Privacy Policy

1. Controller

The controller responsible for data processing under the General Data Protection Regulation (GDPR) is:

Digital Pearls UG (haftungsbeschränkt)
Muhammad Fahad (Managing Director)
Lichtenhainer Straße 126
12627 Berlin, Germany

Email: info@thedigitalpearls.de
Phone / WhatsApp: +49 155 6723 1653

2. Principles of Data Processing

We only process personal data where a valid legal basis under Art. 6 GDPR exists:

• Art. 6(1)(a) GDPR — Consent of the data subject
• Art. 6(1)(b) GDPR — Performance of a contract or pre-contractual measures
• Art. 6(1)(c) GDPR — Compliance with a legal obligation
• Art. 6(1)(f) GDPR — Legitimate interests pursued by us

We collect only data that is necessary for the specific purpose (data minimisation, Art. 5(1)(c) GDPR).

3. Website Usage & Server Logs

When you visit our website, the hosting provider automatically stores the following data in server log files:

• IP address of the requesting device
• Date and time of access
• URL / page visited
• Browser type and version
• Operating system
• HTTP status code

Legal basis: Art. 6(1)(f) GDPR — legitimate interest in website security and operation.

Retention: Server logs are deleted automatically after 30 days.

4. Contact Form

When you use our contact form or send us an email, we process the data you provide (name, email address, message) to handle your enquiry.

Data collected: Name, email address, message content (optional: phone number)

Legal basis: Art. 6(1)(b) GDPR (pre-contractual measures) and/or Art. 6(1)(f) GDPR.

Retention: Data is deleted after the enquiry is resolved, no later than 12 months, unless statutory retention obligations apply.

5. Booking & Appointment Requests (Chat Widget)

Our chat widget lets you request a free 30-minute consultation. The following data is collected during this process:

Data	Purpose	Legal Basis	Required?
Full name	Identification for appointment correspondence	Art. 6(1)(a)+(b) GDPR	Yes
Email address	Email verification, booking confirmation	Art. 6(1)(a)+(b) GDPR	Yes
Phone number	Optional callback	Art. 6(1)(a) GDPR	No (voluntary)
Service of interest	Preparation for the consultation	Art. 6(1)(b) GDPR	Yes
Preferred time	Scheduling	Art. 6(1)(b) GDPR	Yes
GDPR consent record	Documentation of consent	Art. 6(1)(a) GDPR	Yes
IP address	Fraud prevention, GDPR documentation	Art. 6(1)(f) GDPR	Automatic
Booking timestamp	Documentation obligation	Art. 6(1)(c) GDPR	Automatic

Email Verification

After submitting a booking request, you will receive an email with a confirmation link. Your booking is only marked as verified after clicking this link. This step ensures the authenticity of the request and protects against misuse.

Data Storage

Booking data is stored in a file-based database on our server, which is not publicly accessible and is protected by access controls.

Consent & Withdrawal

Processing your booking data requires your explicit consent, which you provide at the end of the booking flow. You may withdraw your consent at any time with future effect by emailing info@thedigitalpearls.de with your booking ID or email address. We will delete your data without delay.

Retention: Booking data without a contract is deleted 6 months after the enquiry. Data relating to concluded contracts is retained for 10 years under German commercial law (§ 147 AO, § 257 HGB).

6. AI Assistant (Chat Feature)

Our website provides an AI-powered chat assistant. When you use the chat, your messages are transmitted to an AI provider to generate responses.

AI Provider

OpenRouter Inc.
525 Brannan St, Suite 300, San Francisco, CA 94107, USA
Privacy policy: openrouter.ai/privacy

Data processed: Content of your chat messages, language (DE/EN), timestamp

Legal basis: Art. 6(1)(f) GDPR (legitimate interest in providing automated customer service) and Art. 6(1)(b) GDPR (pre-contractual measures).

Recommendation: Do not share sensitive information such as passwords, banking details or special categories of personal data (Art. 9 GDPR) in the chat.

Retention: Chat histories are not stored persistently on our server. The session ends when the browser window is closed.

7. Cookies

We use only technically necessary cookies. No tracking, analytics or advertising cookies are used.

Cookie / Storage	Purpose	Duration	Necessary
PHP Session (PHPSESSID)	Admin dashboard authentication (operator only)	Session	Yes

Technically necessary cookies do not require consent under § 25(2) TDDDG (German Telecommunications Act). If analytics or marketing cookies are introduced in future, this policy will be updated and consent will be sought.

8. Third Parties & Data Processors

Provider	Purpose	Location	Basis
Hosting provider (EU server)	Website operation, data storage	EU	Art. 28 GDPR (DPA)
OpenRouter Inc.	AI chatbot responses	USA	Art. 46 GDPR (SCC)
Google Fonts	Font rendering	USA	Art. 6(1)(f) GDPR
Mail server (EU)	Booking confirmation & verification emails	EU	Art. 6(1)(b) GDPR

9. Data Retention Periods

• Server logs: 30 days
• Contact enquiries: 12 months after resolution
• Booking data (no contract): 6 months after enquiry
• Booking data (with contract): 10 years (§ 147 AO, § 257 HGB)
• Chat histories: Not stored on our server
• Admin session data: Until session ends / browser closes

10. Your Rights under GDPR

Art. 15 GDPR — Right of access

You may request information about whether and what personal data we hold about you.

Art. 16 GDPR — Right to rectification

You may request correction of inaccurate or incomplete data.

Art. 17 GDPR — Right to erasure ("right to be forgotten")

You may request deletion of your data, unless statutory retention obligations apply.

Art. 18 GDPR — Right to restriction of processing

You may request restriction of processing, e.g. if you contest the accuracy of the data.

Art. 20 GDPR — Right to data portability

You may request your data in a structured, machine-readable format.

Art. 21 GDPR — Right to object

You may object at any time to processing based on legitimate interests (Art. 6(1)(f) GDPR).

Art. 7(3) GDPR — Withdrawal of consent

Where processing is based on your consent, you may withdraw it at any time with future effect. Withdrawal does not affect the lawfulness of processing carried out prior to withdrawal.

To exercise your rights, contact us at: info@thedigitalpearls.de

11. Data Security

Our website uses TLS/SSL encryption (HTTPS) for all data transmissions. You can verify this by the "https://" in your browser's address bar.

Booking data is stored in a non-publicly accessible file on our server, protected by server-level access controls and admin password authentication.

While we implement all technically and organisationally reasonable security measures, absolute security in internet transmissions cannot be guaranteed. In the event of a data breach posing a risk to your rights, we will notify the supervisory authority within 72 hours (Art. 33 GDPR) and, where required, inform you as a data subject (Art. 34 GDPR).

12. Changes to this Policy

We reserve the right to update this privacy policy as legal requirements or our data practices change. The current version is always available on this page with the date of the most recent update shown at the top.

For material changes, we will notify you by email where you have provided your email address.

13. Contact & Data Protection Enquiries

For all data protection questions, to exercise your rights, or to withdraw consent:

Digital Pearls UG (haftungsbeschränkt)
Muhammad Fahad
Lichtenhainer Straße 126, 12627 Berlin
Email: info@thedigitalpearls.de
WhatsApp: +49 155 6723 1653

We respond within 30 days as required by Art. 12(3) GDPR.

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