How we process personal data

Dialogbot (CVR no. 25632710), Abildgade 18, 8200 Aarhus, Danmark. Write to info@dialogbot.dk about anything concerning your information.

We process name, email and password (stored encrypted) for users, the business's details (name, CVR, address, phone, opening hours, services and prices) and the knowledge you add for the assistant. We log important actions, e.g. approvals and changes of roles, for security reasons.

The purpose is to deliver the service and invoice for it. The legal basis is our agreement with you (Article 6(1)(b) of the General Data Protection Regulation) and our legitimate interest in security and operations (point (f)).

Payment cards are handled by Stripe. We only see the card type, the last four digits and the expiry date. Invoices are kept for 5 years under the Danish Bookkeeping Act.

When the assistant talks to your customers on the phone or on the website, we process phone number, name, the content of the message, a transcript of the conversation, bookings and the enquiries that arise. We do this as data processor on behalf of the business the customer has contacted – the business is the data controller. See the terms.

Calls can be transcribed to text. The assistant states at the start of the conversation that it is an AI.

If you are an ambassador, we process your name, email, phone, date of birth, your greeting, the customers you have referred (company name and status only), your bonus and your payouts.

Without a CVR number we also process your CPR number and your bank account number. The CPR number is only used to report your bonus as B-income to the Danish Tax Agency (Skattestyrelsen), which we are obliged to do; the account number only for payouts. Both are stored encrypted and can only be seen by Dialogbot's administrators, and every viewing is logged. If you are under 18, we also process your parent's name, email and approval.

The legal basis is our agreement with you (Article 6(1)(b)) and our legal obligation to report (point (c) and section 11 of the Danish Data Protection Act on CPR numbers). The information is kept for as long as you are an ambassador, and then for 5 years for bookkeeping and tax purposes.

Waiting list: email, chosen industry and interests, and the time of consent – only to notify you when we open. Kept for at most 24 months.

"Call me now": phone number, name, company, time and text of your consent, and a transcript of the conversation, so we can call you and follow up. If you say no thanks during the call, the number is put on our block list. The legal basis is your consent, which you can always withdraw.

We set necessary cookies without asking: to keep you logged in, remember your chosen workspace, the password for the front page and – if you came via an ambassador's link – which ambassador recommended us (90 days). We measure visitor numbers in two ways: Vercel Web Analytics, which neither uses cookies nor stores anything about you, and Google Analytics, which sets a statistics cookie and only runs if you have said yes in the banner – you can change your choice under "Cookie settings" at the bottom of the page. We do not use advertising cookies.

We use these suppliers, which process data on our behalf under data processing agreements:

• Supabase – database (EU, Ireland)
• Render – server (EU, Frankfurt)
• Vercel – website and app
• Resend – sending emails (EU, Ireland)
• Stripe – payment
• Anthropic – AI model that formulates the answers
• Vapi and Twilio – telephony
• Deepgram and ElevenLabs – speech to text and text to speech

Some of them may process data in the USA. Transfers take place on the basis of the EU-U.S. Data Privacy Framework or the European Commission's standard contractual clauses.

You have the right of access, rectification, erasure, restriction, data portability and to object – and to withdraw a consent. Write to info@dialogbot.dk. If it concerns a conversation with one of our customers, we help that business respond to you. You can complain to Datatilsynet, the Danish Data Protection Agency (datatilsynet.dk).