Privacy policy

Who we are

Reply With Kindness (“we,” “us”) provides a Google review management service for local businesses: we monitor your Google Business Profile, draft replies in your voice, and publish them with your approval. This policy explains what information we collect through replywithkindness.com and the service, how we use it, and the choices you have. Questions are always welcome at hello@replywithkindness.com.

Information you give us

• Contact details. Your name, email address, and phone number when you write to us, request early access, or create an account.
• Business information. Your business name, website, Google Business Profile, and answers to our voice questionnaire, which we use to write replies that sound like you.
• Payment information. Subscriptions are processed by Polar, our merchant of record. Polar handles your card details under its own privacy policy; we never see or store full card numbers.

Information collected automatically

We use PostHog to understand how the site is used. PostHog sets cookies and collects usage information such as pages visited, buttons clicked, approximate location, and device and browser details. It also records session replays: reconstructions of how a visitor moves through the site. We use this information to improve the site, not to build advertising profiles, and we do not sell it. Our hosting provider, Vercel, keeps standard server logs that include IP addresses. You can block or clear cookies at any time in your browser settings.

Google user data

When you subscribe, you connect your Google Business Profile by signing in with Google and granting the manage your business listings permission (business.manage). With that permission we access your business listing details, your Google reviews, and the ability to publish replies. We use this access only to provide the service you signed up for:

• Monitoring your profile for new reviews
• Drafting a reply to each review and sending it to you for approval
• Publishing replies you have approved (or, if you turn it on, auto-posting replies to 4- and 5-star reviews)
• Alerting you to reviews of 3 stars or below
• Sending your weekly summary of review volume, rating, and themes

Reply With Kindness’s use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. In particular:

• We never sell Google user data.
• We never use it for advertising.
• We share review text with our AI provider only to draft your specific replies; it is not used to train generalized AI or machine-learning models.
• No human reads your Google data except with your permission, for security purposes, to comply with law, or as part of providing the service to you.

Your Google connection tokens are stored encrypted. You can disconnect at any time from your account settings or by revoking access in your Google account permissions.

How we use information

We use the information above to provide and improve the service, respond to you, send the notifications you have configured, process billing through Polar, and keep the service secure. We send marketing email only if you asked for it, and every marketing email includes an unsubscribe link.

How we share information

We do not sell your personal information. We share it only with the service providers that run the product, and only what each needs: Vercel (hosting), PostHog (analytics), Polar (billing), Google (your Business Profile connection), our AI provider (drafting replies from review text), and our email provider (sending approvals, alerts, and summaries). We may also disclose information if the law requires it, or as part of a business transfer, in which case this policy continues to apply.

Retention and deletion

We keep your information while your account is active and for as long as needed to run the service and meet legal obligations. When you cancel, we delete your Google connection tokens and stop accessing your profile. You can ask us to delete your account data at any time by emailing hello@replywithkindness.com, and we will honor the request within 30 days.

Security

All traffic to the site and service is encrypted in transit. Access credentials, including Google tokens, are stored encrypted, and access to production systems is limited to the people who operate the service.

Children

The service is for businesses and is not directed to children under 13. We do not knowingly collect information from children.

Changes to this policy

If we make meaningful changes, we will update the effective date above and, for material changes affecting subscribers, tell you by email before they take effect.

Contact

Reply With Kindness · hello@replywithkindness.com