Privacy Policy
Effective: May 1, 2026
Table of Contents
1. Introduction
At Reputo, we value your privacy and are committed to protecting your personal data. This Privacy Policy explains how we collect, use, store, and safeguard the information you provide when using our website, mobile application, and AI-powered services.
By accessing or using Reputo, you agree to the practices described in this policy. If you do not agree with any part of this policy, please discontinue use of our services immediately.
This policy applies to all users of Reputo, including business owners, team members, and end consumers whose reviews may be processed by our AI systems.
2. Data We Collect
We collect and process the following categories of data:
Account Information
When you register for a Reputo account, we collect your name, email address, business name, phone number, and billing information. This data is necessary to create and manage your account, process payments, and provide customer support.
Review Data
We collect and process customer reviews that you import or connect through integrations with third-party platforms (e.g., Google Reviews, Trustpilot, Yelp). This includes the review text, rating, reviewer identifier, date, and platform source. This data is essential for our AI to generate personalized responses.
Usage Analytics
We automatically collect information about how you interact with Reputo, including pages visited, features used, response generation history, and session duration. This helps us understand user behavior and improve our product.
Device and Technical Information
We collect your IP address, browser type, operating system, device type, and unique device identifiers. This data is used for security, analytics, and to ensure compatibility across devices.
3. How We Use Data
We use the data we collect for the following purposes:
AI Response Generation
Review data is processed by our AI models to generate personalized, context-aware responses to customer feedback. This is the core service Reputo provides. Your data is used solely to produce responses for your business and is never used to train our models without explicit consent.
Analytics and Insights
We aggregate and analyze usage patterns to generate insights about review trends, sentiment distribution, and response effectiveness. These insights are provided to you through your Reputo dashboard.
Improving Our Services
We use aggregated, anonymized data to identify bugs, optimize performance, develop new features, and enhance the overall user experience. Individual user data is never shared externally for this purpose.
Communications
We use your contact information to send service-related notifications, security alerts, billing updates, and occasional product announcements. You can manage your communication preferences in your account settings at any time.
4. Data Sharing
We do not sell your personal data. We only share data with trusted third parties when necessary to provide our services or comply with legal obligations.
Cloud Hosting Providers
We use enterprise-grade cloud infrastructure providers to host our servers and store data. All providers are bound by strict data processing agreements that ensure your data is handled securely and in compliance with applicable regulations.
AI Providers
Review content is processed by Google Gemini and other AI providers to generate responses. We ensure that all AI partners adhere to strict confidentiality and data protection standards. No review data is retained by AI providers beyond the immediate processing session.
Payment Processors
Payment information is handled exclusively by PCI-DSS compliant payment processors (e.g., Stripe). We do not store full credit card details on our servers.
Legal Requirements
We may disclose data when required by law, court order, or governmental authority, or when necessary to protect our rights, property, or safety, or that of our users.
5. Your Rights
As a Reputo user, you have the following rights regarding your personal data, in compliance with the General Data Protection Regulation (GDPR) and other applicable privacy laws:
Right to Access
You have the right to request a copy of all personal data we hold about you. We will provide this within 30 days of receiving a verified request.
Right to Correction
If any information we hold about you is inaccurate or incomplete, you have the right to request its correction or update. You can also update most account information directly in your Reputo dashboard.
Right to Deletion
You can request the deletion of your personal data at any time. Upon account deletion, we will remove your data from active systems within 30 days and from backups within 90 days, unless legal obligations require us to retain certain records.
Right to Data Portability
You have the right to receive your data in a structured, commonly used, and machine-readable format, and to transfer it to another service provider.
Right to Object
You can object to certain types of processing, including direct marketing and profiling. To exercise any of these rights, please contact us at privacy@reputo.us.
6. Security
We take the security of your data seriously and implement comprehensive measures to protect it:
Encryption
All data is encrypted at rest using AES-256 and in transit using TLS 1.3. This ensures that your information is protected whether it is stored on our servers or being transmitted over the internet.
Regular Security Audits
We conduct regular internal and third-party security audits, vulnerability assessments, and penetration testing to identify and address potential risks proactively.
Access Controls
Access to user data is strictly limited to authorized personnel who require it for operational purposes. All access is logged and monitored. Multi-factor authentication is enforced for all internal systems.
Incident Response
We maintain a documented incident response plan. In the event of a data breach, we will notify affected users and relevant authorities within 72 hours, as required by GDPR.
8. Contact
If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your personal data, please contact us:
- Email: privacy@reputo.us
- Contact Form: reputo.us/contact.html
- Response Time: We aim to respond to all privacy-related inquiries within 48 hours.
For data protection officer inquiries, please mark your email with "DPO Request" in the subject line.