Privacy Policy

This Privacy Policy explains what information Replybase ("Replybase", "we", "us") collects, how we use it, and the choices you have. It applies to the Replybase platform, dashboard, chat widget, and related services (the "Service"). We designed the Service to collect only what we need to run your AI assistant.

We collect the following categories of information:

• Account information: your name, email address, and (if you use Google sign-in) your Google profile picture.
• Knowledge sources: documents, text, and files you upload to train your assistant.
• Configuration: assistant name, tone of voice, business contact details, and social/channel URLs you enter.
• Conversations: messages exchanged between your assistant and your website visitors.
• Usage and device data: log data, IP address, browser type, and analytics needed to operate and secure the Service.

When you sign in with Google, we use Google OAuth to authenticate you. We request only the minimal scopes required:

• Basic profile (name, profile picture): to set up and personalize your account.
• Email address: to identify your account and send essential service notices.

We do notaccess your Gmail, Drive, Calendar, Contacts, or any other Google user data, and we never use Google sign-in data for advertising. Replybase's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. We do not sell Google user data or share it with third parties except as needed to provide the Service or as required by law.

We use the information we collect to:

• Authenticate you and provide, maintain, and secure the Service.
• Process and index your knowledge sources so your assistant can answer questions.
• Route and auto-reply to customers using the business contact details you configure.
• Communicate with you about your account, billing, and important changes.
• Detect, prevent, and address fraud, abuse, and technical issues.

To generate assistant responses, we convert your knowledge sources into vector embeddings and send relevant context, along with visitor questions, to third-party AI model providers that process the request on our behalf. These providers act as sub-processors under contractual confidentiality and data-protection obligations.

We do not permit your content or conversations to be used to train third-party foundation models, and we do not sell your data. We use reputable infrastructure and storage providers to host data securely.

We retain your account information and knowledge sources for as long as your account is active. If you cancel, we retain your data for up to 30 days to allow reactivation and export, after which it is deleted or anonymized, except where longer retention is required by law. You can request deletion at any time.

Depending on your location, you may have the right to:

• Access, correct, or delete your personal information.
• Export your data in a portable format.
• Object to or restrict certain processing.
• Withdraw consent, including disconnecting Google sign-in.

To exercise these rights, contact us at privacy@replybase.dev.

We use encryption in transit, access controls, and other technical and organizational measures to protect your data. No system is perfectly secure, but we work to protect your information and to notify you of material incidents as required by law.

The Service is not directed to children under 16, and we do not knowingly collect personal information from them. If you believe a child has provided us data, contact us and we will delete it.

We may update this Privacy Policy from time to time. Material changes will be communicated through the Service or by email. Questions or requests? Contact our privacy team at privacy@replybase.dev.