Privacy and AI

What we process and why

• Website delivery and security: requests include your IP address, browser information and requested resource. Hosting and delivery services process these to serve the wiki and protect it from abuse.
• Optional visitor analytics: if you enable Analytics, we send a visitor identifier, page activity and related request metadata to our service to measure wiki use. Stable hashed identifiers can link visits; they are not fully anonymous.
• VM Assist: your questions, recent conversation context, printer selection, attached images, generated answers, feedback and technical identifiers are processed to answer and troubleshoot requests. Chat logs and response caches are stored separately from your browser history.
• Support and guide feedback: information you submit can include your name, email, company, printer details, problem description, logs and attachments. We use it to investigate and respond. Support correspondence is handled through email, principally Gmail. Configured feedback and logging integrations can also store records in Google services.
• Update subscriptions: we store your email, selected categories and subscription records to send the updates you request. Authorized staff may export subscriber lists for delivery.

For EEA and UK users, optional analytics, external media activation and requested update emails rely on consent. Responding to business contacts, operating the wiki, diagnosing issues and preventing abuse serve our legitimate interests in providing reliable product support. Where necessary to perform a contract with you or take steps you request before a contract, that basis applies instead. Records required by applicable law are processed on that basis. You can read the documentation without sending a chat message, subscribing or providing support information; we need the relevant information to fulfil those requests.

VM Assist is an AI assistant

VM Assist generates responses using documentation and Google Gemini APIs, including text and embedding processing. Attached chat images go to Google for analysis; their descriptions can become part of the text question. Remove credentials, unnecessary personal information and confidential customer designs before sending messages or files.

We use billing-enabled Gemini API projects. Under Google's paid-service terms, prompts and responses are not used to improve Google's products. This is not a promise of zero retention or no human access: Google also processes data for security, abuse prevention and legal requirements. See Google's abuse-monitoring information.

Answers can be incomplete or wrong. Verify instructions against the relevant manual and contact human support before acting on uncertain or safety-critical advice. VM Assist provides documentation assistance; it does not decide your warranty, legal rights or eligibility for service.

VM Assist is intended for adults using professional equipment. Google's supported-region requirements apply to its use. Availability of the documentation does not establish that the AI service is available in every country.

Cookies, browser storage and your choices

Cookie settings cover browser storage as well as cookies. Analytics and YouTube media are off until you allow them. Rejecting optional purposes still allows documentation access and features you deliberately use.

• Necessary and requested functionality: the browser remembers privacy choices, printer selection, chat history and image attachments, subscription details and interface preferences. Admin login uses session storage mechanisms. These are separate from optional analytics.
• Analytics: allowing it creates a separate analytics identifier and permits page-activity reports. Withdrawal stops new reports and removes that browser identifier; it does not erase past server records.
• YouTube: allowing media loads Google-hosted thumbnails and players, disclosing request information to Google. Withdrawal removes these embedded resources. Opening an external YouTube link leaves the wiki and is governed by that service's policies.

You can reopen these settings at any time using the cookie-settings control. Withdrawing consent does not invalidate earlier processing based on consent.

Service providers and international processing

The wiki uses DigitalOcean hosting, Hetzner for VM Assist, Cloudflare R2 for public documentation media, and Google for AI and configured email, feedback and logging services. Authorized support and administrative staff access records for their work. Following an external link shares request information with that destination.

Processing is not confined to the country where you visit the site, or to the VM Assist server. Provider processing and support access may occur outside the EEA or UK, including in the United States. For information about the destinations and transfer safeguards applicable to your data, or to request a copy of applicable safeguards, contact [email protected].

Storage and deletion

Browser preferences remain until changed or cleared. Chat history keeps up to 30 conversations; deleting a chat removes its browser record and requests removal of its attached image copies. Browser storage can also be cleared through your browser settings. Temporary home-page chat handoffs use tab storage, are consumed when opened in Assist, and are rejected if more than five minutes old.

Browser deletion is not server deletion. Our chat logs, analytics history and AI response caches have separate lifecycles; there is currently no verified automatic age-based expiry covering all of them. A local delete or cookie withdrawal must not be treated as a delete-everywhere operation.

Server retention decisions depend on the active support purpose, security investigations, applicable recordkeeping duties and legal claims. Privacy requests must consider logs, caches, email, any exported lists and backup copies separately. We do not promise a fixed deletion date or immediate erasure from every backup through the browser controls.

To stop update emails, use Unsubscribe on Updates in the browser where you subscribed, or email the privacy contact if the saved subscription details are unavailable. Clearing browser data alone does not unsubscribe you. Contact us separately for deletion of other records.

Your privacy requests

Depending on the law that applies, you may request access, correction, deletion, restriction or portability of personal data, object to processing based on legitimate interests, and withdraw consent. These rights have conditions and exceptions. You may complain to your local EEA data-protection authority or the UK Information Commissioner's Office.

Email [email protected] with the request and enough context to locate the record, such as a support email or approximate chat date. Do not send passwords, API keys or identity documents unless a proportionate verification step is specifically agreed. We may need to verify the request; anonymous browser activity cannot always be linked to a person from an email address alone.

Changes to this notice

Changes will be reflected in the date above. Material changes to optional processing may require a new choice. Printer safety and product-use information remains in Legal Information.