Your documents stay yours.
Responsemate is purpose-built for teams handling sensitive security and compliance documentation. Here is how we approach data protection and responsible AI processing.
Danish company · EU-region data hosting
GDPR-Focused
Responsemate is operated by a Danish company and is designed to support GDPR-conscious teams. For customer workspace data, you remain the data controller and we act as the data processor under a Data Processing Agreement.
EU Data Hosting
Customer workspace data is stored in EU-region cloud infrastructure. Where approved sub-processors process data outside the EU or EEA, we use contractual safeguards such as Standard Contractual Clauses.
No AI Training on Your Data
Your documents, questionnaires, and answers are not used to train AI models. Your knowledge base is processed only to generate responses and recommendations for your workspace.
Protected in Storage & Transit
Customer data is protected by cloud storage controls and encrypted connections in transit. Access to production systems is limited to authorised personnel.
Live uptime and incident history: View status page →
How we handle your data
What we store
We store the files you upload to your knowledge base, the questionnaires you import, the AI-generated and human-edited answers your team produces, and account or invoicing information where applicable. We do not store payment card numbers.
How long we keep it
Your data is retained for as long as your account is active or as otherwise agreed in your contract. You can request deletion by contacting mail@responsemate.dk.
Who can access it
Only users in your workspace can access workspace data through the product. Responsemate staff access customer data only when needed for support, operations, or incident response and under confidentiality obligations.
How AI processes your content
When you run a questionnaire, relevant excerpts from your knowledge base may be sent to configured large language model APIs to generate answers. We use AI providers under business/API terms and data processing agreements intended to prevent customer content from being used for model training.
What the AI may change on its own
Nothing. Drafts are drafts until a person approves them, and only approved answers are exported. When the AI assistant is asked to act, it shows a proposal that names what will change; the change happens after you confirm, and most can be undone from the same reply. Everything Responsemate does on its own, such as the nightly knowledge scan, is marked as system activity in the history.
AI compliance and provider control
Responsemate is built for regulated teams that need control over how AI is configured, reviewed, and documented. Our approach is LLM provider agnostic and designed to support responsible, AI Act compliant workflows.
Not tied to one AI provider
Responsemate runs on the language model provider you pick, so your workspace is not locked to one vendor. Every AI call is logged for your admins: what was asked, what came back, which model, and how long it took.
Bring your own AI keys
An admin can connect your own API keys for OpenAI, Anthropic, Azure OpenAI, Google, Mistral or Amazon Bedrock. Keys are stored encrypted, the usage runs on your account and under your contract with the provider, and a different model can be chosen for drafting, chat, reading imports and upkeep.
Designed for AI Act compliant use
Responsemate helps teams keep humans in the loop, review AI-generated answers before use, and maintain source-based context for generated responses. These controls are designed to support internal AI governance and EU AI Act compliance obligations.
Transparent, reviewable outputs
AI output is treated as a draft for expert review, not an automatic final answer. Teams can edit, approve, and reuse responses with the relevant knowledge base context visible during the workflow.
Sub-processors
We use third-party sub-processors to deliver the service. Customer content is handled under provider terms and agreements intended to limit use to providing the contracted service.
| Category | Purpose | Data location | Notes |
|---|---|---|---|
| Cloud infrastructure | Application hosting, database, file storage, and document text extraction | EU | All core infrastructure runs in EU-region data centers. Customer documents and extracted text stay within the EU. |
| AI providers | AI language models and embeddings for answer generation, search, and recommendations | EU / USA | DPA and business/API terms in place; customer content is not used for model training. Workspaces can use their own API key with their chosen provider instead of Responsemate's, keeping that usage under the customer's own account and terms. |