DMN/Software

Privacy policy

This translation is provided for convenience. The German version is legally binding: Datenschutzerklärung.

Controller

The controller responsible for data processing on this website is:
DMN Software
Leon Wydra
c/o Impressumservice Dein-Impressum
Stettiner Str. 41
35410 Hungen
Germany
Email: kontakt@dmn-software.com

Overview

This website consists of static pages and a contact form (see below), without a newsletter and without any analytics or tracking services. No cookies are set and no data is stored in the visitor's browser (no Local Storage, no Session Storage). Usage behavior is not analyzed. The subpages notebook.dmn-software.com, minigames.dmn-software.com, bewerbungen.dmn-software.com and status.dmn-software.com are subject to the exceptions in the sections further down.

Hosting and delivery

The website is operated on its own rented server. Provider of the server: Avoro, a service of dataforest GmbH, Taunusstraße 52, 65830 Kriftel, Germany.

Transmission is encrypted via TLS with certificates from Let's Encrypt. The legal basis for operating the website and the technically necessary processing involved is Art. 6(1)(f) GDPR (legitimate interest in providing the website securely and in working order).

When the website is accessed, the web server in use (Caddy) necessarily processes the visitor's internet protocol address (IP) in order to transmit the page content. Beyond the connection itself, this also results in the log entries described in the section "Server log files". The hosting provider may independently process its own connection data on its own infrastructure (e.g. at network or firewall level); the operator of this website has no influence over this.

Server log files

The reverse proxy in use (Caddy) is configured without its own access logging; individual page views are therefore not logged as such. Its operational log does, however, record warnings about aborted requests, for example when a connection ends before the response is complete. Such a warning contains the internet protocol address, the browser identifier (user agent), the requested address (host and URI) and, where applicable, the X-Forwarded-For header. This applies to every address served through this reverse proxy, including dmn-software.com itself. The legal basis for this is Art. 6(1)(f) GDPR (legitimate interest in troubleshooting and secure operation). No fixed retention period is set for this; the entries remain until the reverse proxy's container is recreated. The logs kept by the applications on the subpages are described in their sections.

Contact form on the home page

A contact form is available on the home page. It asks for name, email address and the message, as well as a checkbox confirming that this privacy policy has been read. The form also contains a field that is not visible to visitors and a timestamp. Both serve exclusively to detect automated form submissions and are neither stored nor passed on to third parties.

The legal basis for processing the data entered is Art. 6(1)(b) GDPR where the request relates to entering into or performing a contract, otherwise Art. 6(1)(f) GDPR (legitimate interest in handling incoming requests). The checkbox does not constitute separate consent under Art. 6(1)(a) GDPR, it only confirms that this policy has been read. Ticking the box is required to submit the form but is itself neither stored nor transmitted with the email. The detection of automated submissions is based on Art. 6(1)(f) GDPR (legitimate interest in protecting the form against misuse).

Transmission is encrypted via TLS to the operator's own server at Avoro, a service of dataforest GmbH (see the section "Hosting and delivery"). A small service running there checks the input and then sends the message as an email through the provider Resend, Resend, Inc., USA. The form data itself is not stored in a database on the server. To protect against mass submissions, the service counts the times of submissions per internet protocol address within the last ten minutes. The address and times are held exclusively in memory for this purpose and are discarded automatically no later than twenty minutes after the last submission. Neither the internet protocol address nor the content of the message is logged.

Resend (Plus Five Five, Inc., USA) acts as a processor for sending the email; according to the provider, the data processing agreement automatically forms part of its terms of service, including on the free tier. As Resend is based in the USA, this involves a transfer of personal data to a third country; this is based on the standard contractual clauses and Resend's certification under the EU US Data Privacy Framework.

The email sent by Resend goes directly to a private mailbox at Google Mail (Gmail); it does not pass through the address kontakt@dmn-software.com or through Cloudflare. The sender address is an address under dmn-software.com, the reply-to address is the email address entered by the sender.

If a message is sent directly to kontakt@dmn-software.com instead, it is forwarded via Cloudflare Email Routing (Cloudflare, Inc., USA) to the same mailbox; replies are sent from kontakt@dmn-software.com. This, too, is processing by a processor based in a third country; according to the provider, the data processing agreement automatically forms part of the Self Serve Subscription Agreement, including on the free tier. The legal basis for the transfer is the standard contractual clauses and Cloudflare's certification under the EU US Data Privacy Framework. For the domain, Cloudflare otherwise only provides name resolution (DNS); access to this website itself does not run through Cloudflare.

The receiving mailbox is operated by Google Ireland Limited (Gmail). Processing there is governed by that provider's own privacy notices.

Messages received through the contact form are deleted as soon as the request has been conclusively dealt with, unless statutory retention obligations apply, for example for business letters under § 257 HGB or § 147 AO (retention for up to six years).

Contact by email

When you get in touch by email, for example to kontakt@dmn-software.com or an address given in the legal notice, the data provided (for example sender address, content of the message) is processed exclusively to handle the request and any follow-up communication. The legal basis is Art. 6(1)(b) GDPR where the request relates to entering into or performing a contract, otherwise Art. 6(1)(f) GDPR (legitimate interest in answering incoming requests). For the address kontakt@dmn-software.com, the information in the section "Contact form on the home page" on forwarding via Cloudflare Email Routing and on the mailbox provider also applies.

Minigames on minigames.dmn-software.com

This address offers twelve minigames in the browser. The same page can also be embedded in a FiveM game client through a frame (iframe). The same information applies whether the page is opened through the game client or in an ordinary browser.

Anyone submitting a result to the leaderboard can enter a freely chosen name; the URL parameter ?name= can pre-fill this field, for example when another page (such as a FiveM server) embeds this page. Stored with each entry are the game played, the entered name, the score achieved, the play duration in milliseconds, the time, the number of game steps (ticks) and a hash of the internet protocol address (more on this below). The name is not checked for authenticity; a notice next to the name field asks players not to enter a real name because the list is public. Publicly visible are the name, the score and the date of the entry.

The server combines the internet protocol address with a secret extra value into a hash truncated to 16 characters; the actual internet protocol address itself is not stored. This hash is stored with every leaderboard entry and kept for as long as the entry exists; it is therefore a pseudonym, not an anonymisation. During a play session the server also stores a session token together with the game played, the start and end of the session, the same hash and a starting value, for at most three hours; the session is then deleted during the next cleanup run. To protect against mass or automated requests the server also counts requests per hash, held exclusively in memory; its own log records only the method and requested address, not the internet protocol address. The legal basis for adding the requested entry to the leaderboard is Art. 6(1)(b) GDPR, the legal basis for hashing, sessions and rate limiting to protect against misuse is Art. 6(1)(f) GDPR. Leaderboard entries are not deleted automatically; deletion only happens on request, done by hand by the operator.

Unlike the rest of the website, this subpage stores one number in the browser's Local Storage, namely the visitor's own best result per game, so it can be shown again on the next visit. This number never leaves the device and is not transmitted to the server. This storage is strictly necessary to provide the function explicitly requested (§ 25(2) no. 2 TDDDG); consent is therefore not required. Beyond that, no cookies are set and no analytics or tracking services are embedded. The page also sends no messages to a surrounding window.

Source chat on notebook.dmn-software.com

This address offers a tool for uploading your own documents (PDF, DOCX, text, web addresses) and asking questions about them, plus a spoken summary with two voices. Sign in uses an email address and password through a self-hosted directory service on the operator's own server at Avoro; there is no sign in through a third party. Registration is open and possible without confirming the email address; no emails are sent for this.

For sign in, the application sets the cookie sb-notebook-db-auth-token (split into several parts if needed) holding the session's access and refresh tokens; path /, SameSite=Lax, transmitted only over TLS, not httpOnly and therefore also readable by scripts in the browser, valid for 7 days. This cookie is strictly necessary to provide the function explicitly requested (§ 25(2) no. 2 TDDDG); consent is therefore not required, no further data is stored in the browser. The legal basis for processing account data and uploaded documents is Art. 6(1)(b) GDPR. On the server side, the sign in service additionally keeps the internet protocol address and the browser identifier (user agent) for every session in its database and logs every request to itself with the address and the referring page (referer); the API gateway in front of it (Kong) also keeps a full access log for this address (internet protocol address, time, request line, status code, referer, browser identifier). Neither log has a fixed retention period; both remain until the respective container is recreated.

A publicly accessible, shared demo account is available to try the tool. Uploading, renaming and deleting are blocked for this account, asking questions and using the studio features remain possible. The chat no longer stores anything for this account: no conversation, no questions, no answers; older demo chats have been deleted. What remains stored, and visible to anyone signed in with the demo account, are the results from the studio area: briefing, FAQ and study guide as a note, and an audio overview as a WAV file in file storage, a generated mind map is not stored. These studio results are produced solely from the prepared example sources and contain no visitor input, since the studio does not accept free text; they remain stored without a retention period. Chat questions asked in the demo account are sent to Google to be answered (see below), so no personal information should be entered in the demo account. To limit usage, the server keeps the internet protocol address in memory only, for up to 70 minutes, together with a daily total count for all visitors that resets at midnight Central European time; no permanent storage takes place for this purpose. The legal basis is Art. 6(1)(f) GDPR (legitimate interest in a working, publicly accessible demonstration).

Uploaded documents and questions asked are processed through the Gemini interface of the provider Google LLC, USA, namely text excerpts of the documents and every question asked to build search vectors (embeddings), the question and the passages found to answer it, and up to 24,000 characters of source text in the studio area and the generated script for the spoken summary. For the free tier used here there is no data processing agreement; Google processes the data there as an independent controller under its own Controller-Controller Data Protection Terms. Google LLC is certified under the EU US Data Privacy Framework. For users based in the EEA, Switzerland or the United Kingdom, this interface's terms apply the same data use rules as the paid tier in every case; inputs from these users are therefore not used to improve the models. Google keeps prompts and responses, according to its own statement, for a limited period solely to detect abuse, without stating a specific period. Web sources are instead fetched by the operator's own server, without transmitting them to Google.

Account data, uploaded documents and the vectors derived from their text are kept in the operator's own database and file storage on the operator's own server at Avoro; access is restricted per account to that account's own rows through database rules. Account data is kept until the account is deleted. Export and self-deletion of one's own account are not available within the application; to exercise these rights, an informal message to the email address given in the legal notice is sufficient.

Job application portal on bewerbungen.dmn-software.com

This address offers a private tool for managing your own applications to job postings. Registration is only possible by invitation; no invite codes are currently issued, so at present a single account exists (the operator's). Processing includes, among other things, account data, uploaded CVs, references, certificates and writing samples, structured career facts derived from them, suggested matching jobs and the status of individual applications. The legal basis is Art. 6(1)(b) GDPR (contract for the use of the application).

When an account is created, agreement to the terms of use and acknowledgement of this policy are recorded as consent with a timestamp; the same applies to the separate consent to pass profile information to the language models named below for evaluation, and to the separate consent to have career pages of outside companies crawled on the account holder's behalf. Each of these consents can be withdrawn individually at any time with effect for the future in account management; the legal basis for them is Art. 6(1)(a) GDPR.

Signing in can require an additional one-time code from an app of your own (the method known as TOTP); the secret key stored for this is encrypted. Signing in is also possible through GitHub or LinkedIn. GitHub passes profile data, repositories, programming languages used and public events to the application, LinkedIn passes name, email address and further public profile information; the access tokens received in that process are stored encrypted. The sign in service also logs every request to itself with the internet protocol address and the referring page (referer); the API gateway in front of it (Kong) also keeps a full access log for this address (internet protocol address, time, request line, status code, referer, browser identifier). Neither log has a fixed retention period; both remain until the respective container is recreated. The legal basis for linking such an account is consent under Art. 6(1)(a) GDPR, given when the account is linked and revocable at any time with effect for the future in account management.

To evaluate uploaded documents, match them against job postings and draft cover letters, the application processes text excerpts of uploaded documents together with the file name, profile facts (such as positions, achievements, certificates, education, skills and languages), job postings and, for cover letters, additionally writing style, the job listing and the company, at the providers Anthropic and Google (Gemini), and only where the separate consent mentioned above has been given. At Anthropic, the contracting party for the consumer subscription Claude Pro used here is Anthropic Ireland, Limited, Ireland; there is no data processing agreement for this and no confirmed certification under the EU US Data Privacy Framework, and according to Anthropic the transfer to the USA relies on adequacy decisions and standard contractual clauses. The product improvement setting is switched off in the account used, so Anthropic does not use the inputs to train its models; Anthropic states that it removes deleted conversations from its systems after 30 days at the latest. At Google, processing runs as described in the section "Source chat" through the Gemini interface of Google LLC, USA, likewise without a data processing agreement on the free tier used here. Vectors used to match profile against job postings are, by contrast, computed on the operator's own server, without this information being sent to an outside provider for that purpose.

Every change in the application is recorded in an ongoing log that can afterwards be neither changed nor deleted. It records the account that performed the action, the type of action, the object affected, the change as a line level diff (for example to the profile, settings, preferences, linked accounts, applications, app settings or invite codes; tokens and vectors are redacted), plus the internet protocol address, the browser identifier, context and the time. The log serves protection against misuse and troubleshooting; each person sees their own history in the application. The legal basis is Art. 6(1)(f) GDPR (legitimate interest in the traceability of account actions). No retention period applies to the log; deleting an account only removes the link to the account, while the internet protocol address, the browser identifier and the logged changes themselves, which may for example include the full name, remain. Also kept without cleanup are the counters that limit sign in attempts and email sending (keyed by internet protocol address or email address); failed sign in attempts, by contrast, are deleted automatically after one day.

Status messages, reminders and summaries are sent by the application as email through the provider Resend (Plus Five Five, Inc., USA; see the section "Contact form on the home page" for the processing agreement and third country transfer concerning Resend); the sender is "Bewerbungen" with the email address noreply@dmn-software.com. Sign up and confirmation emails also run through Resend; the operator no longer runs a separate mail server for this.

When signing in, the browser receives the cookie sb-bewerbungen-auth-token (SameSite=Lax, only over TLS, not httpOnly, valid for 400 days); during sign in through GitHub or LinkedIn, an email confirmation or a password reset, it briefly also receives the cookie ...-auth-token-code-verifier for the PKCE method. Local Storage also holds the chosen appearance (light or dark) under the key theme. No further cookies or analytics services are used.

Through account management, every person can download their data as an archive file (ZIP) (Art. 15 and Art. 20 GDPR); the download link is valid for 10 minutes, the file itself remains in file storage until the account is deleted. Deleting an account for good (Art. 17 GDPR) removes the files, the entries in fourteen database tables and the sign in account itself; the entries in the log remain unaffected (see above).

Status page on status.dmn-software.com

This address offers a public status page that shows whether the operator's own services are reachable. For this, the service requests the configured addresses at regular intervals and stores for each check the time, reachability, response time, status code and, where applicable, a technical error message, and for FiveM servers also the player count, the maximum player count and the version. Player names are not stored. Addresses and error messages do not appear on the public page.

The measurements are kept as raw data for 30 days and are also rolled up into hourly values, which are deleted after 400 days. The start, end and cause of outages are recorded as incidents; closed incidents are also deleted after 400 days, while an incident that is still ongoing is kept until it ends. The data is kept in a database on the operator's own server (see the section "Hosting and delivery").

The public status page, its detail pages and the interface /api/status.json set no cookies, store nothing in the browser and include no analytics or tracking services, external fonts or scripts.

Cookies are only set by the admin area under /admin/, which is available to the operator alone. The sign in page sets the cookie __Host-lcsrf with a token that protects the sign in form against forged requests. After signing in, the cookie __Host-sid confirms the session. Both cookies last until the browser is closed; the session itself ends on the server after 12 hours without activity, at the latest after 7 days. After a successful sign in, the service also sets the cookie __Host-dev, by which it recognizes the browser. A browser recognized this way is exempt from the shared limit on sign in attempts across all visitors; the limit per internet protocol address and the check of username and password still apply. This cookie is deleted after 90 days; when the password of the admin area is changed, every device remembered this way loses its validity immediately. All three cookies are transmitted only over the encrypted connection and cannot be read by scripts in the browser. These cookies are strictly necessary to provide the function explicitly requested (§ 25(2) no. 2 TDDDG); consent is therefore not required.

To limit sign in attempts, the service counts attempts per internet protocol address in windows of 15 minutes. The address and the counter are kept in memory only; no permanent storage takes place for this purpose. The legal basis for the checks, operating the status page and protecting the sign in is Art. 6(1)(f) GDPR (legitimate interest in providing the operator's own services securely and in working order).

The service writes technical operational messages to the log of its container, which is limited to at most three files of 10 MB each; older entries are overwritten in the process. It records successful and failed sign in attempts with the internet protocol address, as well as the first rejection by the limit within a time window. Username and password are never logged.

No cookies, § 25 TDDDG

No cookies, no comparable technologies and no other information are stored on or read from visitors' devices. Consent under § 25 TDDDG is therefore not required. This applies to dmn-software.com itself and to the public status page; Local Storage for the minigames, the session cookie of the source chat, the cookies and Local Storage of the job application portal and the cookies in the admin area of the status page are described in the respective sections above.

Rights of data subjects

Under the GDPR, data subjects have the following rights against the controller:

  • Access to the personal data processed (Art. 15 GDPR)
  • Rectification of inaccurate data (Art. 16 GDPR)
  • Erasure of data (Art. 17 GDPR)
  • Restriction of processing (Art. 18 GDPR)
  • Data portability (Art. 20 GDPR)
  • Objection to processing, in particular to processing based on Art. 6(1)(f) GDPR (Art. 21 GDPR)

Where consent has been given, it can be withdrawn at any time with effect for the future. An informal message to the email address given in the legal notice is sufficient to exercise these rights.

Right to lodge a complaint with a supervisory authority

Data subjects have the right to lodge a complaint with a data protection supervisory authority, in particular with the authority responsible for the controller's place of business: the State Commissioner for Data Protection and Freedom of Information of North Rhine-Westphalia (LDI NRW).

Storage period

Personal data from email contacts is deleted as soon as it is no longer required for the purpose of its processing, unless statutory retention obligations prevent deletion. No fixed retention period applies to the log entries of the reverse proxy described in the section "Server log files"; they remain until the respective container is recreated. The applications on the subpages otherwise follow the retention periods stated in their sections.

Date of this policy

Last updated: September 2026.