Privacy Policy

This Privacy Policy delineates how Chatdok UG and its subsidiaries collect, utilize, and disclose personal information acquired through our Websites, mobile applications, marketing activities, third-party sources, and service dashboards.

For any inquiries or concerns, please contact us at privacy@chatdok.com or by mail at: Chatdok UG, Am Kohnen 85, 40599, Düsseldorf, Germany.

Types of Personal Data We Collect

We may collect the following categories of personal information:

How We Use Your Personal Information

We use your personal information only for the purposes for which it was collected, including:

• Delivering and improving our Services
• Processing transactions and managing your account
• Providing customer support and responding to inquiries
• Sending service notifications, security alerts, and product updates
• Complying with legal obligations and regulatory requirements
• Detecting and preventing fraud, abuse, or unauthorized access
• Analytics to understand platform usage and improve user experience
• Marketing communications (only with your explicit consent)

The Collection Process

We collect personal information through the following channels:

• Our Websites (rxgenius.ai and related domains)
• Mobile applications
• Registration for marketing activities and events
• Third-party sources such as data brokers and partners
• Service dashboard registration forms
• Subscriber data submitted to our hosted search or related services

Automatic Collection of Information

When you visit our websites or use our services, we may automatically collect certain technical information using cookies, log files, pixel tags, and similar tracking technologies. This includes:

• Browser type, version, and language preferences
• Operating system and device information
• IP address and approximate geographic location
• Pages visited, time spent, and navigation paths
• Referring URLs and search terms

You may configure your browser to refuse cookies, though some features of our Services may not function properly without them.

Retention Duration

We retain your personal information only for as long as necessary to fulfill the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements. To determine the appropriate retention period, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorized use or disclosure, and applicable legal requirements.

Sharing of Your Personal Information

We do not sell your personal information. We may share your data only in the following circumstances:

• Service Providers: Third-party vendors who perform services on our behalf (hosting, analytics, payment processing) under strict data processing agreements
• Legal Compliance: When required by law, regulation, court order, or government authority
• Business Transfers: In connection with a merger, acquisition, or sale of assets, with appropriate protections
• Affiliates: With our parent company and subsidiaries under consistent privacy protections
• With your consent: For any other purpose, only with your explicit prior agreement

Security Measures

Our security program includes encryption in transit and at rest, access controls and role-based permissions, regular penetration testing, SOC 2 Type II audit readiness, and continuous monitoring and alerting. However, no method of transmission over the Internet or electronic storage is 100% secure, and we cannot guarantee absolute security.

Your Rights

Depending on your location, you may have the following rights regarding your personal data:

To exercise any of these rights, please contact us at privacy@chatdok.com. We will respond within 30 days.

Subscriber Data Processing and Accountability

When RxGenius.ai processes personal data on behalf of Subscribers (such as pharmaceutical companies using our platform), we act as a Data Processor and the Subscriber acts as the Data Controller. In this capacity, we process data only on documented instructions from the Subscriber and maintain appropriate technical and organizational measures to protect that data. A Data Processing Agreement (DPA) is available upon request.

Managing Your Communication Preferences

You can manage your marketing communication preferences at any time by clicking the "unsubscribe" link in any marketing email we send you, or by contacting us at privacy@chatdok.com. Please note that even if you opt out of marketing communications, we may still send you transactional or service-related messages.

Protection of Minors — Children Under 13

Our Services are not directed to individuals under the age of 13. We do not knowingly collect personal information from children under 13. If we become aware that a child under 13 has provided us with personal information, we will take steps to delete such information as soon as practicable. If you believe a child has provided us with personal data, please contact us immediately.

Resolution of Disputes

If you have a privacy or data use concern that has not been addressed satisfactorily, you may reach out to our designated German-based third-party dispute resolution provider. This service is provided at no cost to you. You also have the right to lodge a complaint with your local supervisory authority (e.g., the German Data Protection Authority, Landesbeauftragte für Datenschutz NRW, for users in Germany).

Policy Updates

RxGenius.ai maintains the right to update this Privacy Policy as necessary. Any revisions will be promptly posted on this page. For substantial changes in how we handle your personal information, we will notify you via email (sent to the email address associated with your account) or through a notice on this page, providing at least thirty (30) days before the changes become effective.

It is your responsibility to ensure we have your current email address. By continuing to use our Websites and Services after the effective date of any changes, you acknowledge acceptance of the updated Privacy Policy.