Privacy Policy

1. Information We Collect

We collect the following types of information when you use ReplyAgent:

• Account Information: Name, email address, and password when you create an account.
• Smartlead Data: Email account statistics, campaign performance data, and lead reply content accessed through your Smartlead API key.
• API Keys: Your Smartlead API key, stored encrypted at rest using AES-256-GCM encryption.
• Usage Data: Feature usage patterns, AI token consumption, and interaction logs to improve the Service.
• Payment Information: Processed securely by Stripe. We do not store credit card numbers.

2. How We Use Your Information

We use your information to:

• Provide and maintain the Service, including email classification and reply generation.
• Sync your Smartlead data to display performance analytics and insights.
• Process payments and manage your credit balance.
• Improve AI accuracy through anonymized learning from approved and dismissed replies.
• Send important service notifications (downtime, security alerts, billing).

3. Data Storage and Security

Your data is stored on secure, encrypted databases. API keys are encrypted at rest using AES-256-GCM encryption with keys derived from server-side secrets. We implement rate limiting, authentication controls, and data isolation between user accounts to protect your information. All data transmission uses HTTPS/TLS encryption.

4. Data Isolation

Each user's data is strictly isolated. Your email accounts, campaigns, performance metrics, AI configurations, and client settings are only accessible to your account. No other user can view or access your data.

5. Third-Party Services

We integrate with the following third-party services:

• Smartlead: Email campaign management platform. Data is accessed via your API key.
• Anthropic (Claude): AI model provider for email classification and reply generation. Email content is processed but not stored by Anthropic.
• Stripe: Payment processing. Subject to Stripe's Privacy Policy.

6. Data Retention

We retain your data for as long as your account is active. Performance snapshots and analytics data are retained for up to 12 months. Upon account termination, your data will be retained for 30 days to allow for recovery, after which it will be permanently deleted. You may request immediate deletion by contacting support.

7. Your Rights

You have the right to:

• Access and download your personal data.
• Correct inaccurate information in your account.
• Request deletion of your account and associated data.
• Revoke API key access at any time by removing your key from Settings.
• Opt out of non-essential communications.

8. Cookies

We use essential cookies for authentication and session management. These cookies are necessary for the Service to function and cannot be disabled. We do not use tracking cookies or third-party advertising cookies.

9. Children's Privacy

The Service is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes via email or through the Service. The "Last updated" date at the top of this page indicates when the policy was last revised.

11. Contact

For privacy-related questions or data requests, please contact us at [email protected].