Yes, Quantum Asis complies with the GDPR and the AIA.
At Quantum Asis, we have focused heavily on GDPR.
Our data is stored within the EU, where we ensure that our processors maintain an adequate level of security.
Our personal data subprocessors (e.g., server hosting) are carefully selected with regard to their security and data protection assurances.
By default, Quantum Asis disables the storage of IP addresses and some other sensitive data when you create your account. You can adjust the settings in your account.
We show visitors to your website a message that personal data is being processed via the chat box, helping you comply with your information obligation.
We have a privacy policy and a confidentiality agreement for all our clients, where you will find details on how the personal data of your website visitors is processed. It describes exactly what data is processed and how and where it is stored.
Interaction data is stored according to the period you define in your account. This information is only accessible by each account user, and access is not allowed for unidentified persons.
The chat box is classified as a limited-risk system, according to the definitions set out in the European Union Artificial Intelligence Regulation:
Limited risk
AI systems that pose a limited risk, such as chatbots or AI content-generating systems, are subject to transparency obligations, such as informing users that their content has been generated by AI so they can make informed decisions about its further use.
DO I NEED MY CUSTOMERS' APPROVAL WHEN USING QUANTUM ASIS?
Quantum Asis uses cookies. So it depends on how you use Quantum Asis.
I only use a basic version of the chatbot without advanced features; you do not need consent here, as you are processing this data based on your legitimate interest in responding to inquiries made by applicants and providing them with assistance.
I also use "intelligent" analytics and marketing features; you cannot do this without consent here. We recommend that you obtain a valid consent in accordance with the GDPR, where the user explicitly consents to analytical and/or marketing cookies (e.g., Allow all).
HOW DO I EDIT MY PROCEDURES IF I USE QUANTUM ASIS?
Privacy Policy:
add "Coco Solution WorldWide SL, CIF B16406225, with registered office at C/Hoya del Enamorado, 11" to the list of processors in your privacy policy, along with a link to our privacy policy and to this document.
include "We have a legitimate interest in providing customer service, which involves processing cookies or other data you enter in the chat box. Personal data in the chat box is processed automatically. Advanced features are only enabled if you have explicitly consented to them using analytical and/or marketing cookies. The chat box is operated by a limited-risk artificial intelligence system. The information provided may be reviewed by our staff".
Interaction data with information requesters is stored, so you must inform individuals interacting that all this information provided is retained according to the period you have defined in your account settings.
verify whether the following personal data that Quantum Asis may process for you in the course of operating the Quantum Asis service is included within the processing scope:
Contact details: first name, last name, email address, phone number, or social media account contact details;
Details about the visit to your website: URLs of visited websites, date and time of website visit, technical information (screen resolution, device type, browser type, operating system, etc.), IP address, geolocation data (country and city from which the user visited your website)
Always check the data processing you carry out with your data protection department.
Cookies and local storage:
When using the Service, new cookies are processed and new data is also stored in Local Storage. An overview of these can be found below.
Verify that Quantum Asis cookies are included in your cookie summary and are correctly categorized.
Cookies for your customers:
Functional cookies
Name
Description
Storage
quantum.vid
The main purpose of this cookie is to identify visitors to your website. Based on this, we can match the visitor with a conversation when the page reloads. As a result, the ongoing conversation does not disappear even after reloading the page, so visitors can continue where they left off.
This cookie allows us to display the source, browser information, and the number of visits listed in the visitor information on the Control Panel.
6 months
Functional local storage
Name
Description
Storage
qa.enableSounds
Stores the user's preference about whether the chat box should play sounds.
This is Local Storage, meaning persistent storage until the application or the user deletes it.
quantum
Stores data related to visitors' and users' preferences. The (automatic) message is triggered when a visitor sends a message.
This is Local Storage, meaning persistent storage until the application or the user deletes it.
quantum_message
Saves the message the user has started writing so that when the user reloads the page, the message is preserved and does not disappear.
This is Local Storage, meaning persistent storage until the application or the user deletes it.
quantum__cards
Here data about product cards shown in the widget is stored. It is necessary for performance.
This is Local Storage, meaning persistent storage until the application or the user deletes it.
quantum_<CHAT_KEY>opened
Stores the open/closed state of the chat so that when the user reloads the page, the chat box returns to its previous state.
This is Local Storage, meaning persistent storage until the application or the user deletes it.
Marketing cookies
Name
Description
Storage
quantum.visits
This cookie is used to store the number of previous visits of the visitor. Based on this, we can target automated messages and chatbots more accurately.
6 months
Marketing local storage (web storage)
Name
Description
Storage
quantum_<CHAT_KEY>
Stores data related to visitors’ and users’ preferences.
This is Local Storage, meaning persistent storage until the application or the user deletes it.
quantum_<CHAT_KEY>visits
Like the quantum.visits cookie. This is marketing information that should not be allowed if the visitor does not consent to marketing cookies.
This is Local Storage, meaning persistent storage until the application or user deletes it.
Data processing by Quantum Asis
The data from the information requests you receive, as well as the data you use to train responses, is completely private, with no possibility of cross-referencing data or information with other clients or providers.
The Quantum Asis tool is developed in-house by the company Coco Solution WorldWide S.L., which does not share information about its clients or requests to its clients with other external entities, neither for consultation nor for the training of other models.
The data from request interactions is stored, allowing the client company to retrieve the information for the period specified in their own notice texts.
