Privacy Policy

1. Introduction

Welcome to ReplyPilot ("we," "our," or "us"). We are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered email and review management service.

By using ReplyPilot, you agree to the collection and use of information in accordance with this policy. If you do not agree with our policies and practices, please do not use our service.

2. Information We Collect

2.1 Information You Provide

We collect information that you directly provide to us:

• Account Information: Name, email address, and password when you register
• Email Account Credentials: IMAP/SMTP credentials for email integration
• Business Information: Company name, business type, and preferences
• Communication Data: Messages, feedback, and correspondence with our support team

2.2 Information Collected Automatically

• Usage Data: Pages visited, features used, time spent on platform
• Device Information: Browser type, operating system, IP address
• Log Data: Server logs, error reports, performance data

2.3 Email and Review Data

When you connect your email accounts or Google Business Profile, we collect:

• Email Content: Subject lines, message bodies, and metadata for AI processing
• Review Data: Customer reviews from connected platforms
• Response History: AI-generated responses and your edits

3. How We Use Your Information

We use the information we collect for the following purposes:

3.1 Service Provision

• Generate AI-powered email responses
• Manage and respond to customer reviews
• Fetch and organize your email inbox
• Provide analytics and insights on communications

3.2 Service Improvement

• Analyze usage patterns to improve features
• Develop new features and functionality
• Optimize AI model performance
• Fix bugs and technical issues

3.3 Communication

• Send service updates and notifications
• Respond to your inquiries and support requests
• Send important security alerts

4. Email Data Usage

ReplyPilot connects to your email accounts to provide AI-powered response management. Here's how we handle your email data:

4.1 What We Access

• Email Content: To analyze and generate appropriate AI responses
• Email Metadata: Sender, recipient, subject, and timestamps
• Email Attachments: Only when necessary for context (optional)

4.2 What We Don't Do

• We do NOT sell your email data to third parties
• We do NOT use your emails for advertising purposes
• We do NOT share email content outside of AI processing
• We do NOT store emails longer than necessary

4.3 Data Storage

Email credentials are encrypted in our database using industry-standard encryption (AES-256). We store only the minimum data necessary to provide our service.

5. AI Service Providers

ReplyPilot uses third-party AI services to generate email responses. Your content may be sent to:

• OpenAI (ChatGPT): AI content generation
• Google Gemini: Alternative AI provider
• Anthropic (Claude): Alternative AI provider

These providers process your content generation requests according to their own privacy policies. We recommend reviewing:

• OpenAI Privacy Policy
• Google Privacy Policy
• Anthropic Privacy Policy

6. Data Sharing and Disclosure

We do not sell your personal information. We may share your information only in the following circumstances:

6.1 Service Providers

• AI content generation providers (OpenAI, Google, Anthropic)
• Hosting and infrastructure providers
• Email service providers

6.2 Legal Requirements

We may disclose your information if required by law or in response to:

• Valid legal processes (subpoenas, court orders)
• Government or regulatory requests
• Protection of our rights, privacy, safety, or property
• Emergency situations involving safety risks

6.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity.

7. Data Security

We implement industry-standard security measures to protect your information:

7.1 Technical Safeguards

• Encryption: SSL/TLS for data in transit, AES-256 for data at rest
• Password Security: Bcrypt hashing with salt
• Access Control: Role-based access restrictions
• Secure Sessions: Encrypted session data

7.2 Operational Safeguards

• Regular security audits and updates
• Monitoring for suspicious activity
• Secure development practices
• Limited employee access to personal data

Note: While we implement robust security measures, no method of transmission over the internet is 100% secure. We cannot guarantee absolute security of your information.

8. Data Retention

We retain your information for as long as necessary to provide our services:

• Account Data: Retained while your account is active
• Email Data: Retained until you disconnect your email or close your account
• Response History: Retained for 90 days for reference
• Log Data: Typically retained for 90 days

When you delete your account, we will delete your personal information within 30 days, except where retention is required by law.

9. Your Rights

You have the following rights regarding your personal information:

9.1 Access and Portability

• Request a copy of your personal data
• Download your response history
• Export your data in a portable format

9.2 Correction and Deletion

• Update or correct your account information
• Delete your response history
• Request complete account deletion

9.3 Control and Objection

• Disconnect email accounts at any time
• Choose your preferred AI provider
• Opt-out of non-essential communications

To exercise these rights, please contact us at support@replypilot.com.

10. Cookies and Tracking

We use cookies and similar technologies to:

• Essential Cookies: Authentication, security, and session management
• Functional Cookies: Remember your preferences and settings
• Analytics Cookies: Understand how you use our service

You can control cookies through your browser settings. However, disabling essential cookies may affect service functionality.

11. Children's Privacy

ReplyPilot is not intended for users under the age of 13. We do not knowingly collect personal information from children under 13. If you believe we have inadvertently collected information from a child under 13, please contact us immediately at support@replypilot.com.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any material changes by:

• Posting the updated policy on this page
• Updating the "Last Updated" date at the top
• Sending you an email notification (for significant changes)

Your continued use of ReplyPilot after changes indicates your acceptance of the updated Privacy Policy.

13. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us: