Privacy Policy

1. Information We Collect

We collect information to provide our conversation automation services:

• Account Information: When you register (via Google, Facebook, or email), we collect your name, email address, and profile picture.
• Payment Information: We use Stripe to process payments. We do not store your credit card details on our servers. Only subscription status and transaction IDs are retained.
• Conversation Data: Messages exchanged through your bots, contact information, lead data, and conversation analytics.
• Bot Configuration: Your bot flows, settings, channel connections, and automation rules.
• Usage Analytics: How you interact with our platform, feature usage, and performance metrics.

2. AI Data Processing

ReplyBase uses third-party AI providers (such as OpenAI and Anthropic) to power our automated conversation features.

• Real-time Processing: Conversation data is sent to these providers in real-time to generate intelligent responses.
• No Model Training: We ensure that our agreements with AI providers prohibit the use of your data or your customers' data for training their global models.
• Data Minimization: We only send the minimum necessary context to AI providers to fulfill the specific automation request.

3. Facebook & Meta Data (App Review Disclosure)

Our application integrates with the Meta (Facebook) Platform. If you choose to connect your Facebook Page or WhatsApp account, we request the following data permissions:

• pages_show_list: To display the Facebook Pages you administer so you can select which one to connect.
• pages_messaging: To send and receive messages on behalf of your connected Pages.
• pages_read_engagement: To track message delivery and engagement metrics.
• whatsapp_business_messaging: To send and receive WhatsApp messages through your Business Account.

4. Newsletter & Marketing

If you choose to subscribe to our newsletter, we collect your email address to send you updates, product news, and marketing communications.

• Consent: We only send marketing emails to users who have explicitly opted in.
• Unsubscribe: You can opt-out of marketing communications at any time by clicking the "unsubscribe" link in our emails.
• Third-party Services: We may use reputable third-party email service providers to manage and deliver our newsletter.

5. How We Use Your Information

• To provide, maintain, and improve our conversation automation services
• To process your subscription payments and manage billing
• To send and receive messages on your behalf through connected channels
• To analyze conversation patterns and provide analytics insights
• To send you service updates, security alerts, and support messages
• To detect, prevent, and address technical issues or fraudulent activity
• To comply with legal obligations and enforce our Terms of Service

6. Data Retention and Deletion

We retain your data as long as your account is active. You can request data deletion at any time:

• Via account settings in your dashboard
• By contacting support@replybase.co.uk

In accordance with GDPR, you have the right to request deletion of your personal data. You can submit a request directly below:

Upon deletion request, we will remove your personal data within 30 days, except where retention is required by law.

7. Data Sharing and Third Parties

We share your data only in the following circumstances:

• Payment Processing: Stripe processes payments on our behalf (PCI DSS compliant).
• AI Processing: Third-party AI providers for conversation automation.
• Messaging Platforms: Facebook/Meta and WhatsApp for message delivery.
• Service Providers: Cloud hosting (for infrastructure), email services (for notifications).
• Legal Requirements: When required by law or to protect our rights.

We do not sell your personal data to third parties.

8. Data Storage and Security

We implement industry-standard security measures including encryption in transit (HTTPS/TLS), secure authentication (OAuth 2.0/OIDC), and regular security audits. Your data is hosted on secure servers in verified data centers. However, no system is 100% secure, and we cannot guarantee absolute security.

9. Your Rights (GDPR Compliance)

If you are in the EU/UK, you have the following rights:

• Access: Request a copy of your personal data
• Rectification: Correct inaccurate data
• Erasure: Request deletion of your data
• Portability: Export your data in a machine-readable format
• Object: Object to certain data processing

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

10. Cookies and Tracking

We use essential cookies for authentication and session management. Functional cookies help us remember your preferences. Analytics cookies (optional) help us understand how you use our platform. You can manage cookie preferences through our cookie consent banner or view our dedicated Cookie Policy.

11. Children's Privacy

Our service is not intended for users under 16 years of age. We do not knowingly collect personal information from children under 16.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes via email or through a notice on our platform.

13. Contact Us

If you have questions about this Privacy Policy, please contact us: