Privacy policy
This policy explains what personal information ReplyCaptain ("we") handles when you use ReplyCaptain, why, and your rights. We are the data controller. Contact: hello@replycaptain.com, or by post to ReplyCaptain, 6 Otterwood, Dromore, BT25 1LW, United Kingdom.
What we collect
- Your account: your first name, business name, contact and alert email addresses, and the tone notes you give us.
- Your locations: names, Google Maps links, address, business type and time zone.
- Reviews of your locations: public Google reviews, including the reviewer's display name, rating, text and any public reply.
- Your activity: drafted replies, the replies you approve or edit, and which reviews you dismiss.
- Billing: your subscription status and plan. Card details are entered on Stripe's page and held by Stripe, not us.
- Sign-in: a session cookie so you stay signed in. We don't use advertising or analytics cookies.
Why we use it
- To provide the service you signed up for: checking reviews, drafting replies, sending alerts and reports (performance of our contract with you).
- To bill you and keep records we're required to keep (contract and legal obligation).
- To process public reviews, including reviewers' names, so you can understand and respond to feedback about your business (our and your legitimate interests). We only show this information to the business the review is about.
- To send you emails about your account, such as trial reminders and important changes. We don't send marketing without your consent.
Who we share it with
We use these providers to run the service. Each only gets what it needs:
- Supabase: database and sign-in.
- Vercel: website and app hosting.
- Apify: collects public Google reviews for your locations.
- Anthropic: AI that drafts replies and groups reviews into themes. It receives the review and your business details needed for the draft.
- Resend: sends our emails.
- Stripe: payments and invoices.
Some of these providers process data outside the UK, including in the United States. Where they do, we rely on safeguards recognised under UK data protection law, such as the UK International Data Transfer Addendum or the UK–US data bridge. We don't sell personal information.
How long we keep it
We keep your account data, locations and reviews while your account is open. If you ask us to delete your account, we delete it and everything linked to it within 30 days, except billing records we must keep for tax and accounting (usually six years).
Your rights
Under UK data protection law you can ask to access, correct, delete or export your personal information, or object to how we use it. Email hello@replycaptain.com. If someone has reviewed a business that uses ReplyCaptain and wants to exercise these rights over their review data, they can contact us the same way. You can also complain to the UK Information Commissioner's Office (ico.org.uk).
Security
Data is encrypted in transit, access to your data is restricted to your own account, and our own access is limited to running and supporting the service.
Changes
If we make significant changes to this policy, we'll email account holders before they apply.