Privacy Policy

Who we are

Replyful is an AI-powered email automation service operated by Replyful ("we", "us", "our"). Our service is available at replyful.co.uk. If you have any questions about this policy, contact us at team@replyful.co.uk.

What data we collect

When you sign up and use Replyful, we collect the following information:

• Account information — your name, business name, business type, email address and password
• Business information — your services, pricing, working hours, FAQs and reply preferences that you provide to configure your account
• Email data — the content of emails received in your connected inbox, solely for the purpose of generating automated replies. We do not store email bodies permanently — they are processed and discarded.
• Calendar data — if you connect Google Calendar, we read your free/busy information to suggest available time slots. We do not store calendar event details.
• Payment information — your payment is processed by Stripe. We do not store card details. We store your subscription status and plan.
• Usage data — records of emails processed, categories, timestamps and AI-generated summaries for your dashboard

How we use your data

We use your data exclusively to provide and improve the Replyful service:

• To generate AI-powered replies to your incoming emails
• To display your dashboard, stats and email summaries
• To send you weekly reports and service notifications
• To process your subscription payments via Stripe
• To provide customer support when you contact us

We do not sell your data. We do not use your data to train AI models. We do not send marketing emails unless you have specifically opted in.

Who we share your data with

We share data only with the third-party services necessary to operate Replyful:

• Anthropic — your email content and business profile are sent to Anthropic's Claude API to generate replies. Anthropic's privacy policy applies to this processing.
• Google — if you connect Gmail or Google Calendar, Google's APIs are used to read emails and calendar data. Google's privacy policy applies.
• Stripe — payment processing. Stripe's privacy policy applies.
• Railway — our backend infrastructure provider. Data is hosted on Railway's servers in their supported regions.

We do not share your data with any other third parties for marketing, analytics or any other purpose.

How long we keep your data

• Account data — kept for as long as your account is active. Deleted within 30 days of account closure on request.
• Processed email records — summaries and metadata are kept for up to 90 days to power your dashboard. Raw email bodies are not stored.
• Payment records — kept for 7 years as required by UK financial regulations.

Your rights under UK GDPR

As a UK resident, you have the following rights regarding your personal data:

• Right of access — you can request a copy of all data we hold about you
• Right to rectification — you can ask us to correct inaccurate data
• Right to erasure — you can ask us to delete your account and all associated data
• Right to restriction — you can ask us to limit how we use your data
• Right to portability — you can request your data in a machine-readable format
• Right to object — you can object to our processing of your data

To exercise any of these rights, email us at team@replyful.co.uk. We will respond within 30 days.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk if you believe we have mishandled your data.

Cookies

Replyful does not use tracking or advertising cookies. We use only essential session storage (localStorage) in your browser to keep you logged into your dashboard. No third-party cookies are used on our site.

Security

We take the security of your data seriously. Passwords are hashed before storage and never stored in plain text. All data is transmitted over HTTPS. Access to your inbox and calendar requires OAuth tokens which are encrypted at rest. We regularly review our security practices.

Changes to this policy

We may update this privacy policy from time to time. When we do, we will update the "last updated" date at the top of this page. For significant changes, we will notify active customers by email. Continued use of Replyful after changes constitutes acceptance of the updated policy.