Last updated: September 8, 2026. This statement covers autorespondhub.com and the Autorespond Hub platform, operated by Platform Essentials.

Two different roles

This matters, so it comes first.

On this website, and for your own account with us, we are the controller. We decide what we collect and why, and this statement explains it.

Inside your own environment, you are the controller and we are the processor. The contacts, orders and content in your platform are yours. We only process them to run the service for you, on your instructions, under a data processing agreement.

What we collect, and why

When you fill in a form

Your name, email address, and whatever else you chose to tell us: your company, website, which package interests you, which parts of the platform you expect to use, and what you told us about your business. We use it to prepare your trial environment, to answer you, and to send you the follow-up emails that go with a trial. Legal basis: performing an agreement at your request, and our legitimate interest in following up on a request you made.

When you become a customer

Contact and billing details, your subscription, invoices and payments, and support correspondence. We use it to deliver the service, to invoice, and to help you. Legal basis: performing the agreement, and a legal obligation for the financial records.

When you visit this website

Technical data such as your IP address, browser and the pages you looked at. Analytics only run if you agreed to them in the cookie banner. Legal basis: consent for analytics and marketing, legitimate interest for what is strictly needed to keep the site working and secure.

When you email us or open a ticket

Whatever is in your message, and our answer. We keep support history so the next person who helps you does not start from zero.

How long we keep it

• Trial sign-ups that do not become customers: two years, then deleted.
• Customer records: for the duration of the agreement, and seven years for financial records because Dutch tax law requires it.
• Support correspondence: three years after the ticket is closed.
• Your platform environment after you leave: thirty days, then deleted, unless you ask us to delete it sooner.
• Website logs: no longer than needed for security and troubleshooting.

Who else processes it

We use a small number of suppliers to run the service. Each of them has a data processing agreement with us, and each processes only what they need:

• Our hosting provider, for the servers. Data centres in Germany and Finland.
• Our email delivery providers, to send email on your behalf and ours.
• Our payment providers, to take payment.
• Our accounting software, for invoicing.

A current list of subprocessors comes with the data processing agreement, which you can request through our contact page. We tell customers before we add or replace one.

Where your data is

Your platform environment and its backups are hosted in the European Union. Where a supplier processes data outside the EU, that transfer is covered by an adequacy decision or by standard contractual clauses.

If you connect an AI assistant

Autorespond Hub lets you connect your own AI assistant to your own environment over MCP. If you do that, you are sending personal data from your environment to your AI supplier, and that supplier becomes a processor for you, not for us.

That means you need a business plan with a data processing agreement, you should have training on your data switched off, and you should add the supplier to your own processing register and privacy statement. We help you set the connection up with the narrowest permissions that still do the job. Our guidance is on the AI page.

Security

Encrypted connections, a firewall in front of every site, brute force protection, hourly backups kept off the server, access on a need-to-know basis within our team, and monitoring around the clock. If a data breach affects you, we tell you within 48 hours of discovering it, so you can meet your own 72-hour obligation.

Your rights

You can ask us for a copy of the personal data we hold about you, to correct it, to delete it, to limit what we do with it, to object to processing based on legitimate interest, and to receive it in a portable format. Where processing is based on consent, you can withdraw that consent at any time.

Email support@autorespond.nl and we will respond within a month. If you are not happy with how we handled it, you can complain to the Dutch data protection authority, the Autoriteit Persoonsgegevens.

Cookies

Which cookies this site uses and how to change your choice is in our cookie policy.

Contact

Privacy questions: support@autorespond.nl. Company details are on our contact page.