Roland DG (UK) Ltd is committed to safeguarding the privacy of our website visitors. This Privacy Notice sets out how we collect, share and use your personal information and how you can exercise your privacy rights. If you have any questions or concerns about our use of your personal information, then please contact us using the contact details provided under the section How to Contact Us.
What information do we collect?
The personal information we may collect, store and use about you broadly falls into the following categories:
Information that you provide voluntarily
Certain parts of our website may ask you to provide personal information voluntarily: for example, we may ask you to provide your name and contact details (e.g. company name, address, phone number and email address) in order to register an account with us, to subscribe to marketing communications from us, and/or to submit enquiries to us either directly, using a support ticket or the chat bot on our website. The personal information that you are asked to provide, and the reasons why you are asked to provide it, will be made clear to you at the point we ask you to provide your personal information.
Information that we collect automatically
When you visit our website, we may collect certain information automatically from your device. In some countries, including the UK and countries in the European Economic Area, this information may be considered personal information under applicable data protection laws. Specifically, the information we collect automatically may include information like your IP address, geographical location (e.g. country or city-level location), browser type and version, operating system, referral source, length of visit, page views and website navigation.
In some cases, this information allows us to display certain content for users located in certain countries (such as our chat bot). Collecting this information also enables us to better understand the visitors who come to our website, where they come from, and what content on our website is of interest to them. We use this information for our internal analytics purposes and to improve the quality and relevance of our website to our visitors.
Some of this information may be collected using cookies and similar tracking technology, as explained further under the section Cookies and similar tracking technology below.
Information that we obtain from third party sources
From time to time, we may receive personal information about you from third party sources (for example, from data brokers, exhibition vendors and list suppliers), but only where we have checked that these third parties either have your consent or are otherwise legally permitted or required to disclose your personal information to us.
The types of information we collect from third parties, could for example include, name, job title, contact details. We use the information we receive from these third parties to communicate information and offers for our products and services, or to maintain or improve the accuracy of the records we hold about you.
We may also receive personal information about you including for example, name, job title, contact details from our Authorised Dealers for the purpose of completing a sale of our products to you, post-sale for the purpose of providing you our product warranty and for marketing communications.
AI assistant and chat conversations
AI assistant and chat conversations
Our website provides an AI assistant to help you find information, submit enquiries and request a follow-up from a specialist. The data controller is Roland DG (U.K.) Ltd.
We process the content of your messages and any contact details you provide voluntarily, such as your name, company and email address, together with any other information you enter in the chat. The service also collects technical information about the session, including the date and time, conversation identifier, IP address, country, language and website page. Conversations are archived even if you do not provide contact details. Providing contact details is optional; these details are needed to follow up on a request to be contacted.
We use these data to provide responses, handle your enquiries and arrange follow-up contact. Authorised staff may review conversations to identify and correct errors in the assistant’s responses, improve the service and analyse the enquiries received. The IP address is also used to estimate your country and prevent abuse.
Handling enquiries to the AI assistant
We handle requests for information and follow-up contact on the basis of Roland DG’s legitimate interest in responding to enquiries, under Article 6(1)(f) of the GDPR. Preventing abuse, reviewing and correcting the assistant’s responses, and analysing enquiries are based on our legitimate interest in keeping the service secure and improving its accuracy and usefulness. You may object to processing based on legitimate interests as explained in the “Your data protection rights” section.
Managing the AI assistant service
The service is supported by Statwolf Data Science S.r.l., acting as a data processor, and its infrastructure and AI providers Microsoft Azure, OVHcloud SAS, Anthropic Ireland, Limited and OpenAI Ireland Ltd. Anthropic processes messages to generate responses, classify enquiries, extract contact details and check response quality. OpenAI receives the text of product searches to help retrieve relevant information, rather than the full conversation. Data submitted through the APIs are not used by these providers to train their models. Statwolf does not use these data to train or fine-tune general-purpose AI models.
Complete conversations are also transferred to our CRM. Access to the chatbot administration system requires a login and is restricted to authorised Roland DG and Statwolf personnel responsible for maintaining or using the service.
AI assistant infrastructure
The chatbot application infrastructure and backups are hosted within the European Economic Area on Microsoft Azure North Europe in Ireland and OVHcloud in France. The conversation archive is hosted on Microsoft Azure. Access to, or transfers of, data outside the European Economic Area are associated with the use of Anthropic and OpenAI and may involve infrastructure in the United States. These transfers rely on the EU–U.S. Data Privacy Framework where the recipient is certified and the transfer falls within the scope of that certification. Otherwise, they rely on the Standard Contractual Clauses adopted by the European Commission under Decision (EU) 2021/914, together with supplementary measures where necessary. You can request further information and, where applicable, a copy of the safeguards using the details in the “How to contact us” section.
Managing conversations with the AI assistant
Complete conversations are automatically deleted from Statwolf’s conversation archive and our CRM 90 days after the conversation ends. Any conversation logs containing personal data are deleted within the same period. Any copies held in Statwolf’s backups are deleted when the ordinary seven-day backup rotation cycle is completed. In the CRM, deleted conversations remain recoverable in the Recycle Bin for a further 15 days, after which they are scheduled for permanent deletion.
Anthropic and OpenAI normally retain data submitted through their APIs for up to 30 days to monitor abuse and misuse. Longer periods may apply in the circumstances set out in their respective terms, particularly to comply with legal obligations or address violations of usage and safety rules. Contact details extracted from conversations are handled in accordance with the retention criteria for enquiries and commercial relationships described elsewhere in this Privacy Notice.
The chatbot reads and stores the Google Analytics identifier and sends events to GA4 only if you have consented to analytics cookies. If you have not made a choice, refuse consent or withdraw it, the chatbot does not read or store this identifier and does not send events. For further information about cookies, please see our Cookie Notice.
Newsletter subscription is optional and is based on consent given through the dedicated subscription form, under Article 6(1)(a) of the GDPR. You can withdraw your consent at any time. Providing your email address in the chat for follow-up contact does not subscribe you to the newsletter.
For information on exercising your rights and contacting us, please see the “Your data protection rights” and “How to contact us” sections.