periods to the contrary.

No personal data is processed or collected when using our chatbot. It is used exclusively to automatically respond to general enquiries and provide information. To do this, it uses artificial intelligence to evaluate the messages you write and sends back appropriate responses – either from a predefined response catalogue or dynamically generated using language models (large language models).
The user is not identified.

If the chat function is linked to a form function (e.g. contact, appointment or support request), it may be necessary to collect or process certain personal data (e.g. name, e-mail address or telephone number) in order to process the request. You will receive further information on this in the chat in due course. These entries are voluntary.

Below we inform you about the data collected as well as the purpose, time and place of processing.

Log data

Log data is stored to execute the chatbot's requests. This includes:

• Complete call logs, including the time of the enquiry.
• Feedback given within the chat.
• Data on technical problems that occurred during a call (so-called error logs).
• Access logs with IP address and time of access.

Log data/call logs are automatically deleted after 30 days. The data is stored exclusively for training purposes and to ensure operation. The data is stored on servers in Germany and is not passed on to third parties. There is a corresponding order processing relationship with the provider of the chatbot, assono GmbH (Lise-Meitner-Straße 1-7, 24223 Schwentinental, Germany).

The corresponding data use is based on your consent in accordance with Art. 6 para. 1 lit. a) GDPR in the context of processing your request.

IBM Watsonx

An artificial intelligence service called IBM Watsonx from IBM Deutschland GmbH, IBM-Allee 1, 71139 Ehningen, Germany, is used so that the chatbot can understand the texts you enter and send back suitable answers. The following data is transmitted to IBM servers to analyse your text entries:

• All sent messages in the chat (individually).
• The exact time when sending.
• Information about the chatbot being used.

The data will be stored in a data centre in Frankfurt for a maximum period of 3 months. IBM guarantees that the data will be stored in Germany and used exclusively for analysing the messages. At no time will a direct connection be established between your computer and the IBM servers.

The corresponding data use is based on your consent in accordance with Art. 6 para. 1 lit. a) GDPR in the context of processing your request.

Automatic translation

To enable you to communicate with the chatbot in several languages, a translation service from DeepL SE, Maarweg 165, 50825 Cologne, Germany, is integrated. If you have selected a language other than German, all messages sent in the chat (individually and without context) are transmitted to the translation service. At no time is a direct connection established between your computer and the translation service servers. All data is transmitted in encrypted form and processed on servers within the EU.

The corresponding data use is based on your consent in accordance with Art. 6 para. 1 lit. a) GDPR in the context of processing your request.

Dynamic response generation with language models

Large language models from Microsoft Ireland Operations Limited, One Microsoft Place, South County Business Park Leopardstown, Dublin 18, D18 P521, Ireland are integrated to process content as part of the response generation process. Messages sent in the chat (individually and without context) are transmitted to Microsoft Azure services. At no time is a direct connection established between your computer and the Microsoft Azure servers. All data is transmitted in encrypted form and processed on servers within the EU.

The corresponding data use is based on your consent in accordance with Art. 6 para. 1 lit. a) GDPR in the context of processing your request.

Note on confidentiality

Please do not enter any sensitive or confidential information (e.g. health data, bank details, passwords) in the chatbot.

Public notification is a special type of notification (Section 2 (2) sentence 2 of the Administrative Notification Act (VwZG) and is carried out in accordance with Section 10 (2) VwZG by publishing a notification at the location generally designated for this purpose by the authority. Public notification is also possible by publication on a website. The Salzlandkreis has decided in favour of publication on its own website.

Pursuant to Section 10 VwZG, service may be effected by public notice if

• the addressee's whereabouts are unknown and delivery to a representative or authorised recipient is not possible,
• in the case of legal entities that are obliged to register a domestic business address with the commercial register, service is not possible either at the registered address or at an address entered in the commercial register of a person authorised to receive service or at another domestic address known without investigation,
• in the case of registered partnerships, service cannot be effected either at the registered address or at an address entered in the commercial or company register of a person authorised to receive service or at another address within a Member State of the European Union known without enquiries, or
• it is not possible in the case of § 9 or does not promise success.

For the purpose of public service, the surname and first name as well as the last known address of the person to whom an official document is to be served are published. In addition, the date and the corresponding file number of the document to be notified as well as the office and contact person from which it can be viewed and collected are published.

With this information, the person concerned can collect or inspect the document in question at the aforementioned office on presentation of a valid photo ID or by an authorised representative.

The data is processed on the basis of Art. 6 para. 1 lit. e), para. 3 GDPR in conjunction with § 4 DSAG LSA. The processing of the personal data of the data subjects is necessary for the purpose of fulfilling a legal task of the Salzlandkreis.

The personal data will be published on the website for a fortnight. You can arrange for the premature deletion of the published data by collecting or viewing the notice in question from the issuing office. If this office confirms the notification of the decision, the public notification will be deleted from the website immediately.

Our website may contain links to external websites over whose content we have no control. We assume no responsibility for the data protection practices and content of these external websites. The data protection notices and declarations on these websites apply.

Online services

You have voluntarily provided us with your personal data because you have requested access to the service portal yourself. In accordance with Art. 6 para. 1 lit. a GDPR, you voluntarily consent to the use of this personal data to process your request by completing the registration process to the end.

You can use a variety of online services via the service portal. This is always done by clearly consenting to the data protection information.

To protect the security of your data during transmission, we use state-of-the-art transport encryption (SSL) via HTTPS.

Google Maps

This website uses the product "Google Maps" in joint responsibility pursuant to Art. 26 GDPR (details can be found in Google's privacy policy) with Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland ("Google") to show you our locations as conveniently as possible so that you can find us/our events quickly and easily. This involves the regular setting of a cookie on your computer, which may enable Google to identify at least individual users based on the data received. It is possible that personal data and personality profiles of website users could be processed by Google for other purposes over which we have no influence and cannot have any influence. This, and the fact that data is transferred to the USA, is problematic for data protection reasons.

The terms of use for Google Maps can be found under "Terms of Use for Google Maps".

Therefore, the activation of Google Maps is based on your consent in accordance with Art. 49 para. 1 lit. a) GDPR, which you effectively give us by double-clicking on the Google Maps function.

You also have the option of completely deactivating the Google Maps service and thus preventing data transfer to Google: To do this, deactivate JavaScript in your browser. Please refer to your browser manufacturer's instructions for details on how this works. However, we would like to point out that in this case you will not be able to use the map display.

YouTube videos

We integrate videos from YouTube (part of Google, see above) on our websites via corresponding plug-ins on the basis of your consent in accordance with Art. 49 para. 1 lit. a) GDPR, which are regularly stored on www.youtube.com and can or will be played directly from our website. These are primarily integrated in "extended data protection mode", i.e. no data about you as a user is transferred to YouTube if you do not play the videos. Only when you play the videos will the data mentioned in the following paragraph be transmitted. We have no influence on this data transfer.

You give your consent through the so-called "double-click" solution, i.e. as long as you do not click on a correspondingly labelled YouTube video, it will neither be played nor will data be transmitted to the YouTube servers. Only when you explicitly click on the video (again) does the streaming service start. A connection to the YouTube servers in the USA is then established and YouTube receives the information that you have accessed the corresponding subpage of our website. This occurs regardless of whether YouTube provides a user account that you are logged into or whether no user account exists. If you are logged in to YouTube / Google, your data will be assigned directly to your account. If you do not wish your data to be associated with your YouTube profile, you must log out of your account before activating the video. YouTube stores your data as usage profiles and uses them for the purposes of advertising, market research and/or customising its website. Such an evaluation is carried out in particular (even for users who are not logged in) to provide customised advertising and to inform other users of the social network about your activities on our website. You have the right to object to the creation of these user profiles, whereby you must contact YouTube or Google to exercise this right.

Further information on the purpose and scope of data collection and its processing by YouTube can be found in their privacy policy. There you will also find further information on your rights and settings options for protecting your privacy at the current link www.google.de/intl/de/policies/privacy.

This website uses the translation service DeepL Pro to automatically provide content in multiple languages. DeepL Pro is a product of DeepL SE, Maarweg 165, 50825 Cologne, Germany.

The translations are carried out on the server side: all content is translated automatically and stored locally on the web server. When users select a language version, no personal data is transmitted to DeepL. No connections are established from users' end devices to DeepL servers; multilingual search queries or the use of forms also do not trigger any data transmission to external servers.

If foreign-language entries (e.g. via contact forms) have to be translated for processing, this is done exclusively to answer the enquiry. The content of the enquiry and the selected language are processed. Further information on the purpose, legal basis and storage period can be found in the general sections of this privacy policy on data processing.

Personal data is not transferred to third countries. If service providers are involved as part of order processing, this is done on the basis of Art. 28 GDPR.

Note: No guarantee is given for the accuracy, completeness and up-to-dateness of the machine translations. The automatic translation does not replace a qualified manual translation.

Further information on data protection at DeepL can be found in DeepL's privacy policy.

When you visit our website, we use the widespread SSL (Secure Sockets Layer) method or the new TLS (Transport Layer Security) standard in conjunction with the highest level of encryption supported by your browser. This prevents data from being read by third parties during transmission. You can recognise an encrypted connection by the fact that the address line of the browser changes from "http://" to "https://" and a lock symbol is displayed in the address line of the user's browser.

Our security measures are continuously adapted in line with technological developments.

If your personal data is processed, you are a data subject within the meaning of the GDPR and you have the following rights vis-à-vis the controller:

• If your personal data is processed, you have the right to receive information about the personal data stored about you (Art. 15 GDPR).
• If incorrect personal data is processed, you have the right to rectification (Art. 16 GDPR).
• If the legal requirements are met, you can request the deletion or restriction of the processing and object to the processing (Art. 17, 18 and 21 GDPR).
• If you have consented to the data processing or a contract for data processing exists and the data processing is carried out using automated procedures, you may have a right to data portability (Art. 20 GDPR).

If you make use of your above-mentioned rights, the public authority will check whether the legal requirements for this are met. In addition, in the area of social data (see § 35 SGB I), the provisions of §§ 82 ff. SGB X must be observed.

Please note that we must ensure that we are actually dealing with the data subject in the event of enquiries regarding the exercise of the named data subject rights. For this reason, proof of identity will regularly be required.

Right of cancellation for consents

If the processing of your personal data is based on consent, you have the right to withdraw this consent at any time with effect for the future. This does not affect the legality of the data processing carried out on the basis of the consent until the revocation.

Right to lodge a complaint with the supervisory authority

Every data subject has the right to lodge a complaint with the supervisory authority (Art. 77 para. 1 GDPR) if they believe that their personal data is being processed unlawfully. If you wish to contact the State Commissioner for Data Protection, you can do so as follows:

for the federal state of Saxony-Anhalt

Further information can be found on the official website of the State Commissioner at https://datenschutz.sachsen-anhalt.de/datenschutz-in-sachsen-anhalt/.

Existence of automated decision-making in individual cases, including profiling

We do not use automated decision-making or profiling.

Our website is hosted exclusively in data centres within the Federal Republic of Germany or the European Union. The personal data collected as part of the use of our website is stored on the servers of the hosting service provider commissioned by us. This may include, in particular, IP addresses, meta and communication data, website accesses and other data generated via a website. The hosting provider is used for the purpose of contract fulfilment in accordance with Art. 6 para. 1 lit. b GDPR and for the secure, faster and more efficient provision of our online services.

An order processing contract has been concluded with the hosting service provider in accordance with Art. 28 GDPR, which ensures that personal data is only processed in accordance with instructions and in compliance with the applicable data protection regulations.

Your data will not be passed on, sold or otherwise transferred to third parties unless this is necessary and permissible within the scope of the above-mentioned purposes and legal bases or if you have expressly consented to this.

If external service providers are used as part of the operation of our infrastructure, the processing of personal data is carried out exclusively on our behalf and on the basis of Art. 28 GDPR.

Personal data is processed and transferred to state institutions and authorities exclusively within the framework of the applicable legal regulations or on the basis of a corresponding legal obligation in accordance with Art. 6 para. 1 lit. c, e, para. 3 GDPR in conjunction with § 4 DSAG LSA.

Description and scope of data processing

Our website uses cookies. Cookies are text files that are stored in the Internet browser or by the Internet browser on the user's computer system. When a user accesses a website, a cookie may be stored on the user's operating system. This cookie contains a characteristic string of characters that enables the browser to be uniquely identified when the website is called up again. Cookies do not damage your computer, nor do they contain viruses or personal data. Cookies are primarily used to ensure basic technical functions of the website, e.g. navigation or shopping basket and booking functions, as well as to store user information during or after a visit to a website. This includes, for example, language settings for multilingual websites, a login status or the point up to which a video was viewed so that it can be played at the same point on the next visit.

We use cookies to make our website more user-friendly.

This website uses the following cookies

• Strictly necessary or "essential" cookies are absolutely necessary for the proper technical operation of a website or for reasons of information security. These cannot be "deselected" in order to ensure the functionality of this website or to store your cookie preferences.

• Third-party cookies: These are required, for example, for map services such as Google Maps or OpenStreetMap, which in turn require your consent. You can grant this consent regularly via a manual "double-click" solution directly on the element or via our cookie notice box.

• Cookies for external media: Your consent is required for the integration and display of YouTube or Vimeo videos, for example, because this would require data to be regularly transferred to third countries. Content from video and social media platforms is blocked by default. You can give your consent on a regular basis via a manual "double-click" solution or via our cookie notice box.

Purpose of data processing

The processing of your personal data through the use of cookies is carried out to ensure the proper, secure and user-friendly operation of the website. Cookies are used to provide basic technical functions, to ensure the stability and security of the website and to customise the content. Unless technically necessary, cookies are used exclusively to analyse the use of the website and to optimise our content. Any further processing for advertising or marketing purposes does not take place.

Legal basis for data processing

Technically necessary cookies are processed on the basis of Art. 6 para. 1 lit. e, para. 3 GDPR in conjunction with § 25 para. 2 no. 2 TDDDG, alternatively § 4 DSAG LSA. All other cookies are processed exclusively on the basis of your consent in accordance with Art. 6 para. 1 lit. a GDPR in conjunction with § 25 para. 1 TDDDG.

Consent and revocation

When you visit our website for the first time, you will be informed about the use of cookies via a cookie notice box and asked for your consent if this is required. Your consent only becomes effective when you actively give it. You can revoke your consent at any time with effect for the future by calling up and adjusting the cookie settings again via the cookie hint box. If this is not the case, only the technically absolutely necessary cookies are set, the use of which is based on our interest and the interest of the users in the expected security and functionality of our website.

Setting options via your browser

Irrespective of this, you can configure your browser so that you are informed about the setting of cookies, only allow cookies in individual cases, exclude the acceptance of cookies for certain cases or in general and activate the automatic deletion of cookies when closing the browser.

To do this, please follow the instructions in your browser manual.

Please note that deactivating cookies may restrict certain functions of our website.

Cookie management via our cookie hint box

You can manage your settings at any time using the cookie notice box provided on our website.

You can give your consent (activation of cookies) and withdraw your consent (deactivation of cookies) elegantly via our cookie notice box, which automatically appears on your screen the first time you visit our website. Deactivation is just as easy as activation (consent): by ticking or unticking the relevant box. As already mentioned, the only exceptions are cookies that are technically absolutely necessary ("essential") for the proper and secure functioning of our website.

Please note that deactivating cookies may restrict certain functions of our website.

Scope of the processing of personal data

We only process our users' personal data to the extent necessary to provide a functional website and our content and services. The processing of our users' personal data only takes place regularly with the user's consent. An exception applies in cases where prior consent cannot be obtained for factual reasons and the processing of the data is permitted by law.

We would like to point out that data transmission over the Internet (e.g. when communicating by e-mail) may be subject to security vulnerabilities. Complete protection against access by third parties is not possible.

Processing purposes and legal bases for the processing of personal data

Art. 6 para. 1 lit. a GDPR serves our administration as the legal basis for processing operations for which we obtain consent for a specific processing purpose.

If the processing of personal data is necessary for the performance of a contract to which the data subject is party, as is the case, for example, when processing operations are necessary for the supply of goods or to provide any other service or consideration, the processing is based on Article 6(1)(b) GDPR. The same applies to such processing operations that are necessary for the performance of pre-contractual measures.

If our district administration is subject to a legal obligation which requires the processing of personal data, such as for the fulfilment of tax obligations, the processing is based on Art. 6 para. 1 lit. c GDPR.

In rare cases, the processing of personal data may become necessary in order to protect the vital interests of the data subject or another natural person. This would be the case, for example, if a visitor were injured on our premises and their name, age, health insurance details or other vital information had to be passed on to a doctor, hospital or other third party. The processing would then be based on Art. 6 para. 1 lit. d GDPR.

In the event that processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the Salzlandkreis, Art. 6 para. 1 lit. e, para. 3 GDPR in conjunction with Section 4 of the Act to Implement Regulation (EU) 2016/679 and to Adapt General Data Protection Law in Saxony-Anhalt (General Data Protection Regulation Implementation Act - DSAG LSA) is the legal basis. Tasks are also those resulting from the organisational distribution plan that are necessary for the administration of the Salzland district and the functioning of the administration.

Data may also be processed on the basis of Art. 6 para. 1 lit. e, para. 3 GDPR in conjunction with § 4 DSAG LSA to the extent that our legitimate interest or that of a third party makes processing necessary for the establishment, exercise or defence of legal claims in connection with the above-mentioned procedures.

Recipients of personal data

Personal data will only be passed on to third parties or processors if this is permitted by law, if consent has been given or if this is necessary to fulfil a contract.

Corresponding contracts are concluded with processors in accordance with Art. 28 GDPR.

Data erasure and storage duration

The personal data of the data subject will be deleted or blocked as soon as the purpose of storage no longer applies.

Data may also be stored if this has been provided for by the European or national legislator in EU regulations, laws or other provisions to which the controller is subject. Data will also be stored beyond the end of the purpose if this is necessary for the fulfilment of tasks in compliance with statutory retention periods.

The data will also be blocked or deleted if a storage period prescribed by the aforementioned standards expires, unless there is a need for further storage of the data for the conclusion or fulfilment of a contract.

Scope of processing

Web forms are provided on this website that users can use to contact the district administration electronically or submit applications and notifications. When using these web forms, the personal data entered in the input fields is processed. Which data is collected can be seen from the respective form. In addition, technical data (e.g. IP address, date and time of transmission) is processed to ensure the security and functionality of the technical systems.

Processing purposes and legal bases for the processing of personal data

The processing of personal data transmitted via the web forms is carried out to process enquiries, to carry out administrative procedures and to fulfil statutory duties.

The legal basis results from Art. 6 para. 1 lit. e, para. 3 GDPR, § 4 DSAG LSA in conjunction with the relevant statutory provisions. If consent is required, the processing is carried out on the basis of Art. 6 para. 1 lit. a, 7 GDPR.

Recipient of the data

The personal data collected is processed exclusively within the responsible organisational unit of the Salzlandkreis. Data will only be transferred to third parties if this is necessary for the fulfilment of legal tasks or if there is a corresponding legal obligation.

Data erasure and storage duration

Personal data is only stored for as long as is necessary to fulfil the respective task. They are then deleted or archived in compliance with the statutory retention periods.

Description and scope of data processing

Each time our website is accessed, our system automatically collects data and information from the computer system of the accessing computer.

The following data is collected:

• Name of the retrieved file or offer page (URL)
• Date and time of the request
• Transmitted data volume
• User agent (this may include browser type/browser version, operating system used)
• Access status (transmitted, not found, etc.)

Legal basis for data processing

We process this data in this respect on the basis of Art. 6 para. 1 lit. e, para. 3 GDPR in conjunction with § 4 DSAG LSA in order to be able to provide you with this online offer to fulfil our tasks in the public interest (public relations work).

Purpose of data processing

The temporary storage of the IP address by the system is necessary to enable the website to be delivered to the user's computer. For this purpose, the user's IP address must remain stored for the duration of the session.

Data is stored in log files to ensure the functionality of the website. We also use the data to optimise the website and to ensure the security of our information technology systems. The data is not analysed for marketing purposes in this context.

Duration of storage

The data is deleted as soon as it is no longer required to fulfil the purpose for which it was collected. In the case of the collection of data for the provision of the website, this is the case when the respective session has ended.

If the data is stored in log files, this is the case after seven days at the latest. Storage beyond this period is possible. In this case, the IP addresses of the users are deleted or anonymised so that it is no longer possible to identify the accessing client.

Possibility of objection and removal

The collection of data for the provision of the website and the storage of data in log files is absolutely necessary for the operation of the website. Consequently, the user has no option to object.

We regularly review our privacy policy to ensure that it is up to date and correct.

Last update: 16.01.2026