Privacy Policy

Last updated: December 29, 2025

AI Review Responder ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website and services. Please read this policy carefully.

1. Information We Collect

We collect information that you provide directly to us, as well as information collected automatically when you use our service:

Account Information

• Email address
• Password (stored as a secure cryptographic hash, never in plain text)
• Google account identifier (if you sign up via Google OAuth)
• Account creation date and subscription status

Business Settings

• Business name
• Preferred response tone (professional, friendly, casual, etc.)

Service Usage Data

• Customer reviews you paste into the application for AI processing
• AI-generated responses
• Monthly usage statistics
• Sentiment analysis data derived from reviews

Payment Information

• Payment method selection (Stripe or PayPal)
• Subscription tier (Free, Starter, or Pro)
• Transaction identifiers from payment processors

Important: We never store your credit card numbers, bank account details, or other sensitive financial information. All payment processing is handled securely by our third-party payment processors (Stripe and PayPal).

2. How We Use Your Information

We use the information we collect for the following purposes:

• Service Delivery: To generate AI-powered review responses using OpenAI's technology
• Account Management: To create and manage your account, process subscriptions, and authenticate your access
• Usage Tracking: To monitor and enforce subscription tier limits (Free: 10 responses/month, Starter: 50 responses/month, Pro: unlimited)
• Service Improvement: To analyse usage patterns and improve our service features
• Communication: To send transactional emails (welcome emails, billing notifications) and respond to support requests
• Security: To detect, prevent, and address technical issues or fraudulent activity

3. Data Sharing and Third-Party Services

We share your information with the following third-party service providers who assist us in operating our service:

• OpenAI: Review text you submit is processed through OpenAI's API to generate AI responses. OpenAI processes this data according to their API data usage policies and does not use API data to train their models.
• Stripe: If you choose to pay via credit/debit card, Stripe processes your payment information securely according to PCI-DSS standards.
• PayPal: If you choose to pay via PayPal, your payment is processed through PayPal's secure payment systems.
• Resend: We use Resend for transactional email delivery (welcome emails, notifications).
• Google: If you sign up using Google OAuth, Google provides us with your email address and account identifier.

We do not sell, trade, or otherwise transfer your personal information to third parties for marketing purposes.

4. Data Security

We implement appropriate technical and organisational measures to protect your personal information:

• All data transmission is encrypted using HTTPS/TLS
• Passwords are stored using industry-standard cryptographic hashing
• Payment processing is handled by PCI-DSS compliant processors (Stripe and PayPal)
• Access to personal data is restricted to authorised personnel only
• Regular security reviews and updates are performed

While we strive to protect your personal information, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security.

5. Data Retention

We retain your personal information for as long as your account is active or as needed to provide you services. If you request account deletion, we will delete your personal data within 30 days, except where retention is required by law or for legitimate business purposes (e.g., resolving disputes, enforcing agreements).

6. Your Rights (GDPR & UK GDPR)

If you are located in the European Economic Area (EEA) or United Kingdom, you have certain data protection rights:

• Right of Access: You may request a copy of the personal data we hold about you.
• Right to Rectification: You may request correction of inaccurate or incomplete data.
• Right to Erasure: You may request deletion of your personal data ("right to be forgotten").
• Right to Restriction: You may request restriction of processing in certain circumstances.
• Right to Data Portability: You may request a copy of your data in a structured, machine-readable format.
• Right to Object: You may object to processing based on legitimate interests.
• Right to Withdraw Consent: Where processing is based on consent, you may withdraw consent at any time.

To exercise any of these rights, please contact us at support@reviewreplyai.net. We will respond to your request within 30 days.

7. Cookies and Tracking

We use essential cookies to maintain your session and authentication state. These cookies are necessary for the service to function and cannot be disabled. We do not use tracking cookies or third-party analytics that track you across other websites.

8. Children's Privacy

Our service is not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected data from a child without parental consent, we will take steps to delete that information.

9. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence, including the United States (where OpenAI and Stripe are based). These countries may have data protection laws different from your country. We ensure appropriate safeguards are in place for such transfers.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last updated" date. Your continued use of the service after changes are posted constitutes acceptance of the modified policy.

11. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us at:

Email: support@reviewreplyai.net