Privacy
Last updated: August 31, 2026
aleXation is built around a simple principle: personal data should only be processed where there is a reason to process it, and technology should not quietly turn every interaction into behavioural data.
This website therefore does not use advertising tracking, visitor profiling or analytics instrumentation.
Where artificial intelligence is used to support administrative work, its role is limited to defined processing steps and remains subject to human responsibility. You can also exclude the content of an individual email and its attachments from automated content analysis by starting the subject line with NO AI:.
This notice explains how personal data is processed when you visit this website or contact aleXation.
1. Controller
The controller responsible for processing personal data is:
Alexander Heisig
Dorfstr. 22a
82178 Puchheim
Germany
Email: info@alexation.com
2. Website and hosting
aleXation operates its own core infrastructure in Germany.
When you access this website, technical information necessarily has to be exchanged between your device and the server providing it. This may include, in particular:
- IP address;
- date and time of access;
- requested URL or file;
- transferred data volume;
- browser and operating-system information;
- referring URL where transmitted;
- technical status and error information.
This processing is necessary to deliver the website securely and reliably.
The legal basis is Art. 6(1)(f) GDPR. The legitimate interest is the secure, stable and technically correct provision of the website and the detection of technical faults or abusive access.
Technical server and security information is retained only for as long as it is required for operation, security, troubleshooting or the investigation of abuse, unless a longer retention period is required by law or for the establishment, exercise or defence of legal claims.
3. No tracking, analytics or advertising profiles
aleXation deliberately does not use website analytics, advertising trackers or behavioural profiling on this website.
In particular, the website does not intentionally deploy:
- Google Analytics or comparable visitor analytics;
- advertising or retargeting pixels;
- cross-site tracking;
- fingerprinting;
- behavioural advertising profiles;
- marketing cookies.
We therefore do not ask you to accept tracking that we do not perform.
If the technical configuration of the website changes in the future, this notice will be updated where additional information or consent is legally required.
4. Fonts and website assets
Fonts and ordinary website assets are provided as part of the website itself wherever technically possible rather than being loaded merely for presentation from advertising or tracking services.
This avoids unnecessary disclosure of visitor information for presentation purposes.
5. Contact by email
If you contact aleXation by email, the information contained in your message and the technical information required to receive and manage it are processed.
Depending on the reason for your contact, processing may be based on:
- Art. 6(1)(b) GDPR, where your communication concerns a contract or steps taken at your request before entering into a contract;
- Art. 6(1)(c) GDPR, where processing is required to comply with a legal obligation;
- Art. 6(1)(f) GDPR, where processing is necessary for legitimate interests such as responding to correspondence, organising administrative matters, documenting communications, maintaining IT security or establishing, exercising or defending legal claims.
The use of electronic or AI-assisted tools does not by itself change the legal basis for an otherwise lawful administrative process.
6. AI-assisted administration
aleXation may use AI-assisted systems to support administrative work.
Depending on the particular process, such systems may assist with tasks such as:
- classifying incoming messages or documents;
- extracting structured information;
- identifying the context of a document or communication;
- identifying relevant dates or other facts;
- preparing summaries;
- finding related information;
- preparing proposals for subsequent human handling.
The purpose of these systems is to assist human administration, not to replace human responsibility.
aleXation follows a data-minimisation approach. Information is limited to what is necessary for the relevant processing purpose wherever technically possible.
External AI services are used only for explicitly enabled processing steps. Where external model services are used, aleXation uses controlled business or API-based service paths rather than consumer AI chat interfaces for administrative processing.
External model providers do not receive unrestricted access to aleXation's stored information. Information is provided only for defined processing steps.
7. NO AI: — exclude email content from automated content analysis
You can exclude the content of an individual email and its attachments from automated content recognition, extraction, classification and semantic analysis by aleXation.
Simply start the subject line with:
NO AI:
The marker is case-insensitive. For example, NO AI: and no ai: have the same effect.
When the marker is present, aleXation keeps the content of the email and its attachments outside automated content recognition, extraction, classification and semantic-analysis processes.
This means that the protected content is not processed using:
- OCR or other automated text-recognition systems;
- embeddings;
- machine-learning classifiers;
- locally operated AI models;
- externally provided AI models;
- large language models.
The subject line itself may still be processed deterministically in order to recognise the NO AI: marker.
The message may also undergo ordinary technical and deterministic processing necessary to receive, secure, store and handle it. This may include:
- email transport;
- technical security and spam protection;
- processing of email headers and MIME information;
- recording sender, recipient, date, message ID and subject;
- recording filenames and technical file information;
- hashing;
- secure storage;
- deterministic routing;
- linking the communication to an already known matter where this can be done without analysing the protected content;
- providing access to the original message or document;
- manual processing by a human.
The NO AI: instruction therefore excludes the protected content from automated content analysis and extraction. It does not prevent the technical processing necessary to transmit, secure, store, route and manually handle an email.
Independent email and infrastructure providers may perform technically necessary transport, security, malware or spam-protection processes before a message reaches aleXation. Those provider-side processes are outside the NO AI: mechanism.
Using NO AI: is optional and does not affect how your request is treated.
8. Human responsibility and automated decisions
AI systems may assist in preparing, structuring or organising information.
They do not independently make decisions about individuals that produce legal effects or similarly significantly affect them.
In particular, decisions concerning contractual relationships, rental relationships, legal claims or comparable matters remain subject to human responsibility and review.
9. Service providers and processing locations
aleXation operates its own core infrastructure in Germany.
External service providers are used where required for particular functions. These include:
- Google Workspace for email and document collaboration;
- paid AI/model API services for explicitly enabled AI-assisted processing steps;
- technical infrastructure providers required to operate the relevant services.
Where service providers process personal data on behalf of aleXation, appropriate data-processing arrangements are used where required by Art. 28 GDPR.
Depending on the service used, processing by external providers may also take place outside the European Economic Area. Where an international transfer of personal data takes place, the applicable requirements of Chapter V GDPR are observed.
Further information about processors, processing locations and applicable safeguards relevant to a particular processing operation can be requested at info@alexation.com.
10. Retention
Personal data is retained only for as long as it is required for the purpose for which it was processed or for an applicable legal obligation.
The relevant period depends on the context.
For example:
- ordinary correspondence is deleted when it is no longer required for the underlying matter;
- contract-related information may be retained for the duration of the contractual relationship and subsequent limitation periods;
- accounting and tax records are retained for the applicable statutory periods;
- information relevant to legal claims may be retained while such claims can reasonably be asserted or defended;
- technical security information is retained only for the period necessary for security and operation unless an incident requires longer preservation.
Where several retention obligations apply, deletion takes place once the final applicable purpose or legal retention requirement has expired.
11. Your rights
Subject to the applicable legal requirements, you have the right to:
- obtain information about personal data processed about you under Art. 15 GDPR;
- request correction of inaccurate data under Art. 16 GDPR;
- request deletion under Art. 17 GDPR;
- request restriction of processing under Art. 18 GDPR;
- receive applicable personal data in a portable format under Art. 20 GDPR;
- object to processing based on Art. 6(1)(e) or (f) GDPR under Art. 21 GDPR.
Where processing is based on consent, you may withdraw that consent at any time with effect for the future.
The use of NO AI: is an additional technical option provided by aleXation and does not limit any statutory data-protection rights.
12. Right to lodge a complaint
You have the right to lodge a complaint with a competent data-protection supervisory authority.
For a private controller based in Bavaria, the competent supervisory authority is generally:
Bayerisches Landesamt für Datenschutzaufsicht (BayLDA)
Promenade 18
91522 Ansbach
Germany
13. Changes to this Privacy notice
Technology and administrative processes may change.
We therefore review this Privacy notice when relevant processing activities, service providers or technical systems change.
Material changes affecting the processing of personal data will be reflected in this notice where required.