Privacy policy

Last updated: 11 November 2026

Respondgentic is an AI assistant that answers messages on a business's WhatsApp number and lets the business's team follow and take over conversations in a web inbox. This policy explains what personal data we handle, why, who helps us, and what rights you have.

1. Who we are

Respondgentic is provided by Syrwegian Kanout, a sole proprietorship registered in Norway with organisation number 926 608 126 ("we", "us").

Contact for privacy questions: privacy@respondgentic.com

2. Two roles: controller and processor

We are the controller for data about the businesses that use Respondgentic and their staff: account sign-in, team members and invitations, and billing. We decide how this data is used.

We are a processor for data about the people who message a business that uses Respondgentic (that business's customers). The business is the controller: it decides what its assistant answers and what happens to the conversations. We handle this data only on the business's instructions, under a data processing agreement with that business. If you messaged a business on WhatsApp, contact that business first about your data; we will help them answer you.

3. Data about people who message a business

When you send a message to a business that uses Respondgentic, we receive it from WhatsApp (Meta) and handle:

• Contact details: your WhatsApp phone number and the profile name you set in WhatsApp.
• Messages: the text of the messages you send and the replies sent to you, by the assistant or by the business's staff, with times. For voice notes, images and other files we store only their type (for example "[image]"); we do not download or keep the file itself.
• Marketing choice: whether you agreed to receive marketing messages from that business, when and how (for example by sending START), and when you stopped (for example by sending STOPP).
• Bookings: if the business takes bookings through the assistant, the name, time and note of your booking.

National ID numbers are removed. If a message contains a Norwegian national identity number (fødselsnummer, D number or H number), it is replaced with "[ID number removed]" before the message is stored, logged or sent to the AI. Forms that need an ID number stay on the business's own website.

Purpose: to answer you on the business's behalf, to let the business's staff see and continue the conversation, to alert the business when a message needs a person (for example a complaint, a request to talk to someone, or a booking), and to respect your marketing choice.

How the AI is used: the assistant writes answers with an AI model, based on the business's own information (its FAQ, documents, web pages and, on some plans, read-only data from its own systems) and the recent messages in your conversation. It does not make decisions with legal or similarly significant effects about you. You can ask to talk to a person at any time; the assistant then stops and the business's staff take over.

Alerts: when a message needs attention, the business receives a WhatsApp alert on its own phone. The alert includes your name or number, the reason, and a short quote (up to 160 characters) of your latest message.

Marketing messages: a business can send you marketing messages through Respondgentic only if you agreed. Send STOPP at any time to stop them; send START to agree again.

4. Data about businesses and their staff

• Account and team: name, email address, role, sign-in data, and invitations to join a team.
• Billing: company name, billing contact and subscription details. Card payments are handled by Stripe; we do not see or store card numbers.
• Settings and content: the business's knowledge base, uploaded documents, web pages it asks us to read, alert phone number and other settings.
• Usage: number of AI replies, messages and conversations, for plan limits and statistics.

Purpose and legal basis: to provide the service under our contract with the business (GDPR Art. 6(1)(b)), to keep accounting records as Norwegian law requires (Art. 6(1)(c)), and to keep the service secure and working (our legitimate interest, Art. 6(1)(f)).

5. Who helps us (sub-processors)

We use these providers to run Respondgentic. Each may only use the data to provide its service to us.

We update this list before we start using a new provider.

When a provider handles data outside the EU/EEA, the transfer is covered by the EU Standard Contractual Clauses in that provider's data processing terms, or by the EU–US Data Privacy Framework where the provider is certified.

We do not sell personal data, and we do not use it for advertising.

6. How long we keep data

• Conversations and contacts: 12 months after the last message, or until the business deletes them or ends its subscription, whichever comes first.
• Accounts and team data: while the account is active, and 90 days after it ends.
• Accounting records: 5 years, as required by the Norwegian Bookkeeping Act (bokføringsloven).
• Technical logs: used only to find and fix errors. They never contain national ID numbers.

7. Cookies and browser storage

This website sets no cookies. The dashboard uses only what it needs to work: a sign-in session cookie, and browser storage that remembers your chosen language and which business you last opened. We use no advertising or tracking cookies.

8. Security

Data is stored in the EU (Frankfurt). Each business's data is separated at database level, so one business cannot see another's data. Connections are encrypted, and WhatsApp access tokens are stored encrypted.

9. Your rights

Under the GDPR you can ask for access to your data, correction, deletion, restriction and a copy in a portable format, and you can object to processing based on our legitimate interest. Where processing is based on consent, you can withdraw it at any time.

• If you messaged a business: contact that business; it is the controller. You can also write to us and we will pass your request on and help.
• If you are a customer of Respondgentic: write to privacy@respondgentic.com.

You can complain to the Norwegian Data Protection Authority (Datatilsynet, datatilsynet.no), or to the authority in your own EU/EEA country.

10. How to delete your data

See Delete your data for the steps.

11. Changes

We will update this page when our handling of data changes and show the date at the top. Businesses using Respondgentic will be told by email about important changes.