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Privacy Policy

Last updated: 14 June 2026

Thank you for considering the simulation capabilities offered by AF Simulations GmbH (“Company”, “we”, “us”, “our”). We are committed to protecting your personal information and your right to privacy. If you have any questions or concerns about this privacy notice, or our practices with regards to your personal information, please contact us via our contact form.

When browsing our website www.quokka3.com (the “Website”), or when using our Quokka3 computer application (the “App”) without connecting to the cloud service via a user account, we will not collect or use personal information. We do collect aggregate, anonymous usage statistics when you browse the Website, using a privacy-friendly, cookieless analytics tool that sets no cookies and stores no personal data (see §1) — so no consent banner is required.

When you choose to contact us, use our AI support assistant on the Website, and/or use the Quokka3 cloud-service (the “Services”) via the App, we appreciate that you are trusting us with your personal information. We take your privacy very seriously. In this privacy notice, we seek to explain to you in the clearest way possible what information we collect, how we use it and what rights you have in relation to it. If there are any terms in this privacy notice that you do not agree with, please discontinue use of our Services immediately.

This privacy notice applies to all information collected through our Website and our Services, as well as any related services, sales, marketing or events.

1. WHAT INFORMATION DO WE COLLECT?

In Short: We collect personal information that you provide to us, including messages you submit to our AI support assistant, as well as anonymous Website usage data after your consent.

We collect personal information that you voluntarily provide to us when you express an interest in obtaining information about us or our products and Services, when you use the contact form on our Website, when you interact with our AI support assistant, or when you contact us otherwise.

The personal information that we collect depends on the context of your interactions with us, the choices you make and the products and features you use. The personal information we collect may include the following:

Personal Information Provided by You: We collect email addresses; billing addresses; names; phone numbers; the content of messages you submit to our AI support assistant; and, for logged-in users, the account identifier associated with your active license; and other similar information.

All personal information that you provide to us must be true, complete and accurate, and you must notify us of any changes to such personal information.

Third-party vendors and sub-processors. We work with the following third-party vendors. Details of how each is involved appear in the section indicated.

  • Plausible Analytics (EU-hosted; currently our analytics provider) — privacy-friendly, cookieless website analytics. It records aggregate page-view counts, referral sources and similar non-identifying metrics to help us understand which content is useful. It sets no cookies, does not store IP addresses, and performs no cross-site tracking or device fingerprinting. Because it processes no personal data, no consent is required, and the data is processed within the European Union.
  • Amazon Web Services EMEA SARL (Luxembourg) — hosts the backend of the AI support assistant in the AWS eu-west-1 region (Ireland). See §2.
  • Anthropic PBC (USA) — provides the underlying large-language-model accessed via AWS Bedrock. See §2.

2. AI SUPPORT ASSISTANT

In Short: When you use the chat assistant on our Website, your messages are sent to a large-language model hosted in the EU to generate an answer. We do not store the content of your chat sessions, and your inputs are not used to train any AI model.

When you interact with the AI support assistant (“the Assistant”) on www.quokka3.com, the following applies. This section supplements §§1, 3 and 4.

You are interacting with an AI system. The Assistant is an automated software system, not a human. It can produce inaccurate or incomplete answers. For licensing, commercial or safety-critical questions, please contact us directly via our contact form.

What is processed.

  • The text you type into the Assistant.
  • The messages and answers exchanged within your current chat session (the chat history is sent back with each follow-up message so that the Assistant has context).
  • If you are logged in, your account identifier so that the Assistant can apply the correct answer scope to your licensed features.

What is not stored.

  • Chat sessions are stateless: the conversation exists only in the volatile memory of the backend while it is generating a reply. We do not write your chat transcripts to a database.
  • We do not build user profiles from chat content and we do not link chat content to any other personal data we hold about you.
  • Your inputs and the model outputs are not used to train or improve the underlying large-language model. This is contractually guaranteed by Amazon Web Services under the AWS Bedrock Service Terms.

Operational metrics. We may collect anonymous, aggregated metrics about the operation of the Assistant — for example the number of queries per day, error rates, average response time, and counts of tool calls. These metrics do not contain message content and cannot be used to identify you.

Aggregate topic analytics. Each question submitted to the Assistant may be classified at the time of the request into a broad technical topic category (for example “optics”, “IBC simulation”, “skin model”, “licensing question”) so that we can understand which subjects users most commonly ask about and prioritise improvements to our documentation and knowledge base. Only the topic label and a timestamp are retained. The text of your message is not stored.

Origin of the Assistant’s knowledge. The Assistant draws on a knowledge base curated by the Quokka3 team. It consolidates the official Quokka3 documentation, published scientific literature, and the team’s own accumulated technical expertise from years of supporting Quokka3 users. The knowledge base contains general technical know-how only — no personal data, customer identifiers, company or institution names, or commercial information. The underlying language model is not retrained or fine-tuned on customer data. The knowledge base is a separate text document that the model reads at the time you ask your question.

Sub-processors involved in providing the Assistant.

  • Amazon Web Services EMEA SARL, 38 Avenue John F. Kennedy, L-1855 Luxembourg. AWS hosts the API Gateway and serverless function (“AWS Lambda”) that receive your message, and provides access to the language model via AWS Bedrock, all within the AWS eu-west-1 region (Ireland). Your inputs and the model outputs are processed within the European Union.
  • Anthropic PBC, San Francisco, USA. The Claude language model is developed by Anthropic. We do not call Anthropic’s API directly. The model is accessed through AWS Bedrock, under which AWS — not Anthropic — operates the inference infrastructure and AWS contractually prohibits the use of customer inputs and outputs for model training.

Legal basis (GDPR Article 6).

  • For unauthenticated visitors: our legitimate interest in providing pre-sales support and product information (Art. 6(1)(f)).
  • For logged-in licensed customers: performance of the contract between us (Art. 6(1)(b)).
  • No automated decision-making with legal or similarly significant effects within the meaning of Art. 22 takes place. The Assistant provides information; it does not make decisions about you.

International data transfers. Your chat inputs and the model’s outputs are processed in the European Union (eu-west-1, Ireland). AWS may transfer limited operational and account metadata (not chat content) to its US affiliates under (i) the EU–US Data Privacy Framework adequacy decision and (ii) the EU Standard Contractual Clauses contained in the AWS GDPR Data Processing Addendum.

What you should not enter into the Assistant. Please do not paste:

  • personal data of other people (names, contact details, etc.);
  • confidential commercial terms, pricing, NDAs, or unpublished business information;
  • trade secrets or proprietary cell-recipe / process information that you are not authorised to disclose to a third party.

The Assistant does not need this information to help you. We recommend describing your case in generic technical terms. A reminder of this is shown in the chat interface.

Human review. We may review small, sampled subsets of operational logs for quality-assurance and error-debugging purposes. Where reasonably possible we anonymise these samples first. We do not share chat content with third parties other than the named sub-processors above, and we do not use chat content for marketing.

Further information. A short technical summary intended for enterprise security reviewers is available on our AI usage page.

3. HOW DO WE USE YOUR INFORMATION?

In Short: We process your information for purposes based on legitimate business interests, the fulfillment of our contract with you, compliance with our legal obligations, the operation of the AI support assistant, anonymous Website usage analytics, and/or your consent.

We use personal and anonymous information for a variety of business purposes described below. We process your personal information for these purposes in reliance on our legitimate business interests, in order to enter into or perform a contract with you, with your consent, and/or for compliance with our legal obligations. We indicate the specific processing grounds we rely on next to each purpose listed below.

We use the information we collect or receive:

  • To operate the AI support assistant. We use the content of your chat messages to generate replies, as described in §2.
  • To request feedback. We may use your information to request feedback and to contact you about your use of our App.
  • To manage user accounts. We may use your information for the purposes of managing our account and keeping it in working order.
  • To send administrative information to you. We may use your personal information to send you product, service and new feature information and/or information about changes to our terms, conditions, and policies.
  • To protect our Services. We may use your information as part of our efforts to keep our App safe and secure (for example, for fraud monitoring and prevention).
  • To enforce our terms, conditions and policies for business purposes, to comply with legal and regulatory requirements or in connection with our contract.
  • To respond to legal requests and prevent harm. If we receive a subpoena or other legal request, we may need to inspect the data we hold to determine how to respond.
  • Fulfill and manage your orders. We may use your information to fulfill and manage your orders and payments.
  • To deliver and facilitate delivery of services to the user. We may use your information to provide you with the requested service.
  • To respond to user inquiries/offer support to users. We may use your information to respond to your inquiries and solve any potential issues you might have with the use of our Services.
  • To monitor and analyze usage and trends to improve your experience with the Site.

4. HOW LONG DO WE KEEP YOUR INFORMATION?

In Short: We keep your information for as long as necessary to fulfill the purposes outlined in this privacy notice unless otherwise required by law. AI chat content is not stored beyond your active session.

We will only keep your personal information for as long as it is necessary for the purposes set out in this privacy notice, unless a longer retention period is required or permitted by law (such as tax, accounting or other legal requirements). No purpose in this notice will require us keeping your personal information for longer than 2 years.

Specific retention periods.

  • AI chat content (the messages you submit to the Assistant and the Assistant’s replies): held only in volatile memory for the duration of your active chat session. Not written to persistent storage. Discarded when the session ends.
  • Aggregate, anonymous AI operational metrics (e.g. counts, error rates, response times): up to 12 months.
  • Aggregate, anonymous Website usage statistics (Plausible Analytics): retained only in aggregate, non-identifying form for trend analysis. No cookies are set and no personal data is stored.

When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymize such information, or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.

5. HOW DO WE KEEP YOUR INFORMATION SAFE?

In Short: We aim to protect your personal information through a system of organizational and technical security measures.

We have implemented appropriate technical and organizational security measures designed to protect the security of any personal information we process. Communication with the Website, the App’s cloud Services and the AI support assistant is encrypted in transit using TLS. The AI assistant backend runs on AWS managed services with access restricted to authorised personnel through AWS Identity and Access Management.

However, despite our safeguards and efforts to secure your information, no electronic transmission over the Internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorized third parties will not be able to defeat our security, and improperly collect, access, steal, or modify your information. Although we will do our best to protect your personal information, transmission of personal information to and from our App and the AI support assistant is at your own risk. You should only use the App and the Assistant within a secure environment.

6. DO WE COLLECT INFORMATION FROM MINORS?

In Short: We do not knowingly collect data from or market to children under 16 years of age.

We do not knowingly solicit data from or market to children under 16 years of age. By using the App or the AI support assistant, you represent that you are at least 16 or that you are the parent or guardian of such a minor and consent to such minor dependent’s use of the App. If we learn that personal information from users less than 16 years of age has been collected, we will deactivate the account and take reasonable measures to promptly delete such data from our records. If you become aware of any data we may have collected from children under age 16, please contact us via our contact form.

7. WHAT ARE YOUR PRIVACY RIGHTS?

In Short: In some regions, such as the European Economic Area, you have rights that allow you greater access to and control over your personal information. You may review, change, or terminate your account at any time.

In some regions (like the European Economic Area), you have certain rights under applicable data protection laws. These may include the right (i) to request access and obtain a copy of your personal information, (ii) to request rectification or erasure; (iii) to restrict the processing of your personal information; and (iv) if applicable, to data portability. In certain circumstances, you may also have the right to object to the processing of your personal information. To make such a request, please use the contact details provided below. We will consider and act upon any request in accordance with applicable data protection laws.

If we are relying on your consent to process your personal information, you have the right to withdraw your consent at any time. Please note however that this will not affect the lawfulness of the processing before its withdrawal, nor will it affect the processing of your personal information conducted in reliance on lawful processing grounds other than consent.

If you are a resident in the European Economic Area and you believe we are unlawfully processing your personal information, you also have the right to complain to your local data protection supervisory authority. You can find their contact details here: http://ec.europa.eu/justice/data-protection/bodies/authorities/index_en.htm.

If you are a resident in Switzerland, the contact details for the data protection authorities are available here: https://www.edoeb.admin.ch/edoeb/en/home.html.

Residents of California, USA. We do not sell personal information as defined under the California Consumer Privacy Act / California Privacy Rights Act. California residents have the right to know what personal information we collect, to request deletion of personal information we hold about them, to correct inaccurate personal information, and to opt out of any sale or share of personal information. To exercise any of these rights, please contact us via our contact form; we will respond within 45 days.

8. DO WE MAKE UPDATES TO THIS NOTICE?

In Short: Yes, we will update this notice as necessary to stay compliant with relevant laws, including when our list of AI sub-processors changes.

We may update this privacy notice from time to time. The updated version will be indicated by an updated “Revised” date and the updated version will be effective as soon as it is accessible. If we make material changes to this privacy notice, we may notify you either by prominently posting a notice of such changes or by directly sending you a notification. We encourage you to review this privacy notice frequently to be informed of how we are protecting your information.

Changes to our AI sub-processors. If we add or change a sub-processor used to operate the AI support assistant (see §2), we will reflect the change in the updated sub-processor list on this page. Customers with a written Data Processing Agreement will be notified in accordance with the terms of that agreement.

9. HOW CAN YOU CONTACT US ABOUT THIS NOTICE?

If you have questions or comments about this notice, you may contact us via our contact form, or by post to:

AF Simulations GmbH
Landstr. 33a
79232 March
Germany

A contact email address is provided in our Impressum, as required by law.

10. HOW CAN YOU REVIEW, UPDATE, OR DELETE THE DATA WE COLLECT FROM YOU?

Based on the applicable laws of your country, you may have the right to request access to the personal information we collect from you, change that information, or delete it in some circumstances. To request to review, update, or delete your personal information, please use the contact details provided above. We will respond to your request within 30 days.