RecensioAI – review management software
    Privacy · RecensioAI B.V.

    Privacy Label

    Last updated: September 6, 2026Official documentKvK 42028360 · BTW NL869375556B01
    This is the short version of our privacy policy: every kind of data we collect, why, who receives it and how long it stays. One page, no legal maze.
    We do not sell your data and we do not share it with data brokers.
    We do not use your content, reviews or customer data to train AI models.
    Analytics and ad measurement only start after your consent.
    All data is stored in the European Union, encrypted in transit and at rest.
    You can export or request deletion of your data at any time.

    Anything marked "Consent required" only starts after you make a choice in the cookie banner. If you ignore the banner, it stays off. .

    1. Account and billing

    The minimum needed to open an account, invoice you and be able to help you.

    Identity

    Necessary
    Example:
    First and last name, business name, role
    Why:
    Create your account, address you personally, provide support
    Legal basis:
    Performance of the contract
    Who receives it:
    Our hosting and database provider
    Retention:
    As long as the account exists, then 7 years if it appears on an invoice
    Advertising: NoAI training: No

    Contact details

    Necessary
    Example:
    Email address, phone number, business address
    Why:
    Sign-in, service emails, support by phone or email
    Legal basis:
    Performance of the contract
    Who receives it:
    Email delivery and, for phone support, our telephony provider
    Retention:
    As long as the account exists
    Advertising: NoAI training: No

    Billing data

    Necessary
    Example:
    VAT number, company registration number, billing address, plan, payment status
    Why:
    Issue invoices, apply VAT correctly, bookkeeping
    Legal basis:
    Legal obligation and contract
    Who receives it:
    Our payment provider, accounting and invoicing software
    Retention:
    7 years (statutory tax retention)
    Advertising: NoAI training: No

    Card details

    Necessary
    Example:
    Card number, CVC, expiry date
    Why:
    We never see this data. Payments run entirely at our payment provider.
    Legal basis:
    Not applicable, we do not process this
    Who receives it:
    Only the payment provider, never our systems
    Retention:
    We store nothing
    Advertising: NoAI training: No

    2. Your business data

    The content the platform works with. It stays yours and we sell none of it.

    Locations and profiles

    Necessary
    Example:
    Location name, address, opening hours, category, Google profile ID
    Why:
    Fetch reviews, show performance, update profiles
    Legal basis:
    Performance of the contract
    Who receives it:
    Google, only for the profiles you connected
    Retention:
    As long as the account exists, then 30 days in backups
    Advertising: NoAI training: No

    Reviews and replies

    Necessary
    Example:
    Star rating, review text, reviewer name as published by Google, your reply
    Why:
    Manage reviews, suggest replies, show sentiment and trends
    Legal basis:
    Performance of the contract
    Who receives it:
    The review platform and our AI provider when drafting a reply
    Retention:
    As long as the account exists
    Advertising: NoAI training: No

    Uploaded files

    Necessary
    Example:
    Logo, photos, images for the website module, kiosk and Wi-Fi material
    Why:
    Display in your dashboard, widgets, emails and pages
    Legal basis:
    Performance of the contract
    Who receives it:
    Our storage and image provider
    Retention:
    Until you delete them, then 30 days in backups
    Advertising: NoAI training: No

    Internal notes and settings

    Necessary
    Example:
    Notes on a review, language preference, tone of voice, reminder schedule
    Why:
    Make the platform work the way you set it up
    Legal basis:
    Performance of the contract
    Who receives it:
    Nobody outside our own infrastructure
    Retention:
    As long as the account exists
    Advertising: NoAI training: No

    3. Your customers' data that you upload

    Here you are the controller and we are the processor. We use this data only to carry out your instruction and never for ourselves.

    Contact lists

    Necessary
    Example:
    Name, email address, phone number, visit date
    Why:
    Send the review requests and reminders you instruct
    Legal basis:
    Processing on your instruction, under our data processing agreement
    Who receives it:
    Our email and SMS delivery partners
    Retention:
    Until you delete them or close the account
    Advertising: NoAI training: No

    Consent and delivery records

    Necessary
    Example:
    Timestamp, IP address, user ID, attestation text, opt-outs, delivery status
    Why:
    Prove sends were permitted and honour opt-outs
    Legal basis:
    Legal obligation and legitimate interest
    Who receives it:
    Only at the request of a regulator or carrier
    Retention:
    At least 4 years
    Advertising: NoAI training: No

    Private guest feedback

    Necessary
    Example:
    Score, free text, optionally name or email address
    Why:
    Pass feedback to you so you can follow up
    Legal basis:
    Processing on your instruction
    Who receives it:
    Nobody outside our own infrastructure
    Retention:
    As long as the account exists
    Advertising: NoAI training: No

    4. Usage, device and security

    First-party data we need to keep the platform secure and to see where it breaks. This data does not go to ad networks.

    Sign-in and session data

    Necessary
    Example:
    Sign-in times, session token, device type, two-step verification
    Why:
    Keep you signed in, prevent abuse and account takeover
    Legal basis:
    Performance of the contract and legitimate interest
    Who receives it:
    Our authentication provider
    Retention:
    Up to 12 months
    Advertising: NoAI training: No

    IP address and log files

    Necessary
    Example:
    IP address, browser, operating system, page requested, timestamp
    Why:
    Security, abuse detection, enforcing limits, resolving outages
    Legal basis:
    Legitimate interest
    Who receives it:
    Our hosting and security provider
    Retention:
    Maximum 12 months
    Advertising: NoAI training: No

    Error reports

    Necessary
    Example:
    Error message, page, browser version, technical stack trace
    Why:
    Find and fix bugs
    Legal basis:
    Legitimate interest
    Who receives it:
    Our error monitoring
    Retention:
    90 days
    Advertising: NoAI training: No

    First-party product statistics

    Necessary
    Example:
    Anonymous visitor ID, steps completed in the signup flow, features used
    Why:
    See where the product or the signup breaks, in aggregate
    Legal basis:
    Legitimate interest, first-party, no advertising use
    Who receives it:
    Nobody, this stays in our own database
    Retention:
    14 months, then totals only
    Advertising: NoAI training: No

    5. Marketing and measurement

    These tools only start after you make a choice in the cookie banner. If you decline or ignore the banner, they stay off.

    Google Analytics 4

    Consent required
    Example:
    Pages viewed, clicks, referring source, approximate country, anonymous ID
    Why:
    See which pages work
    Legal basis:
    Consent (analytics)
    Who receives it:
    Google
    Retention:
    14 months
    Advertising: NoAI training: No

    Google Ads

    Consent required
    Example:
    Ad click, conversion such as a trial signup, campaign ID
    Why:
    Measure which ads bring customers
    Legal basis:
    Consent (marketing)
    Who receives it:
    Google
    Retention:
    Up to 13 months
    Advertising: YesAI training: No

    Meta Pixel

    Consent required
    Example:
    Page visit, signup, anonymous browser ID
    Why:
    Measure and target advertising on Facebook and Instagram
    Legal basis:
    Consent (marketing)
    Who receives it:
    Meta
    Retention:
    Up to 13 months
    Advertising: YesAI training: No

    Newsletter

    Consent required
    Example:
    Email address, language, signup source, opens and clicks
    Why:
    Send the newsletter you signed up for
    Legal basis:
    Consent, with an unsubscribe link in every email
    Who receives it:
    Our newsletter provider
    Retention:
    Until you unsubscribe
    Advertising: NoAI training: No

    Consent log

    Necessary
    Example:
    Your choice, timestamp, policy version, language, page
    Why:
    Be able to prove we respected your choice
    Legal basis:
    Legal obligation
    Who receives it:
    Nobody
    Retention:
    Up to 5 years
    Advertising: NoAI training: No

    6. AI features

    What goes to an AI model when you have a reply, post or summary drafted.

    Text in an AI request

    Necessary
    Example:
    The review text, your business name and tone of voice, your own instruction
    Why:
    Draft a reply, post or summary
    Legal basis:
    Performance of the contract
    Who receives it:
    Our AI provider, solely to carry out your request
    Retention:
    Not retained by the model, the draft sits in your account
    Advertising: NoAI training: No

    AI usage metering

    Necessary
    Example:
    Number of requests, model, token count, timestamp
    Why:
    Track limits and cost per account
    Legal basis:
    Performance of the contract
    Who receives it:
    Nobody
    Retention:
    24 months
    Advertising: NoAI training: No

    7. What we never collect

    Card numbers or bank details, those stay at the payment provider
    Special category data: health, religion, political opinion, ethnicity, sexual orientation
    Biometrics, face recognition or fingerprints
    Precise GPS location
    Children's data, the platform is strictly for businesses
    Keystrokes, screen recordings or session replays

    8. Do we sell your data?

    No. We do not sell personal data and we do not share it with data brokers. Under US state privacy laws such as those of California, Virginia, Colorado, Connecticut and Texas: we do not "sell" personal information and we do not carry out "targeted advertising" based on data from your account. Ad measurement happens only on our public website and only with your consent.

    9. Your rights

    • Access the data we hold about you.
    • Correction of incorrect data.
    • Deletion of your account and data.
    • Export of your data in a readable file.
    • Objection to processing based on legitimate interest.
    • Withdrawal of your cookie consent, at any time.
    • Not being discriminated against for exercising a right.

    You submit a request via support@recensioai.com or via the data deletion page. We respond within 30 days.

    10. The full documents

    This label is a summary and is meant to be readable. The full legal text is in the privacy policy, the cookie policy and the data processing agreement. In case of a difference, the full text prevails.

    Questions about this document?

    Our privacy & compliance team replies within 2 business days.

    support@recensioai.com

    Other legal documents

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    Terms & Conditions

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    Cookie Policy

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    Data Processing Agreement

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    Copyright & Takedown

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