Privacy Notice

PRIVACY NOTICE

ASCERTAIN PLATFORM 

WHAT IS THIS ABOUT

The Ascertain support tool (the “Platform”) provides access to information and tools developed during the Project, including information on pricing models, calculation methods and other Project results.

The information made available through the Platform is anonymous and aggregated and does not contain personal data.

WHO ARE WE?

OPTIMEDIS AG, with its registered office at Burchardstraße 17, 20095 Hamburg, Germany (hereinafter “OM”), is the controller of the personal data collected through the Platform. You can contact us at toolbox@access2meds.eu.

WHAT TYPES OF DATA DO WE PROCESS AND WHY?

(i)When you use the Platform, we process only the personal data necessary to provide access to and operate the Platform: your email address.

The legal basis, i.e. the basis required by law for processing your data, is the necessity to perform the contract.

(II)When you use our AI Assistant we also collect the information you enter during the conversation. We do not need information which consitute personal data.

Please do not provide personal data through the chatbot.

The chatbot is intended solely to assist you in using the Platform, for example by explaining how to perform calculations, how to use Platform functionalities and where to find relevant information.

Please do not enter personal data, sensitive information, confidential information or information relating to other individuals in the chatbot input field.

(ii) When you access the Platform your IP address, your log in and log out are also collected to ensure the technical operation and the security of the Platform.

The legal basis of the processing is our legitimate interest in protecting our systems.

TRANSPARENCY ON THE AI ASSISTANT

As mentioned above, the Platform includes an AI-based chatbot designed to assist users in navigating and using the Platform.

When you interact with the chatbot, you are interacting with an artificial intelligence system and not with a human operator.

The AI Assistant may, in particular, explain how to use the Platform functionalities, assist you in performing calculations available through the Platform, explain information contained in the Platform, and help you locate relevant information or Project results.

The chatbot’s responses are automatically generated and, despite the measures implemented to improve their quality, may occasionally be incomplete or inaccurate. Users should therefore verify information where appropriate before relying on it for important decisions.

The chatbot must not be used to submit personal data, confidential information or information concerning identifiable third parties.

SHOULD YOU PROVIDE US WITH YOUR DATA?

You cannot create an account or access the Platform’s functionalities without providing an email address. Providing this information is therefore mandatory.

Use of the chatbot is optional, and no personal data is required to use it. Users are requested not to enter personal data. You can continue to use the other Platform functionalities if you choose not to use the chatbot.

WHO DO WE COMMUNICATE YOUR DATA TO?

We may disclose personal data to service providers that perform services on our behalf, such as hosting and other IT services. These service providers process personal data on our instructions and in accordance with data processing agreements.

We may disclose personal data to public authorities or other public or private bodies where we are legally required to do so.

DO WE TRANSFER YOUR DATA?

We store your data in Europe. However, some of our suppliers when providing their services can access data from countries outside of the EU/EEA.

In these cases, data is transferred only in the presence of the safeguards indicated in the applicable data protection legislation.  In particular, the transfer will take place to destination countries for which the European Commission has issued an adequacy decision (art. 45 GDPR)  or on the basis of the Standard contractual clauses (“SCCs”) adopted by the EU Commission (art. 46 GDPR) provided that supplementary security measures are also in place.

For further information about data transfers, you can contact us at toolbox@access2meds.eu.

HOW LONG DO WE HOLD YOUR DATA?

Your account, including your assessments, will be deleted after six months of inactivity. You will be notified by email in advance.

Chatbot conversation content will be retained only for the duration of the active session and deleted when the session ends.

Security logs will be held for 3 months.

YOUR RIGHTS

You have certain rights in connection with the data processing.

You have the right to access your data and to modify or correct your data.

You can obtain the erasure of personal data and the restriction of the processing when certain conditions are met.

You have the right to receive a copy of your personal data in a structured, commonly used and machine-readable format or ask Us to transmit that data to another controller, where technically feasible, if the processing is based on consent or on a contract and is carried out by automated means. 

On grounds relating to your particular situation, you can also object to the processing of your personal data based on the legitimate interest of the controller.

If you wish to exercise any of these rights, you can contact us at toolbox@access2meds.eu .

CHANGES TO THE PRIVACY POLICY AND OUR DUTY TO INFORM YOU OF CHANGES

We keep our privacy policy under regular review and may modify and revise it occasionally. Any information we collect is subject to the privacy policy in effect at the time such information is collected.

Any changes we make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by email. Therefore, we encourage you to review it from time to time to stay informed of how we process your data.

This privacy notice was last updated in September 2026.