Terms of Use for AI Chatbots

The chatbots are approved for official use. As a general rule, you should not enter any personal or confidential information. However, if such information is necessary for your inquiry, you may enter it: The chatbots are contractually and legally protected for this purpose.

Personal Data

Personal data includes any information that can be linked to a specific person, such as names, email addresses, employee ID numbers, or descriptions that identify a specific individual.

• If the information can be provided without identifying a specific person, omit it. Often, a placeholder such as “Person A” or “a colleague from the Department” is sufficient.
• If the personal reference is necessary for your task, you may enter the information.
• You may only enter particularly sensitive information—such as health-related data—if a chatbot is explicitly designed for that purpose.

Example:
Instead of“Prof. Schneider would like to conduct research on high-temperature alloys with Dr. Silva from São Paulo. What should be considered?”
Better:“We are planning a project on high-temperature alloys with a university in Brazil. What should be considered?”

Confidential Work-Related Information

You should avoid entering confidential information—such as internal drafts or internal processes—whenever possible. If it is absolutely necessary for your inquiry, you may do so. However, the following should never be entered into the chatbot:

• Passwords, login credentials, and other security information
• Information whose disclosure would violate legal or contractual confidentiality obligations (such as a non-disclosure agreement with a partner or a professional duty of confidentiality)

Additional Rules for Specific Chatbots

Depending on the task, different rules may apply to individual chatbots. For example, some chatbots require personal data to perform their tasks. Therefore, please also refer to the instructions for the respective chatbot (see “Chatbots at a Glance”).

The chat interface is hosted at the University of Kassel’s data center. The language models that respond to your inquiries are hosted by European service providers with whom the university has entered into appropriate contractual agreements to ensure data protection.

Your input is processed exclusively within the EU. It is not used to train AI models and is not stored by the service provider after processing.

• Chat histories are stored so that you can review and resume conversations. You can permanently and completely delete individual chats, your entire chat history, and uploaded files at any time on your own via the user interface. There is no automatic deletion.
• Only authorized personnel haveaccess to stored data, to the extent necessary for operations.
• Knowledge Sources: The chatbots access selected university websites and documents to generate their responses.

Provide Feedback

Your feedback helps us improve the chatbots. You can rate each response with a thumbs-up or thumbs-down and add a comment.

Providing feedback is voluntary. When you rate a response, your rating, your comment, and the relevant portion of the chat (your question and the chatbot’s response) are stored along with your user ID (name). When the feedback is evaluated by the responsible staff, the user ID is not displayed, so no connection to an individual can be made. Once the evaluation is complete, the feedback is completely deleted. Please do not include any personal or confidential information in your comment.

Chatbots generate their responses using language models. These responses often sound convincing, but they may be incomplete, outdated, or incorrect.

• Please verify responses before using them, especially for questions with legal or financial implications.
• Chatbots do not replace official information from the relevant authority. If you are unsure, please contact them directly.
• The technical review and decision remain your responsibility or that of the relevant organizational unit.

Each chatbot has its own page with information on its purpose, typical inputs, and specific rules.

• The Chatbot for Degree Program Development (KIRA) assists with the creation and review of degree program documentation
• The Export Control Chatbot (SECURE) answers questions about export control and provides guidance on classifying projects

Additional chatbots will be added here.

You can find privacy information regarding AI chatbots in accordance with the General Data Protection Regulation (GDPR) on this page : Privacy Information Pursuant to Article 13 of the GDPR