About the answers on this page
Every answer above is the one we give on a first call, and the security page has the detail behind the hosting, provider and sub-processor answers. If your question is not here, ask it; we answer within one business day, and if it is a good question it ends up on this page.
Questions people ask
Where is our data hosted?
In the EU. The application and its databases run in EU data centres, files are stored in an EU region, and the AI providers are called with EU data residency where the provider offers it. The sub-processor list on the security page names each one.
Which AI models does Responsemate use?
Your choice. The default provider is OpenAI's models through their API with no training on your data; you can switch to Azure OpenAI, Anthropic, Google, Mistral or Amazon Bedrock, choose a model per task, and bring your own API key so the calls run on your account. The embedding model behind search and knowledge matching is your choice too, and a switch re-embeds your knowledge once while search keeps working.
Does our data train the AI?
No. The providers are used under API terms that exclude training on customer content, and Responsemate itself trains nothing. Your documents are used to answer your questionnaires and nothing else.
What happens when an answer is wrong?
It is a draft until someone approves it, and every draft shows the sources it was built from and a confidence score with the reasons. A weak draft is marked as such. Your team edits or replaces it, and the approved version goes back into the knowledge base so the next questionnaire starts from the corrected answer.
How long does an import take?
A typical questionnaire of a few hundred questions is read and drafted in minutes. The file is parsed, the question and answer columns are found on every sheet, and drafting runs in the background while you watch the questions appear.
Which file formats can we import?
Excel and Word files as customers send them, PDFs, and pasted text. A questionnaire can also be written by hand inside the product. The export returns the customer's own Excel or Word file with the answer column filled.
Can several people work on the same questionnaire?
Yes. Questions are assigned to colleagues, everyone sees who is editing what, cells lock softly while someone types, and the activity history records who changed what and when.
How do we get our existing answers in?
Import a spreadsheet of Q&A entries with a preview first, upload policies and documents, add the pages of your website or your trust center as links, and import completed questionnaires. A nightly cleanup then finds duplicates and contradictions.
Does it work with SharePoint?
Yes. Connect a SharePoint site, pick the libraries, and the files you choose are imported and kept in sync when they change in SharePoint. Sign in with Microsoft is supported for the team.
Is there a trial?
There is a demo on one of your own questionnaires, which is a better test than a trial with sample data. Book one and bring a questionnaire you have already answered by hand, so you can compare.
Who owns the answers and documents in Responsemate?
You do. Everything you upload and every answer you approve is yours, exportable at any time, and deleted when you leave.
Can we answer questionnaires in other languages?
Yes. The AI drafts in the language of the questionnaire, from a knowledge base that can hold sources in several languages. The product's own screens, menus and help are in English; this website is also available in Danish, Swedish, Norwegian, German, Dutch, Spanish and French.