PitchWhip

Legal

Digital Services Act

Effective 1 October 2026

How to contact us under the EU Digital Services Act, how to report illegal content stored in PitchWhip, and what we do when you do.

1. Who we are and what this page covers

PitchWhip Ltd is a company registered in England and Wales, company number 17389184. We make PitchWhip: a Chrome extension, a customer portal and the cloud service behind them, for business-to-business sales teams. We have no establishment in the EU.

The EU Digital Services Act (Regulation (EU) 2022/2065, “the DSA”) sets rules for online services offered to people in the EU. One kind is a hosting service, which stores information for its users (Article 3(g)(iii)). Parts of PitchWhip do that. They store notes, call logs, contact lists, sequences and campaign emails for our users. They also store images for campaign emails, which are served at a public web address. So we follow the DSA’s rules for hosting services.

The rules on what may be stored in PitchWhip are in our Terms. This page gives our contact points and explains how reports work.

2. Contact point for authorities (Article 11)

“Providers of intermediary services shall designate a single point of contact to enable them to communicate directly, by electronic means, with Member States’ authorities, the Commission and the Board …” (DSA Article 11(1))

Member States’ authorities, the European Commission and the European Board for Digital Services can contact us directly here:

  • Email: hello@pitchwhip.com. Please put “DSA” in the subject line, so your message is dealt with first.
  • Languages: English. English is an official language of Ireland, where our legal representative is established (Article 11(3)).
  • Who answers: a person at PitchWhip reads every message. We act on orders and requests from authorities without undue delay.

3. Contact point for users (Article 12)

“… a single point of contact to enable recipients of the service to communicate directly and rapidly with them, by electronic means and in a user-friendly manner … which shall not solely rely on automated tools.” (DSA Article 12(1))

If you use PitchWhip, or something stored in it affects you, you can reach us whichever way suits you:

A person reads and answers every email sent to hello@pitchwhip.com. We don’t use a chatbot, and we don’t send automated replies to email. (The removal form sends an automatic email to check the address you gave. The report form shows its reference on screen and, if you gave an email address, emails it to you. A person handles everything after that.) We write in English, and we aim to reply within two working days.

4. Legal representative in the EU (Article 13)

“Providers of intermediary services which do not have an establishment in the Union but which offer services in the Union shall designate, in writing, a legal or natural person to act as their legal representative in one of the Member States where the provider offers its services.” (DSA Article 13(1))

Our legal representative in the EU under the DSA is:

The appointment started on 30 September 2026. Put “PitchWhip Ltd” in your email subject line or message. Address letters to “DataRep” and refer to PitchWhip Ltd in the letter.

Member States’ authorities, the Commission and the Board can address our representative instead of us, or as well as us (Article 13(2)). That covers anything about receiving, complying with and enforcing decisions under the DSA.

You can also contact DataRep about concerns under the DSA. For product support, contact hello@pitchwhip.com. To report illegal content to us directly, use the report form in section 5.

5. Reporting illegal content (Article 16)

Anyone can tell us about specific information stored in PitchWhip that they believe is illegal content. You don’t need to be a customer.

Report illegal content

You can also email the same details to hello@pitchwhip.com. Either way, a report works best with these four things (Article 16(2)):

  • Why you believe it is illegal, explained clearly enough for us to understand.
  • Exactly where it is: the full web address (URL) of each item. Add anything else that helps us find it, such as the sender, date and subject of an email sent using PitchWhip.
  • Your name and email address, if you are willing to give them. You don’t have to. Without an email address we can’t confirm we received your report or tell you our decision. Some reports, such as copyright or defamation, may need us to know who is reporting before we can assess them. We never tell the user who stored the content who reported child sexual abuse or exploitation.
  • A statement that you believe, in good faith, that the information and allegations in your report are accurate and complete.

Never send us copies of illegal images. Tell us only where they are. You can also report child sexual abuse imagery anonymously to the Internet Watch Foundation in the UK, or to Hotline.ie in Ireland.

If someone is in immediate danger, call the emergency services first: 112 anywhere in the EU, or 999 in the UK and Ireland.

If you only want your own contact details removed from PitchWhip, you don’t need a report. The removal form is quicker.

6. What happens after a report (Articles 16 and 17)

  1. We confirm we have it. The form shows a reference number as soon as your report is sent. If you gave an email address, we also email you a confirmation straight away (Article 16(4)). If that address has already had several from us that day, we send it once a person has checked the report. If it doesn’t arrive, please email hello@pitchwhip.com and quote the reference.
  2. A person reviews it. Someone at PitchWhip reads every report that reaches us and decides what to do. No automated tool assesses a report or makes these decisions (Article 16(6)). The only automatic steps are that our server checks the form is complete and limits the reports it takes each day, from one internet connection and in total. If it can’t accept a report, it tells you so. Reports about a threat to life or safety, or about children, come first.
  3. We decide. We may remove the item, disable access to it, restrict the account that stored it, or take no action. We act in a timely, careful, consistent and objective way.
  4. We tell you. We tell you our decision without undue delay, and how you can challenge it (Article 16(5)).
  5. We tell the user. If we restrict content or an account, we send the user who stored it a statement of reasons (Article 17). It says what we did and for how long, the facts we relied on, and whether a report prompted it. It names the law or the part of our Terms involved, and explains how to challenge the decision. It names the person who reported only where that is strictly necessary.

We keep a record of each report, what we decided and why.

7. Challenging a decision

If you disagree with a decision we made about your content or your account, or about a report you sent us, you can ask us to look again:

  • Reply to our decision email, or write to hello@pitchwhip.com, within six months of the decision. Quote the reference if you have one, and tell us why you think the decision is wrong.
  • A person looks at the decision again, with anything new you send. We tell you the outcome and our reasons, normally within 14 days.
  • If we got it wrong, we reverse it without delay. Asking us costs nothing.

We’re a small company, so the person who reviews a decision may be the person who made it. The DSA’s rules on complaint systems and out-of-court dispute settlement (Articles 20 and 21) apply only to online platforms: hosting services that make their users’ content available to the public (Article 3(i)). PitchWhip stores content for its users but does not make it available to the public. The only public addresses are those of campaign-email images, which exist so the emails display, a minor feature of the service. So those two articles do not apply to us. We offer the review above anyway.

You can also go to court. If you are in the EU, you can complain to the Digital Services Coordinator of your country that we have broken the DSA (Article 53).

8. What may be stored, and how we moderate (Article 14)

Our Terms say what may not be stored or uploaded in PitchWhip, how we moderate, and how complaints work (Article 14). In short:

  • Nothing illegal may be stored. Nor may anything that breaks our Terms, such as bought or scraped contact lists or images you have no right to use.
  • We don’t monitor what our users store to look for illegal content or breaches of our Terms, and the DSA does not require us to (Article 8). We act on reports, on orders from authorities, and on what we come across ourselves.
  • We use no automated tools to judge whether content is illegal or breaks our Terms. The automatic checks we do run are technical and sending-health checks, listed in the Terms. A person makes every decision to remove or restrict content, or to restrict an account, because it is illegal or breaks our Terms.

9. Threats to life or safety (Article 18)

“Where a provider of hosting services becomes aware of any information giving rise to a suspicion that a criminal offence involving a threat to the life or safety of a person or persons has taken place, is taking place or is likely to take place, it shall promptly inform the law enforcement or judicial authorities of the Member State or Member States concerned …” (DSA Article 18(1))

We do that. If we can’t tell which EU country is concerned, we tell the police in Ireland, where our legal representative is established, or Europol, or both (Article 18(2)). Where the threat concerns the UK, we tell the UK police.

10. Transparency reports (Article 15)

Most providers must publish a yearly report on their content moderation (Article 15(1)). That rule does not apply to micro or small enterprises that are not very large online platforms:

“Paragraph 1 of this Article shall not apply to providers of intermediary services that qualify as micro or small enterprises as defined in Recommendation 2003/361/EC and which are not very large online platforms …” (DSA Article 15(2))

PitchWhip Ltd is a micro enterprise as Recommendation 2003/361/EC defines it: fewer than 10 staff, and annual turnover of no more than €2 million. So we publish no transparency report. If that changes, we will start.

11. Your personal data in a report

When you send a report, we use what you give us for four things. We deal with the report and confirm we received it. We tell you our decision, and we keep a record of how we handled it. If the law requires it, we pass information to the police (section 9).

We don’t tell the user who stored the content who reported it, unless that is strictly necessary. For example, someone accused of copying a photograph may need to know whose photograph it is to answer. We never tell them who reported child sexual abuse or a threat to someone’s life or safety.

The report form goes straight to PitchWhip’s own server, run on Cloudflare. It stores your report and emails you the confirmation through our email provider, Resend. It keeps your internet (IP) address only as a one-way code, to limit how many reports can come from one connection in a day, and deletes that code after two days. The email that tells our team a report has arrived holds its reference and kind, not what you wrote. Our Privacy Policy gives the details.

A report often describes a suspected crime, and it can reveal sensitive details about someone, such as their health or religion. We use that information only to deal with the report, and we share it only as this page describes. Under UK law we rely on the condition for preventing or detecting unlawful acts (Data Protection Act 2018, Schedule 1, paragraph 10), and we keep the policy document that condition requires.

For people in the EU, our lawful basis is the legal obligation the DSA places on us (EU GDPR Article 6(1)(c)). Under UK GDPR it is our legitimate interest in keeping illegal content out of PitchWhip and meeting the EU rules that apply to it (ICO: legitimate interests). We keep reports and our decisions for 12 months after the decision, or longer where the police ask us to keep evidence. A report we never decide on is kept for 12 months from when it arrives.

Our Privacy Policy explains your rights. You can complain to us at hello@pitchwhip.com, or to the Information Commissioner’s Office.