Legal

Privacy policy

Last updated: September 2026 · Digital Genics · Digital Genics

This is a template for information and does not constitute legal advice. Have it reviewed and completed by a lawyer and fill in the exact company details (entity, address, VAT) before publishing. Under Belgian and EU law, liability cannot be fully excluded.

HeyOtto helps companies organise their email and prepare draft replies. We attach great importance to your privacy. This statement explains which personal data we process, why, and what rights you have under the General Data Protection Regulation (GDPR).

Who we are Which data Purposes Legal bases Subprocessors Retention periods Your rights Website & analytics

1. Who we are

Digital Genics is the trade name of a Belgian self-employed sole trader. Bogaertstraat 13, 9910 Ursel, België, ondernemingsnummer BE0505.778.388. For privacy questions: privacy@heyotto.eu.

For the data you share via our marketing website, we act as controller. For the data processed within the application (your mailbox content), we act as processor on behalf of your employer/organisation; a data processing agreement applies to this.

2. What data we process

Account data: name, email address, organisation, role, encrypted password.
Mailbox content (in the app): messages, senders, drafts and tasks — solely to provide the service. HeyOtto requests read and draft permissions, never send permissions.
Usage and log data: technical logs, error messages and security events.
Billing data: subscription, invoices (payment is processed via our payment partner; we do not store card details).
Website data: see Website & analytics and the cookie policy.

3. What we use them for

Providing the service: categorising email and preparing drafts.
Managing your account and organisation, providing support and billing.
Securing the service, detecting errors and preventing abuse.
Improving AI quality — only if your organisation explicitly chooses to do so (opt-in, off by default; see the DPA).

4. Legal bases

We process data based on: the performance of a contract (providing the service), our legitimate interest (security, improvement), compliance with legal obligations (accounting) and your consent (analytics cookies on the website, training opt-in).

5. Sub-processors

We engage carefully selected sub-processors. The current list is available in the data processing agreement and includes, among others, our AI provider (Anthropic), the email providers you connect with (Microsoft, Google) and our hosting partner within the EU. Our AI provider does not use your data to train models.

6. Retention periods

Account data: for as long as your organisation has an active account.
Mailbox content: processed to provide the service; cached content is retained for a limited time and then deleted.
Invoices: as legally required (typically 7 years in Belgium).
Logs: a limited period for security and error resolution.

7. Your rights

You have the right to access, rectification, erasure, restriction, portability and objection. You can withdraw your consent at any time. Requests can be addressed to privacy@heyotto.eu. You also have the right to lodge a complaint with the Data Protection Authority (gegevensbeschermingsautoriteit.be).

8. Website & analytics

On our marketing website, we only use analytical cookies (Google Analytics) after you give your consent via the cookie banner. Without consent, no analytical cookies are placed and no data is shared with Google. Within the application itself, we do not use Google Analytics. More in our cookie policy.

Questions about this text or your data? Email privacy@heyotto.eu. HeyOtto is a product of Digital Genics.