Last updated January 01, 2026
This Privacy Policy explains how Agenized ApS (“Agenized”, “we”, “us”, or “our”) collects, uses, shares, and protects personal data in connection with our website and our software-as-a-service platform and related services (collectively, the “Service”).
Who We Are
Controller (for website and business account data):
Agenized ApS
Slamrebjergvej 6A, 3730 Nexø, Denmark
VAT: DK46093208
Email: hi@agenized.com
Phone: +45 1111 1111
Data Protection Contact: [INSERT DPO/PRIVACY CONTACT NAME OR “Privacy Team”] at [INSERT PRIVACY EMAIL].
Scope
This policy applies to:
- Visitors to our website and marketing pages.
- Representatives of our business customers (“Customers” or “Merchants”) who create or manage accounts.
- End-users who communicate with a Merchant via channels connected to the Service (for example, website chat or messaging), where we process personal data on behalf of the Merchant.
Our Role, Controller vs Processor
Website and account administration: We act as a controller when we process personal data about website visitors and Customer representatives for account creation, billing, and business communications.
Customer content and end-user conversations: When the Service processes messages, conversation content, and other data submitted by a Merchant or their end-users through connected channels, we typically act as a processor (or similar role) on behalf of the Merchant. The Merchant is the controller for such data and is responsible for providing notices to end-users and establishing a lawful basis for processing.
Details are set out in our Data Processing Agreement (“DPA”): [INSERT DPA URL].
Personal Data We Collect
The personal data we process depends on how you interact with us and which parts of the Service you use. We may process:
- Website usage data: IP address, device identifiers, browser type, pages visited, approximate location, and similar analytics and log data.
- Account and contact data: Name, business email, phone number, job title, company name, and account credentials.
- Billing data: Billing contact details, invoice details, payment status, and transaction identifiers. Payment card data is processed by our payment providers, we do not store full card details.
- Support and communications: Messages sent to us via chat, email, forms, or phone, and related metadata.
- Service configuration data: Settings, rules, prompts, workflows, and connected-channel configuration created by the Merchant.
- Conversation and customer service data (processed on behalf of Merchants): Message content and metadata from end-user conversations, which may include names, contact details, order references, and other information provided by end-users.
- Knowledge sources and content uploaded by Merchants: Documents, URLs, FAQs, and similar content used to configure AI agents, which may include personal data if the Merchant includes it.
How We Use Personal Data
We use personal data for the following purposes:
- To provide, operate, maintain, and secure the Service.
- To create and manage accounts, authenticate users, and enable features.
- To process payments, invoices, taxes, and subscriptions.
- To provide customer support and respond to inquiries.
- To monitor performance, prevent abuse, detect fraud, and ensure platform security.
- To improve the Service, including troubleshooting, analytics, and product development.
- To communicate about updates, service messages, and administrative information.
- To send marketing communications to business contacts where permitted by law, and where required, based on consent, with opt-out options.
- To comply with legal obligations and enforce our terms.
Legal Bases For Processing
Where we act as controller, we rely on the following legal bases under the GDPR (as applicable):
- Contract: To provide the Service and manage subscriptions and accounts.
- Legitimate interests: To secure, improve, and market our Service to business contacts, and to prevent fraud and abuse, where our interests are not overridden by your rights.
- Legal obligation: To comply with accounting, tax, and other legal requirements.
- Consent: Where required, for certain marketing communications and cookies or similar technologies.
Where we act as processor on behalf of a Merchant, the Merchant is responsible for determining and documenting the appropriate legal basis for processing end-user personal data.
AI Processing And Generated Outputs
The Service uses AI models to help generate responses and perform workflows configured by the Merchant. This may involve processing conversation content and related context to produce outputs.
- Merchants control which channels, content, and knowledge sources are connected, and how agents behave.
- Merchants should avoid uploading or processing sensitive personal data unless they have a lawful basis and appropriate safeguards.
- [PLACEHOLDER: DESCRIBE WHETHER YOU USE CUSTOMER DATA TO TRAIN MODELS, FOR EXAMPLE “We do not use Customer Data to train our models” OR THE APPLICABLE STATEMENT]
Sharing Personal Data
We may share personal data with:
- Service providers and subprocessors: Hosting, infrastructure, analytics, customer support tooling, communications providers, and AI model providers where necessary to deliver the Service.
- Payment providers: To process payments and prevent fraud.
- Connected third-party platforms: Where a Merchant connects a channel or integration (for example, messaging platforms), data may be sent to and from those platforms under the Merchant’s configuration.
- Authorities and advisers: Where required by law, or to establish, exercise, or defend legal claims.
- Business transfers: If we are involved in a merger, acquisition, financing, or sale of assets, subject to appropriate safeguards.
Subprocessor List: [INSERT URL TO SUBPROCESSOR LIST OR STATE WHERE IT IS AVAILABLE].
International Data Transfers
We are based in Denmark and may process personal data in the EEA. Some of our providers or connected platforms may process data outside the EEA.
Where personal data is transferred outside the EEA, we use appropriate safeguards such as the European Commission’s Standard Contractual Clauses, adequacy decisions, and other lawful transfer mechanisms as required.
[PLACEHOLDER: CONFIRM HOSTING LOCATIONS, KEY PROVIDER LOCATIONS, AND TRANSFER MECHANISMS]
Data Retention
We retain personal data only as long as necessary for the purposes described in this policy, including:
- Account data: For the duration of the subscription and a limited period after termination, unless longer retention is required by law.
- Billing and tax records: As required by applicable accounting and tax laws.
- Support records: For as long as needed to resolve issues and maintain service history.
- Customer content and conversations (processor data): As instructed by the Merchant and described in the DPA and plan settings.
[PLACEHOLDER: ADD SPECIFIC RETENTION PERIODS, DELETION POLICY, AND EXPORT OPTIONS]
Security
We implement appropriate technical and organizational measures designed to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorized disclosure, or access. Security measures may include access controls, encryption in transit, monitoring, and staff confidentiality obligations.
No system is completely secure. You are responsible for keeping your account credentials confidential and using strong authentication practices.
[PLACEHOLDER: ADD SECURITY SUMMARY, FOR EXAMPLE “SOC2”, “ISO 27001”, OR STATE “No formal certification”]
Cookies And Similar Technologies
We use cookies and similar technologies for functionality, analytics, and, where applicable, marketing.
- Necessary cookies: Required for core site and Service functions.
- Analytics cookies: Help us understand usage and improve the Service.
- Marketing cookies: Used only where permitted and, where required, based on consent.
You can manage cookie preferences via [INSERT COOKIE BANNER / PREFERENCES TOOL NAME] or your browser settings. If required by law, we obtain consent before placing non-essential cookies.
[PLACEHOLDER: ADD COOKIE LIST OR LINK TO COOKIE POLICY]
Your Data Protection Rights
Depending on your location and applicable law, you may have rights including:
- Right of access to your personal data.
- Right to rectification of inaccurate or incomplete data.
- Right to deletion, in certain circumstances.
- Right to restriction of processing, in certain circumstances.
- Right to data portability, where applicable.
- Right to object to processing based on legitimate interests, in certain circumstances.
- Right to withdraw consent at any time, where processing is based on consent.
To exercise your rights, contact us at [INSERT PRIVACY EMAIL]. We may need to verify your identity before responding.
End-User Requests: If you are an end-user communicating with a Merchant, please direct requests to the Merchant as the data controller. We will assist the Merchant as required under our DPA.
Complaints
If you believe our processing of your personal data violates applicable law, you have the right to lodge a complaint with a supervisory authority. In Denmark, this is the Danish Data Protection Agency (Datatilsynet).
We encourage you to contact us first so we can try to resolve your concern.
Children
The Service is intended for business users and is not directed to children. We do not knowingly collect personal data from children. If you believe a child has provided personal data to us, please contact us so we can take appropriate steps.
Changes To This Privacy Policy
We may update this policy from time to time. We will update the “Last Updated” date and, where appropriate, provide additional notice (for example, in the Service or by email).
Contact Us
Agenized ApS
Slamrebjergvej 6A
3730 Nexø
Denmark
Phone: +45 1111 1111
Email: hi@agenized.com
