Privacy Policy

ReplyPilot is operated from Poland by the individual behind the service, reachable at hello@replaypilot.online. For the purposes of the EU General Data Protection Regulation, that operator is the data controller for account data and a processor acting on your instructions for review content belonging to your business.

If you are an EU-based customer and need a Data Processing Agreement, email the address above and we will provide one before you connect a location.

Account data. Your email address, name and profile image as supplied by your chosen sign-in method, plus the workspace name and the identifier of the organisation you belong to. Authentication itself is handled by Clerk; we never see or store your password.

Business data. The Google Business Profile locations you connect: business name, address, Google Place ID and the public URL of the listing.

Review content — including other people's personal data.When you connect a location we import its public Google reviews. Each record holds the review text, star rating, publication date, the reviewer's display name as shown publicly on Google, a link to the review, and any reply the business has already published. This is information about your customers, not about you, and section 5 explains the basis on which we hold it.

Generated content. The AI-drafted replies produced for each review, their revision history, and the tone settings that shape them.

Billing references. Your Stripe customer and subscription identifiers and your current plan. Card details are entered directly with Stripe and never reach our systems.

Operational data. Sign-in timestamps, an audit log of actions taken in the workspace, a record of emails we sent you, and rate-limit counters keyed to an IP address for the public endpoints on our marketing site.

We use this data to run the product you signed up for: importing reviews, generating drafts in your brand voice, letting you approve and publish them, sending the alerts you have enabled, billing you, and keeping the service reliable and secure.

Review text is sent to an AI provider so a reply can be drafted. We do not use your data or your customers' reviews to train any AI model, and our providers are engaged under terms that exclude training on submitted content.

We do not sell personal data. We do not share it with advertisers.

Running this service requires a small number of subprocessors. Each receives only what its function needs:

• Clerk — authentication and user accounts.
• Convex — the application database holding workspaces, locations, reviews and drafts.
• Vercel — hosting and delivery of the application.
• Apify — collects the public Google review data for the locations you connect.
• OpenRouter, and through it the underlying model provider, including Google — generates the draft replies from review text.
• Stripe — payments and subscription management.
• Resend — delivery of transactional and notification email.
• Mapbox — business-name autocomplete when you search for your listing.
• Sentry and PostHog — error reporting and product analytics.

Several of these operate outside the European Economic Area. Where that is the case, transfers rely on the European Commission's Standard Contractual Clauses or an equivalent approved mechanism.

This deserves its own section, because it is the part of the service that handles people who never signed up for it.

The reviews we import are already published publicly on Google by their authors, under the display name those authors chose to show. We hold that content so your business can read and respond to it, which is the ordinary and expected purpose of a public review. Our legal basis is the legitimate interest of a business in managing and responding to public feedback about itself.

We do not enrich this data, combine it with other sources, or use it for any purpose beyond drafting and tracking your reply. If a reviewer contacts us and asks to have their review content removed from our systems, we will remove it. Removing it here does not remove it from Google, which only the reviewer or Google can do.

Account, workspace and review data is retained while your account is open. If you cancel, we keep it for 30 days so you can change your mind, then delete it.

You can ask us to delete your workspace immediately by emailing hello@replaypilot.online. We will action it within 30 days and confirm when it is done.

Billing records are kept for as long as tax and accounting law requires, independently of account deletion.

If you are in the EU or UK you have the right to access, correct, delete, export and restrict the processing of your personal data, and to object to processing based on legitimate interests. If you are in California, you have comparable rights under the CCPA, including the right not to be discriminated against for exercising them.

Exercise any of these by emailing hello@replaypilot.online. We do not charge for this and we will respond within 30 days. If you believe we have handled your data improperly you may complain to your local supervisory authority.

Data is encrypted in transit and at rest by our infrastructure providers. Access to production systems is limited to the operator. Payment card data never touches our servers.

No service can promise perfect security. If a breach affects your data we will tell you and the relevant supervisory authority without undue delay, and within 72 hours of becoming aware where the GDPR requires it.

If we change how we handle data in a way that materially affects you, we will email you before the change takes effect. The date at the top of this page always reflects the current version.