What is personal data?
Personal data means any information relating to an identified or identifiable natural person. This includes information that directly concerns a person or can be used to identify a person.
Disclaimer
Do not enter personal data into Libby. Libby does not require personal data to answer your questions and will never ask for it. Please use Libby only for general enquiries and share only information which cannot be traced back to an individual. If you require specific personal assistance, please contact us through the appropriate channels.
Use of Artificial Intelligence
As part of the Libby service, we make use of applications based on Artificial Intelligence (AI). In accordance with Article 50 of the European AI Act, we inform users about this use of AI.
Libby uses AI to interpret and answer your questions. When you interact with Libby, you are communicating with an AI chatbot, not with a human employee. Information generated by AI is intended for support purposes only and may contain inaccuracies or omissions. We recommend that users verify important information and seek additional guidance if necessary.
We implement appropriate measures to ensure that the use of AI within Libby complies with applicable laws and regulations, including those relating to data protection and security.
If you would prefer to speak with a human representative of Holland Expat Center South, you can use the contact options available on the website: Contact form | Holland Expat Center South.
What is processing?
The processing of personal data includes any operation or set of operations performed on personal data, from collection to deletion. Examples include collecting, recording, organising, structuring, storing, updating, altering, retrieving, consulting, using, transmitting, disclosing, making available, combining, linking, restricting, erasing and destroying personal data.
Whose personal data do we process?
- Users of the Libby chatbot.
What personal data do we process?
- IP address;
- other personal data voluntarily provided by the user. If you include personal data in your chat messages, this personal data will also be processed by Libby.
What is the purpose of processing personal data?
We use personal data to answer your request for information or assistance.
What is the legal basis for processing personal data?
The Municipality processes this personal data based on the performance of a task carried out in the public interest or the exercise of official authority pursuant to Article 6(1)(e) GDPR.
From whom do we receive personal data?
We receive personal data directly from the users themselves.
Who receives the personal data?
We share chat content, including any personal data contained therein, with one external party for the purpose of improving the quality of the chatbot. This party is the data processor responsible for building and maintaining Libby.
Is personal data transferred outside the EEA?
Personal data is not transferred outside the European Economic Area (EEA).
How long do we retain personal data?
We retain your IP address only for the duration of the processing operation. In practice, this is limited to a few seconds.
We retain the content of chat conversations, including any personal data entered by users, for 30 days. This enables us to assess the quality and effectiveness of the chatbot and to improve its performance.
How do we protect personal data?
We have implemented appropriate technical and organisational measures to protect personal data against loss and unlawful processing, in accordance with Article 32 GDPR.
What are your privacy rights?
When the Municipality processes your personal data, you have a number of rights under the GDPR.
For this specific processing activity, you have the right:
- to access your personal data, or the personal data of your children up to the age of 16 where applicable;
- to have inaccurate personal data rectified;
- to have your personal data erased, in whole or in part;
- to obtain restriction of processing.
Please note that, in practice, requests for access, rectification or erasure may not always be feasible due to the short retention period and the absence of identifiable data that can be linked to an individual.
To exercise your privacy rights, please use the following form. You will need a DigiD to use this form. If you do not have a DigiD, you may send an email to privacy@eindhoven.nl or a letter addressed to the Municipality of Eindhoven, attn. Central Privacy Officer (P.O. Box 90150, 5600 RB Eindhoven, the Netherlands). Please specify which right you wish to exercise and explain your request. We will provide a decision within one month of receiving your request.
To exercise a privacy right, you must be able to demonstrate that the personal data concerned relates to you. We are therefore required to verify your identity. Access to another person's personal data is not permitted. You also have the right to object to the processing of your personal data where the legal basis is a task carried out in the public interest or the exercise of official authority. This applies to the present processing activity. If you submit an objection, the Municipality will assess and balance its interests against your rights and interests. More information on how to make an objection can be found on the webpage Bezwaar op gemeentebesluiten.
Contact
If you have any questions or complaints about the way the Municipality of Eindhoven processes your personal data in connection with this processing activity, please contact us by email at privacy@eindhoven.nl or by post at:
Municipality of Eindhoven
P.O. Box 90150
5600 RB Eindhoven
If your question or complaint has not been been resolved satisfactorily, you may contact the Data Protection Officer by email at fg@eindhoven.nl or by post at the same address.
You also have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) if you are dissatisfied with the Municipality's use of your personal data.