Privacy Policy

How Responsible collects, uses, and protects your personal data.

Last updated: 9 October 2026

Who we are

Responsible Engineering LLC is the controller of the personal data described in this policy.

  • Business ID: 3601833-3
  • Postal address: c/o KT Kirjanpito, Pohjoisranta 4, 00170 Helsinki, Finland
  • Data protection requests: legal@responsible.engineering

This policy explains how we collect, use, and protect your personal data when you visit our website, send us an enquiry, or receive an email from us.

Data we collect

We may collect the following information:

  • Contact form submissions: name, email address, subject, and message content when you send us an enquiry.
  • Server logs: IP address, browser type, referring page, and access timestamps for security and operational purposes.
  • Business contacts: details of people in senior roles at other organisations whom we write to, as described in Business contacts we write to.

We do not use tracking cookies, advertising pixels, or third-party analytics services.

Use of your data

We use the data we collect to:

  • Respond to your enquiries
  • Offer our services to people whose role they relate to, and manage the business relationships that follow
  • Maintain the security and performance of our website
  • Comply with legal obligations

Business contacts we write to

We write individual emails to people in senior roles at other organisations, about matters related to their role, to offer a conversation about how their organisation governs its use of artificial intelligence.

  • Data we hold: your name, job title, work email address, the organisation you work for, whether your published role includes purchasing decisions, why your role relates to our email, the source and date of these details, and the messages we exchange.
  • Sources: only material your organisation has published itself, such as its website, annual or governance reports, and press releases. Your work email address is either published by your organisation or follows the format of the addresses it publishes. We do not buy contact lists or use data brokers.
  • Purpose and legal basis: our legitimate interest in offering our services to organisations they are relevant to (GDPR Article 6(1)(f)). We have recorded an assessment of that interest against yours, and you can ask us for it.
  • Contact: one email, and at most one follow-up if you do not reply. We do not send newsletters or bulk mailings.
  • Your right to object: you may object at any time to our use of your details for this purpose, and a reply to any of our emails is enough. We then stop, without needing a reason. We keep only your email address on a list of people we do not contact, so that you are not contacted again. If you also ask us to erase your details, we will ask whether you want that list entry removed as well, since without it you could be contacted again.
  • Your other rights: access, rectification, erasure, and restriction, and the right to complain to the Data Protection Ombudsman in Finland, as described in Your rights and Supervisory authority.

We process your data under the following legal bases (GDPR Article 6):

  • Legitimate interest: server logs for security and operations, and the business contacts we write to
  • Consent: contact form submissions, where you voluntarily provide your information
  • Legal obligation: accounting material we are required to keep

Data retention

  • Contact form data is retained for up to 12 months after your enquiry is resolved.
  • Server logs are retained for up to 90 days.
  • Details recorded for a first email that has not been sent are deleted within one month of being collected.
  • Details of people we wrote to who did not reply are deleted 12 months after our last message.
  • Details of people who replied, and our correspondence with them, are deleted 24 months after the last contact in either direction, unless their organisation becomes a customer or partner.
  • Details of contacts at customers and partners are kept for the duration of the relationship and deleted 24 months after it ends.
  • Accounting material, including invoices and agreements kept as vouchers, is kept as the Finnish Accounting Act (1336/1997), chapter 2, section 10 requires. Financial statements and books of account are kept for 10 years from the end of the financial year. Vouchers and other accounting material are kept for 6 years from the end of the calendar year in which the financial year ended.
  • The list of people we do not contact is kept for as long as we write to business contacts, so that objections continue to be respected, and is reviewed each year.

Your rights

Under the GDPR, you have the right to:

  • Access the personal data we hold about you
  • Request correction of inaccurate data
  • Request deletion of your data
  • Object to or restrict processing
  • Data portability

You may object to our emails to business contacts at any time, without giving a reason.

To exercise these rights, email legal@responsible.engineering.

Data sharing

We do not sell, rent, or share your personal data with third parties, except where required by law or to protect our legitimate interests.

We use the following service providers, which process data on our behalf and under our instructions:

  • Mail provider: hosts our email. Mail is held in the United States or the Netherlands, with backups and logs in the United States. Transfers are covered by the European Commission's standard contractual clauses (controller to processor).
  • Records hosting provider: hosts our internal records of business contacts and correspondence. Data is held in the United States. Transfers rely on the EU-US Data Privacy Framework, under which the provider is certified, with the standard contractual clauses as a fallback.
  • Website hosting provider: hosts this website, its server logs, and contact form submissions.

You can ask us for the names of these providers.

Data security

We implement appropriate technical and organisational measures, including multi-factor authentication on the services that hold your data, to protect your personal data against unauthorised access, alteration, disclosure, or destruction.

Changes to this policy

We may update this privacy policy from time to time. Changes will be posted on this page with an updated revision date.

Contact

For questions about this privacy policy or your personal data, email legal@responsible.engineering or reach out via our contact page.

Supervisory authority

If you believe your data protection rights have been violated, you have the right to lodge a complaint with the Finnish Data Protection Ombudsman (tietosuojavaltuutettu) at tietosuoja.fi.