The controller for the processing of personal data in GeekInfinity RAG is:
Marcus Pock, Brandfichtenweg 1, 16259 Bad Freienwalde, Deutschland
Email: info@geekinfinity.net
Phone: +49 155 60240707
No data protection officer has been appointed. The conditions of Art. 37 GDPR and section 38 BDSG are not met.
Account data. Your email address, a display name if you provide one, and your password as a hash. The password itself is not stored and cannot be read by us either.
Your documents. The uploaded files themselves, the text extracted from them, the details produced by the analysis such as title, category, date, summary and keywords, and any deadlines found. In addition, numeric representations of text passages that make the search possible.
You decide what your documents contain. They may include special categories under Art. 9 GDPR, for example health data in a doctor's letter. Only upload such material if you want to.
Usage data. Time and type of access to the website and from the app (page or function called), IP address, browser or app identification, your account if you are signed in, and a request reference that allows an error to be traced. The approximate location is determined from the IP address: country, city and its coordinates.
Mail log. For every e-mail the service sends or could not send: the time, a case id, your recipient address, the subject, the kind of message (for example confirmation code, share or export), the text of the message and the result of sending, with the error message if it failed. Passwords, confirmation codes and link identifiers are blacked out before they are stored.
Chat history. Your questions to the chat, the answers, the sources named in them and the files and images the chat created. They are stored in your account so that you can continue a conversation, and passed to the model again for follow-up questions in the same conversation.
Payment data. Only on a paid plan: a customer reference and the state of the subscription. Card details are neither collected nor stored by us; they are entered only at the payment provider.
Providing the service — account, storage, analysis, search, deadline detection. Legal basis is Art. 6(1)(b) GDPR: processing is necessary to perform the contract.
Operation and security — logs, abuse detection, troubleshooting. Legal basis is Art. 6(1)(f) GDPR. The legitimate interest is keeping the service stable and secure.
Location lookup. The approximate location of an IP address helps to detect unusual access, such as sign-in attempts from an unfamiliar country. It is read exclusively on our own server from a database stored there (DB-IP “IP to City Lite”); your IP address is not transmitted to anyone for this. It is determined only when an administrator views the logs, and only to the level of the city, never your postal address. No location is determined for private and local addresses. Legal basis is Art. 6(1)(f) GDPR.
Reach measurement. We count how many different internet addresses open the start page and its sub-pages and how far newly created accounts get (address confirmed, first document, first question, plan or trial). For this we evaluate only the access log and the accounts themselves; no cookies are set and no third-party measurement services are included. Known crawlers are not counted. The result consists of numbers only and is visible to administrators only. Legal basis is Art. 6(1)(f) GDPR. The legitimate interest is presenting and improving the service in an understandable way.
Mail log. So that it stays traceable what happened – whether a message was sent, when, to whom and for what reason – every e-mail gets a case id. It is printed in the footer of the message, so that you can quote it when you have a question, and kept in the log that only administrators can see. Legal basis is Art. 6(1)(f) GDPR. The legitimate interest is finding errors in sending, detecting misuse and being able to answer enquiries.
Internet search in the chat — only if you switch it on yourself (globe next to the input field). If the chat cannot find the answer in your documents, it can search the internet and names the source. The model chooses the search terms; it is meant to use general terms only, no text from your documents. Legal basis is Art. 6(1)(b) GDPR together with your decision to switch the function on. You can switch it off again at any time.
Your question itself also goes to the model when search is on. Do not write anything into questions you ask with search switched on that must not end up in a search term.
Payment processing — Art. 6(1)(b) GDPR; retention of invoice records additionally Art. 6(1)(c) GDPR in conjunction with commercial and tax retention obligations.
Account emails — registration confirmation, address change, account deletion, and deadline reminders if requested. Art. 6(1)(b) GDPR.
No advertising is sent. Your behaviour is not analysed for advertising purposes.
GeekInfinity RAG shares data only with providers required for operation. All act on instructions as processors under Art. 28 GDPR.
IONOS SE, Germany — servers, database and email delivery. Receives all stored data.
Anthropic PBC, USA — document analysis and chat answers. Receives the text of the document concerned, or the passages found plus your question. When internet search is on, Anthropic also receives the search terms, which go to its search service.
OpenAI, L.L.C., USA — generating search vectors. Receives the text passages of your documents.
Stripe, Inc., USA — payment processing. Receives payment data and your email address.
Only the excerpt needed for the specific request is transferred to Anthropic and OpenAI, not your entire collection. Under their terms, neither provider uses content submitted through their API to train their models.
Anthropic, OpenAI and Stripe process data in the United States. The transfer is based on the European Commission's standard contractual clauses under Art. 46(2)(c) GDPR, unless the provider concerned is certified under the EU-US Data Privacy Framework.
Despite these measures, access by US authorities cannot be ruled out. If you want to avoid this, do not upload material that is particularly sensitive to you.
Documents and account remain until you delete them. If you delete your account, documents, text passages, search vectors and shares are deleted with it.
Chat histories stay until you delete the conversation or your account.
Trial accounts from the app. If you do not take out a plan after the app’s free trial period, we delete your account with all documents one month after the trial ends. You receive a reminder one day before the trial ends and an e-mail seven days before the deletion.
Versions. If you replace a document, the previous version stays available until you remove it.
Logs (access, activity, application log) and the locations determined from them are deleted automatically after 90 days; after an account is deleted, too, only when this period expires. A location once determined is used for at most 30 days and then determined again.
Reach measurement stores nothing of its own; it only reads the logs and the accounts and is subject to their periods.
The mail log is deleted automatically after 90 days, after an account deletion too only when that period ends.
Invoice records are kept for ten years. This is a statutory obligation and continues to apply after an account is deleted.
GeekInfinity RAG only sets technically necessary cookies. There are no advertising or analytics cookies and no disclosure to third parties for such purposes.
session cookie — keeps you signed in. Expires on sign-out or at the end of the session.
lang — remembers the selected language. One year.
dm_theme — remembers light or dark appearance. One year.
No consent is required for technically necessary cookies under section 25(2) TDDG.
If you share a document via a link, anyone holding that link can retrieve it — subject to the conditions you set, such as a password or an expiry date. A share can be revoked at any time.
You are responsible for passing on the link. If the document contains other people's data, you are the controller for that disclosure within the meaning of the GDPR.
You have the right of access (Art. 15), rectification (Art. 16), erasure (Art. 17), restriction of processing (Art. 18), data portability (Art. 20) and to object to processing based on legitimate interests (Art. 21 GDPR).
Much of this is implemented directly in the application: documents can be deleted individually, the account can be deleted in full, and your documents can be downloaded as an archive.
For anything else, a message to info@geekinfinity.net is enough.
You may lodge a complaint with a data protection supervisory authority, in particular in the country of your residence, place of work, or of the alleged infringement.
The authority responsible for the controller is:
Die Landesbeauftragte für den Datenschutz und für das Recht auf Akteneinsicht Brandenburg
Stahnsdorfer Damm 77, 14532 Kleinmachnow, Germany
An email address is required to create an account; without it the service cannot be used. All other details are optional.
There is no automated decision-making producing legal effects concerning you under Art. 22 GDPR. The analysis of your documents produces suggestions, not decisions.
This section applies in addition if you work as an administrator, department leader or member of a company with a company account (“Business”). Nothing changes for private individuals.
Roles under the GDPR. For the documents, questions and answers processed in the company account, the company is the controller; we process them as processor under Art. 28 GDPR on the company's instructions. For this, an administrator of the company confirms the data processing agreement before first use. For your account itself (sign-in, security, logs, billing) we remain the controller within the meaning of section 1.
Roles in the company. There are administrators, department leaders and members. Administrators manage the company, its departments, members, settings and billing. Department leaders invite members into their department and remove them from it. Members work in their departments. The order of rank is enforced in the database: a department leader can neither remove, demote nor lock out an administrator. An administrator of the company has none of the rights of the operator of GeekInfinity RAG.
Who sees what. Only the members of a department see its documents. An administrator sees only a list of the documents of other departments (title, department, who uploaded, date). The content is released to the administrator only if a leader of that department approves the request for the individual document; the access is limited in time and can be revoked at any time. The chat searches only documents you may see at the moment of the question. Chat histories are personal: department leaders and administrators can read a history only if you, as the owner, confirm a request (single or all conversations, limited in time, revocable at any time). Even the administrators of the operator see neither documents nor chat histories of a company through the application.
Member directory. All members of a company see the names of the other members so that they can share documents with each other; the administrator can restrict this to the member's own department. Department leaders additionally see the e-mail addresses of the members of their department, administrators those of all members. Administrators also see the consumption (tokens, questions, storage) of the company by department and person.
Domain proof and invitation. A company proves its internet domain with a DNS record; we only look this record up. An address of a proven company domain cannot create a private account. Members are invited by e-mail: we store the address, the role, the departments, who invited, and an invitation link only as a hash; it is valid for 7 days, once, and only for the invited address. This e-mail, too, is in the e-mail log with a case ID.
Technical company account. For every company there is a technical account that owns the documents, the subscription, the quota and the payment customer. It is not a person, has no sign-in and serves only as a carrier; the members work in its name.
Company data and payment. For the company account we store company name, address, VAT identification number and billing e-mail address. Top-ups and invoices run through the payment provider Stripe; we do not receive credit card data.
Company log. Actions in the company – invitations, role changes, removal of members, requests and decisions about documents and chat histories, confirmation of the data processing agreement, settings and top-ups – are recorded with time and acting person in the company's log. It is visible to administrators. Requests about your chat histories and the reading of them are also visible in your own activity. Legal basis is Art. 6(1)(b) and (f) GDPR; the legitimate interest is traceability and protection against misuse within the company.
Confirmation of the data processing agreement. An administrator must confirm it at first sign-in and after every new version. We store the exact time, the full name of the confirming person, the version and the company. As long as the current version is not confirmed, nobody in the company can upload or analyse documents or ask questions. The proof is deleted with the company account.
Leaving and end of the company. If a member is removed or leaves, access to the department documents ends immediately; the member's shares to colleagues end; the documents stay with the company; the person's own account remains. If a member deletes their account, the company's documents remain. If the company's subscription ends (expiry or cancellation), the documents stay readable and downloadable for 30 days; after that they can be deleted at the administrator's request. If an administrator deletes the company, all documents of the departments, the departments, invitations and the company's log are deleted and the subscription is ended; the members' accounts remain as accounts. Invoice records are kept for ten years (section 6). The company's log is deleted automatically after 90 days.
This policy is updated when the service or the legal situation changes. The version in force is available here; the version number and date are shown at the top.