Important notice: These Privacy Policies have been translated automatically. The only legally binding version is the German one, which can be found at namerobot.de/Rechtliches/Datenschutzerklärung.

Privacy Policy

We take the protection of your personal data very seriously. Data protection is not only a legal obligation for us, but a fundamental part of the development and operation of our digital services.

Our services are designed to process creative, strategic and in some cases sensitive content such as name ideas, project information, search terms, review parameters and evaluations. For this reason, we take particular care to process data only to the extent necessary for providing our services, ensuring technical security, analyzing errors and improving our offerings.

We treat the content you enter or submit within our services as confidential. We do not sell personal data and we do not use your ideas or project content for our own business purposes. Where we use data for statistical, analytical or development-related purposes, this is generally done only in anonymized or aggregated form, unless another legal basis applies in the specific case.

Where we use external technical service providers, platforms or AI providers, we aim for the most privacy-friendly configuration possible, apply data minimization and implement appropriate contractual and technical safeguards. Our guiding principle is that only the data actually necessary for the respective purpose should be processed.

The following information explains in a transparent manner which data we process, why we process it, on which legal basis the processing is carried out and what rights you have with regard to your data.

1. Scope of this Privacy Policy

This Privacy Policy applies to the digital services provided by NameRobot GmbH, in particular websites, apps, portals, online services, platforms, widgets, interfaces and similar digital offerings.

Where individual functions, tools or services are available only within certain digital offerings, the respective section of this Privacy Policy applies only to those offerings in which the relevant function is actually used.

2. Controller

The controller responsible for data processing in our digital services and the services provided through them is:

NameRobot GmbH
Pfaffenberger Weg 142
42659 Solingen
Germany

Phone: +49 (0)89 21539665
Email: info@namerobot.de

The controller is the natural or legal person who alone or jointly with others determines the purposes and means of the processing of personal data.

3. General Information on Data Processing

3.1 Data Protection and Confidentiality

We treat personal data confidentially and in accordance with the applicable data protection laws and this Privacy Policy.

Please note that data transmission over the Internet, for example when communicating by email, may have security vulnerabilities. Complete protection of data against access by third parties is not technically possible in all cases.

We treat name ideas, project information, search terms, review parameters and other content transmitted within our services as confidential. Access by employees does not take place routinely, but only where this is necessary for contract performance, technical troubleshooting, handling a support request, quality assurance or compliance with legal obligations.

We do not sell personal data. We do not use your name ideas or project content for our own business purposes.

Where you have given your consent to data processing, we process your personal data on the basis of Art. 6(1)(a) GDPR. Where explicit consent has been given for the transfer of personal data to third countries, processing is also carried out on the basis of Art. 49(1)(a) GDPR. Where your consent includes the storage of cookies or access to information on your device, processing is also carried out on the basis of Section 25(1) TDDDG. Consent may be withdrawn at any time with effect for the future.

Where your data is required for the performance of a contract or for taking steps prior to entering into a contract, we process your data on the basis of Art. 6(1)(b) GDPR.

Where processing is necessary for compliance with a legal obligation, it is carried out on the basis of Art. 6(1)(c) GDPR.

Where processing is necessary for the purposes of our legitimate interests or the legitimate interests of a third party and no overriding interests, fundamental rights or freedoms of the data subject prevail, processing is carried out on the basis of Art. 6(1)(f) GDPR.

3.3 Storage Period

Unless a more specific retention period is stated in this Privacy Policy, your personal data will remain with us until the purpose for the processing no longer applies. If you assert a legitimate request for deletion or withdraw your consent, your data will be deleted unless there are other legally permissible grounds for continued storage, such as retention obligations under tax or commercial law. In the latter case, deletion will take place once those grounds no longer apply.

3.4 Recipients of Personal Data

In the course of our business activities, we cooperate with internal and external parties. Personal data is transferred to external parties only where this is necessary for contract performance, where we are legally obliged to do so, where we have a legitimate interest in the transfer or where another legal basis permits the transfer.

When processors are used, personal data is transferred only on the basis of a valid data processing agreement. In the case of joint processing, cooperation takes place on the basis of an agreement on joint controllership where legally required.

3.5 Transfers to Third Countries

We may use services from providers based outside the European Union or the European Economic Area, or services where processing of personal data in third countries cannot be excluded.

If such services are active, your personal data may be transferred to and processed in third countries. We point out that in third countries a level of data protection comparable to that in the European Union may not be guaranteed.

Where a transfer to a third country takes place, this is done only in compliance with the legal requirements, in particular on the basis of an adequacy decision, appropriate safeguards pursuant to Art. 46 GDPR, explicit consent or another legal permission.

4. Hosting and Technical Provision of Our Digital Services

4.1 External Hosting

Our digital services are hosted in whole or in part by external hosting providers. The personal data collected when using our digital services is stored on the servers of the hosting provider. This may include in particular IP addresses, contact requests, metadata and communication data, contract data, contact details, names, website access data and other data generated via a digital service.

Hosting is carried out for the purpose of fulfilling contracts with potential and existing customers pursuant to Art. 6(1)(b) GDPR and in the interest of secure, fast and efficient provision of our online offerings pursuant to Art. 6(1)(f) GDPR. Where consent has been requested, processing is carried out exclusively on the basis of Art. 6(1)(a) GDPR and Section 25(1) TDDDG.

We use the following hosting provider:

PCSG - Computer & Internet Service OHG
Pfaffenberger Weg 142
42659 Solingen
Germany

4.2 Server Log Files

The provider of the pages automatically collects and stores information in so-called server log files, which your browser automatically transmits to us. This includes in particular:

  • browser type and browser version
  • operating system used
  • referrer URL
  • hostname of the accessing computer
  • time of the server request
  • IP address

This data is collected on the basis of Art. 6(1)(f) GDPR. We have a legitimate interest in the technically error-free provision, stability, security and optimization of our digital services.

4.3 SSL or TLS Encryption

For security reasons and to protect the transmission of confidential content, these pages use SSL or TLS encryption.

5. General Data Collection When Using Our Digital Services

5.1 Cookies and Similar Technologies

Our digital services use cookies and similar technologies where technically necessary or legally permissible.

Cookies can originate from us or from third-party companies. Many cookies are technically necessary because certain functions would not work without them. Other cookies may be used to analyze user behavior, measure reach, carry out marketing activities or integrate external services.

Technically necessary cookies are stored on the basis of Art. 6(1)(f) GDPR, unless another legal basis is specified. Where consent has been requested, processing is carried out exclusively on the basis of Art. 6(1)(a) GDPR and Section 25(1) TDDDG. Consent may be withdrawn at any time.

5.2 Contact Requests

If you contact us via contact form, email, telephone or fax, your request, including all personal data resulting from it, will be stored and processed by us for the purpose of handling your request.

Processing is carried out on the basis of Art. 6(1)(b) GDPR where your request is related to the performance of a contract or necessary for pre-contractual measures. In all other cases, processing is based on our legitimate interest in the effective handling of requests addressed to us or on your consent, where such consent has been obtained.

5.3 Communication via Signal

For communication with customers and other third parties, we use, among other things, the instant messaging service Signal. The provider is Privacy Signal Messenger, LLC, 650 Castro Street, Suite 120-223, Mountain View, CA 94041, USA.

Communication takes place using end-to-end encryption. However, Signal receives access to technical data generated in the course of the communication process. The use of Signal is based on our legitimate interest in the fastest and most effective possible communication pursuant to Art. 6(1)(f) GDPR.

6. User Accounts, Registration, Orders and Contract Performance

6.1 Registration and User Account

You may register in individual digital offerings in order to use additional functions. We use the data entered for registration only for the purpose of using the respective offering or service for which you have registered.

The processing of the data entered during registration is carried out for the purpose of performing the usage relationship established by the registration and, where applicable, for the initiation of further contracts pursuant to Art. 6(1)(b) GDPR.

6.2 Registration with Facebook Connect

Instead of direct registration, registration with Facebook Connect may be available in individual digital offerings. The provider is Meta Platforms Ireland Limited, Merrion Road, Dublin 4, D04 X2K5, Ireland.

6.3 Registration with Google

Instead of direct registration, registration with Google may be available in individual digital offerings. The provider is Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland.

6.4 Registration with Apple

Instead of direct registration, registration with Apple may be available in individual digital offerings. The provider is Apple Distribution International Limited, Hollyhill Industrial Estate, Hollyhill, Cork, Ireland.

6.5 Registration with LinkedIn

Instead of direct registration, registration with LinkedIn may be available in individual digital offerings. The provider is LinkedIn Ireland Unlimited Company, Wilton Plaza, Wilton Place, Dublin 2, Ireland.

6.6 Customer and Contract Data

We collect, process and use personal customer and contract data for the establishment, content design and modification of our contractual relationships. We process personal data concerning the use of our digital services only to the extent necessary to enable use, provide services or bill for them.

6.7 Payment Services and Credit Checks

If you purchase paid services or products, payment data may be processed by the respective payment service provider for the purpose of payment processing. Depending on the website and the offer, we use in particular PayPal, Apple Pay, Google Pay, Stripe, Klarna, Amazon Pay, American Express, Mastercard and VISA.

Where you choose purchase on account or another payment method where we provide advance performance, we may carry out a credit check. The credit check is carried out only after you have selected the relevant payment method.

7. Use of Our Services and Portals

7.1 General Processing When Using Our Services

Our portals are used for the development, review, evaluation and analysis of names, trademarks, domains, terms and project ideas. In this context, we process the information you enter, upload, save, select or submit for review within the respective service.

This may include in particular:

  • name ideas, search terms and keywords
  • project titles
  • information on companies, products, services, trademarks or projects
  • answers to questionnaires
  • target group information
  • style, language and preference information
  • ratings, favorites, exclusions and selection decisions
  • technical usage and review parameters
  • uploaded or imported content, where the respective function provides for this
  • generated reports, evaluations and analysis results

Processing is carried out for the provision of the requested service pursuant to Art. 6(1)(b) GDPR.

Please submit only such information as is necessary for using the respective service. Project or background information that is not necessary for the provision of the service should not be provided.

7.2 Naming Toolbox and Other NameRobot Tools

When using the Naming Toolbox and other NameRobot tools, we process in particular your keywords, name ideas, favorites, saved names, review results and related settings so that you can develop, organize, review and further edit name ideas.

Where you check names or terms using external review functions such as domain, trademark, social media, search engine or app store checks, it may be necessary to transmit the search terms you entered to the respective technical data source or its interfaces.

7.3 Namefruits

In Namefruits, we process in particular the information you provide during the questionnaire process, your selection decisions, preferences, ratings and other inputs in order to create a project-related naming profile, generate suitable naming suggestions, refine them further and provide you with appropriate results.

This may include in particular information about your project, the desired naming type, naming style, target group, intended effect, language preferences and other selection criteria. In addition, your own name ideas, favorites and reactions to suggested names may be processed.

7.4 NameScore

In NameScore, we process in particular the company names, brand names, product names or project names you enter, as well as the parameters selected for the review, in order to create an automated or partially automated naming assessment and a NameReport.

Depending on the scope of the service, this may include checks regarding trademark situation, domain availability, social media availability, search engine and app store presence, linguistic issues, sound, effect, structure and further suitability criteria.

7.5 Trademarkly

When using Trademarkly, we process the search terms you enter for the purpose of carrying out the requested trademark search and displaying the related matches and additional information.

Where search terms are processed solely for the immediate execution of a search, any storage beyond that takes place only where this is technically, security-related, support-related or legally necessary.

7.6 Other Services, Widgets, White-Label Solutions and APIs

Where we provide widgets, APIs, white-label solutions or other technical integrations, we process the data transmitted in the respective integration context exclusively for the technical provision, execution, monitoring, error analysis and protection of the respective service.

Where we act as a processor in this context, we process the data exclusively on the documented instructions of the respective customer within the meaning of Art. 28 GDPR.

8. Use of Artificial Intelligence

8.1 AI in Customer Communication

We use AI-supported software to process and answer customer inquiries. In this context, the AI used analyzes the content of your message in order to autonomously or partially autonomously generate an appropriate response or response suggestion. In this context, names, email addresses, communication content and technical information may in particular be processed.

The use of such systems is based on our legitimate interest in the most efficient possible customer communication pursuant to Art. 6(1)(f) GDPR.

8.2 Chatbots

We use chatbots to communicate with you. Chatbots may provide suitable responses based on your inputs as well as further technical and organizational information. Where chatbots are used for contract initiation or contract performance, processing is carried out on the basis of Art. 6(1)(b) GDPR. Where consent is required, processing is carried out on the basis of Art. 6(1)(a) GDPR and Section 25(1) TDDDG. In all other cases, processing is carried out on the basis of our legitimate interest pursuant to Art. 6(1)(f) GDPR.

8.3 AI in Our Services

We use our own and external AI systems to generate naming suggestions, analyze name ideas, structure results, create reports, evaluate content, support support and communication processes and automate internal workflows.

Depending on the service used, this may involve processing name ideas, search terms, project descriptions, answers to questionnaires, language preferences, review parameters, communication content and technical metadata, insofar as this is necessary to provide the respective service.

Where we use external AI providers, we transmit only the data that is necessary for the respective service provision or automation. We pay attention to data minimization and the most privacy-friendly configuration possible.

Depending on the use case, we use in particular commercial or API-based offerings from external providers, including OpenAI, Google and Anthropic.

Processing is carried out for the provision of the services you request pursuant to Art. 6(1)(b) GDPR and, where applicable, on the basis of our legitimate interest pursuant to Art. 6(1)(f) GDPR in the efficient, secure and high-quality provision and further development of our services.

8.4 ChatGPT

In individual digital offerings and processes, we use ChatGPT or services provided by OpenAI. The provider is OpenAI, 3180 18th St, San Francisco, CA 94110, USA.

If you interact with functions in which ChatGPT is integrated, your inputs, including metadata, may be transmitted to OpenAI's servers and processed there in order to generate an appropriate response or analysis.

Where we use business or API offerings, this is done in a configuration under which the inputs and outputs transmitted by us are, according to the provider, not used for training the models unless explicit permission or a separate opt-in is provided.

9. Statistics, Reach Measurement and Optimization

9.1 Matomo

Our digital services use the open-source web analytics service Matomo.

With the help of Matomo, we are able to collect and analyze data about the use of our digital services. This allows us, among other things, to determine when page views occurred, from which region they came and which technical conditions were present. We can also measure whether certain actions were carried out.

When our digital services are used without a logged-in account, analysis is generally carried out without direct attribution to a specific person. IP addresses are shortened or anonymized so that direct identification is generally not possible.

Where we use Matomo in a privacy-friendly basic configuration for internal reach measurement, stability control and error analysis, processing is carried out on the basis of our legitimate interest pursuant to Art. 6(1)(f) GDPR.

Where cookies or comparable technologies are used for analysis, or where extended analysis functions are used, processing is carried out exclusively on the basis of your consent pursuant to Art. 6(1)(a) GDPR in conjunction with Section 25(1) TDDDG. You may withdraw your consent at any time with effect for the future via our consent tool.

For logged-in users, certain usage events may additionally be linked to the internal user ID of the respective account where this is necessary for error analysis, handling specific support cases, tracing technical processes or optimizing individual functions. Such linking does not take place for mere guest visits, but only within the scope of the use of registered accounts and only to the extent necessary for that purpose.

Heatmaps and session recordings are used only if you have expressly consented to the use of statistics cookies or corresponding statistics and analysis functions. In this context, clicks, mouse movements, scrolling behavior and the use of individual page areas are evaluated in particular in order to improve the user guidance, usability and technical quality of our digital services.

Sensitive inputs are not recorded. In particular, passwords and the contents of sensitive form fields are masked or not captured, where this is technically provided for and configured accordingly.

We host Matomo on our own servers or within the European Union. The data collected is not disclosed to unrelated third parties. The data is used exclusively for internal analysis, support, security and optimization purposes and is deleted or anonymized after an appropriate period.

9.2 Anonymized Statistics and Further Development of Our Own Systems

We reserve the right to evaluate usage data, inputs, review results and other information arising in the context of our services in anonymized or aggregated form in order to improve our digital services technically, identify typical usage patterns, analyze errors, create statistical evaluations and further develop our own systems, including our own AI-supported functions.

Where data is used for these purposes, this is generally done only in a form that does not allow conclusions to be drawn about a specific person.

Personal project data is not used for training purposes unless this is necessary for providing the specifically requested service or you have expressly given us separate consent to do so.

10. Marketing, Newsletters and CRM

10.1 HubSpot CRM

In individual digital offerings, we use HubSpot CRM. The provider is HubSpot Inc., 25 First Street, Cambridge, MA 02141, USA.

HubSpot CRM enables us in particular to manage existing and potential customers and customer contacts, record, sort and analyze customer interactions and structure communication with interested parties and customers.

10.2 Newsletter

If you would like to receive a newsletter offered in a digital offering, we require an email address from you as well as information allowing us to verify that you are the owner of the email address provided and that you agree to receive the newsletter.

10.3 Mailchimp

For sending newsletters, we may use Mailchimp in individual digital offerings. The provider is The Rocket Science Group LLC, 675 Ponce De Leon Ave NE, Suite 5000, Atlanta, GA 30308, USA.

10.4 CleverReach

For sending newsletters, we may use CleverReach in individual digital offerings. The provider is CleverReach GmbH & Co. KG, Schafjückenweg 2, 26180 Rastede, Germany.

10.5 Newsletter to Existing Customers

If you order goods or services from us and provide your email address in doing so, this email address may subsequently be used by us to send direct advertising for our own similar goods or services, provided that the legal requirements for this are met.

11. Advertising, Tracking and Conversion Tools in Digital Services

Where corresponding functions are integrated into individual digital offerings, we may use the following services:

  • Google Tag Manager
  • Microsoft Advertising
  • Google Ads
  • Google AdSense
  • Google Ads Remarketing
  • Google Conversion Tracking
  • Meta Pixel
  • Meta Conversion API
  • TikTok Pixel
  • LinkedIn Insight Tag

Where consent is required for these services, processing is carried out exclusively on the basis of your consent pursuant to Art. 6(1)(a) GDPR and Section 25(1) TDDDG. Consent may be withdrawn at any time.

12. Social Media, External Platforms and Social Login

Where corresponding functions are integrated into individual digital offerings, elements or interfaces of the following networks may be used:

  • Facebook
  • X
  • Instagram
  • LinkedIn
  • XING
  • Facebook Connect
  • Google Sign-In
  • Sign in with Apple
  • LinkedIn Sign-In

Where personal data is processed or transmitted to the respective providers in connection with their use, this is done on the basis of the respective applicable legal basis, in particular on the basis of your consent where such consent is required.

13. Appointment Booking, Audio and Video Conferences

13.1 Appointment Booking

For booking appointments, we may use the following services in individual digital offerings:

  • Calendly
  • Google Calendar
  • Microsoft Bookings

If you book an appointment using the relevant booking functions, the data you enter will be processed for the planning, execution and, where applicable, follow-up of the appointment.

13.2 Audio and Video Conferences

For communication with customers, prospective customers and contractual partners, we use online conference tools, in particular:

  • Microsoft Teams
  • Google Meet

If you communicate with us via video or audio conference, your personal data is processed both by us and by the respective provider of the conference tool. This includes in particular the data you provide for use, metadata of the communication and technical connection data.

14. Plugins, Embedded Content and Functions of Our Digital Services

Where corresponding functions are integrated into individual digital offerings, we may use the following services:

  • YouTube in enhanced privacy mode
  • Google Maps
  • Google reCAPTCHA
  • Google Drive
  • locally integrated Google Fonts
  • locally integrated Font Awesome

These services are used to display content, provide certain functions, prevent abusive access, provide upload areas or make our digital services user-friendly.

15. Affiliate and Partner Programs

In individual digital offerings, we may participate in affiliate and partner programs. These may include in particular:

  • Amazon Partner Program
  • AWIN
  • eBay Partner Network
  • AdCell

Where personal data is processed within the framework of such programs, this is carried out on the basis of the respective applicable legal basis.

16. Data Security

We implement appropriate technical and organizational measures to protect your data against loss, manipulation, unauthorized access and other unauthorized processing.

17. Your Rights

Within the framework of the applicable legal provisions, you have in particular the following rights:

  • the right of access to your personal data stored by us
  • the right to rectification of inaccurate data or completion of incomplete data
  • the right to erasure of your personal data
  • the right to restriction of processing
  • the right to data portability
  • the right to withdraw consents granted with effect for the future
  • the right to object to certain processing operations
  • the right to lodge a complaint with the competent supervisory authority

18. Changes to this Privacy Policy

We reserve the right to amend this Privacy Policy where this is necessary due to changes in legal requirements, technical changes or new or modified services. The version published in the respective digital offering shall apply.