Legal

Privacy Policy

We believe you deserve to know exactly what data we collect, how we use it, and how we protect it.

Last updated: 8 September 2026. Changes in this revision: the cookies section now describes the analytics services we use and the consent banner.

This Privacy Policy describes how Responsemate ApS ("Responsemate", "we", "us", or "our") collects, uses, and protects information about you when you use our website at responsemate.dk and our compliance questionnaire automation platform (collectively, the "Service").

Responsemate ApS is a Danish company (CVR: 45884422) and acts as the data controller for personal data collected through our website and marketing activities. For data you upload as a customer of our platform, Responsemate acts as the data processor on your behalf, and you remain the data controller.

1. Data we collect

When you visit our website

  • Basic server logs (IP address, browser type, pages visited, timestamps), retained for up to 90 days for security and analytics purposes.
  • Contact form submissions (name, email address, message content), retained until your request is resolved.

When you use our platform as a customer

  • Account data: Name, email address, company name, and invoicing information where applicable.
  • Knowledge base content: Documents, certificates, and policies you upload to build your workspace knowledge base.
  • Questionnaire data: Questionnaire files you import and the answers generated or edited within the platform.
  • Usage data: Logs of actions taken within the platform (feature usage, errors) used for product improvement and support.

2. How we use your data

  • To provide and operate the Service
  • To respond to your inquiries and provide customer support
  • To send transactional emails (account confirmations, billing notifications)
  • To improve the reliability and performance of the platform
  • To comply with legal obligations

We do not use your data for advertising. We do not sell your data. We do not use customer-uploaded content to train AI models.

3. Legal basis for processing (GDPR)

  • Contract: Processing necessary to deliver the Service you have subscribed to.
  • Legitimate interest: Server logging for security and abuse prevention; improving our product based on aggregated usage data.
  • Consent: Marketing communications, where applicable.
  • Legal obligation: Retaining billing records as required by Danish accounting law.

4. Data retention

Customer account data and platform content is retained for the duration of your active subscription or as otherwise agreed in your contract. You may request deletion by contacting mail@responsemate.dk.

Billing records are retained for 5 years as required by Danish bookkeeping legislation.

5. Who we share data with

We share data only with the sub-processors listed on our Security & Trust page. We do not share personal data with third parties for marketing or any other purpose beyond delivering the Service.

We may disclose data if required to do so by Danish or EU law, or in response to a valid court order.

6. International transfers

Customer workspace data is stored in EU-region infrastructure where configured. Where approved sub-processors are located outside the EU, such as configured AI model providers, we use safeguards such as Standard Contractual Clauses and contractual restrictions on model training.

7. Your rights under GDPR

If you are located in the EU or EEA, you have the following rights:

  • Access: Request a copy of the personal data we hold about you.
  • Rectification: Request correction of inaccurate data.
  • Erasure: Request deletion of your data ("right to be forgotten").
  • Restriction: Request that we limit the processing of your data.
  • Portability: Request your data in a machine-readable format.
  • Objection: Object to processing based on legitimate interest.
  • Withdraw consent: Where processing is based on consent, withdraw it at any time.

To exercise any of these rights, contact mail@responsemate.dk. We will respond within 30 days. You also have the right to lodge a complaint with the Danish Data Protection Authority (Datatilsynet) at datatilsynet.dk.

8. Cookies

Our website works without cookies. We would like to use two analytics services to see which pages get read, and they are only loaded after you allow them in the banner at the bottom of the page. Your choice is stored in your browser, and you can change it at any time under "Cookie settings" in the footer.

  • Google Analytics (Google Ireland Ltd.): page views and how visitors move through the site, with IP addresses shortened. Sets cookies beginning with _ga. Data may be processed by Google in the USA under Standard Contractual Clauses.
  • Leadfeeder (Liidio Oy, Finland): identifies the company a visit comes from, based on the IP address, so we know which organisations are looking at the site. It does not identify individual people. Sets a cookie beginning with _lfa.

If you do not allow them, nothing from either service is loaded. Our platform uses session cookies for authentication; those are required for it to work.

9. Changes to this policy

We may update this policy from time to time. We will notify customers of material changes by email at least 14 days before they take effect. The "last updated" date at the top of this page reflects the most recent revision.

10. Contact

For privacy-related questions or to exercise your rights: