Privacy Policy

2.1 Information You Provide Directly

• Contact Information: Name, email address, company name when you sign up for our waitlist or contact us
• Account Information: When you create an account, we collect your login credentials and profile information
• Communication Data: Messages, feedback, and other communications you send to us
• Business Information: Details about your organization, team size, and use case when relevant to our services
• Connected Mailbox Data: email content, attachments, mailbox metadata, labels, thread information, sender and recipient details, and related configuration data where the Service is connected to a mailbox.

2.2 Information Collected Automatically

We collect certain information automatically when you visit our website:

• Technical Information: IP address, browser type, operating system, device information
• Usage Data: Pages visited, time spent on our site, click patterns, referral sources
• Cookies and Tracking Technologies: As described in our Cookie Policy below

2.3 Email Data (When Using Our Service)

When you use ReplyFabric.ai's email processing services:

• Email Content: We process email content to provide categorization and response generation
• Metadata: Email headers, timestamps, sender/recipient information
• Team Data: User roles, permissions, and collaboration data within your organization

This data may include personal data relating to the Customer’s employees, correspondents, customers, suppliers, and other third parties contained in business email communications.

2.4 Fraud Prevention and Abuse Protection (Google reCAPTCHA)

We use Google reCAPTCHA v3, a service provided by Google LLC, to protect our website and services from spam, bots, and abusive automated activity.

reCAPTCHA operates in the background and analyzes user interactions to determine whether an action is performed by a human or an automated system. This helps us ensure the security and availability of our website, forms, and services.

Data processed by reCAPTCHA may include:

• IP address
• Browser and device information
• Mouse movements, scrolling behavior, and interaction patterns
• Date and time of interaction
• Referring URL

This data is processed directly by Google and is subject to Google's own privacy policies.

We do not use reCAPTCHA data for advertising purposes and do not combine it with other personal data to identify individual users.

Google may process this information as an independent controller in accordance with its own privacy documentation. We use reCAPTCHA solely for security, fraud prevention, and abuse protection purposes.

3.1 Service Provision

The purposes described below apply depending on the nature of our relationship with you and the context in which the data is processed. Some processing activities are carried out by ReplyFabric as controller, while others are carried out by ReplyFabric as processor on behalf of a business customer.

• Provide and improve our AI-powered email management services
• Process and categorize emails as requested
• Generate AI-powered email responses
• Facilitate team collaboration features
• Provide customer support and respond to inquiries

3.2 Business Operations

• Manage user accounts and access permissions
• Process payments and billing
• Send service-related communications
• Maintain, improve, troubleshoot, secure, and develop our services*

*: we do not use customer emails or mailbox content to train generalized AI models

3.3 Marketing and Analytics

• Send marketing communications (with your consent)
• Analyze website usage and service performance
• Improve our website and user experience
• Conduct market research and customer feedback analysis

4.1 Types of Cookies We Use

6.1 Service Providers

We work with trusted third-party service providers who help us operate our business:

• Matomo Cloud: Web analytics (privacy-focused, GDPR-compliant)
• Cloud Providers: Infrastructure, hosting, storage, analytics, security, communications
• Payment Processors: For billing and payment processing

We may use carefully selected subprocessors and service providers to help deliver the Service. Where relevant, an up-to-date overview of key subprocessors is made available through our Trust Center, or on request.

6.2 Legal Requirements

We may disclose information when required by law or to:

• Comply with legal processes or government requests
• Protect our rights, property, or safety
• Prevent fraud or security threats
• Enforce our terms of service

6.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.

6.4 Google reCAPTCHA

As part of our security measures, limited technical data may be shared with Google when reCAPTCHA is loaded.

• Google acts as an independent data controller for reCAPTCHA processing
• Data is processed according to Google's privacy policies
• No data is shared for advertising or profiling purposes by ReplyFabric

9a.1 Data We Access

With your explicit consent, ReplyFabric may access the following Google data:

• Gmail messages: Including email subject, body, metadata, sender/recipient, timestamps, and attachments
• Gmail labels: For organizing processed messages
• Email metadata: Message-ID, thread ID, headers required for categorization and replying

We do not access Drive, Calendar, Contacts, Photos, or any other Google data.

9a.2 How We Use Google User Data

We use Gmail data solely to provide the core functionality of ReplyFabric:

• Categorizing incoming emails
• Detecting intents
• Drafting AI-powered replies or forwards
• Processing attachments to extract relevant information
• Managing shared inbox workflows
• Synchronizing reply status with your mailbox

9a.3 How We Store Google User Data

Depending on your settings, ReplyFabric may temporarily store:

• Email metadata
• AI-generated reply drafts
• Processing logs (pseudonymized where possible)
• Attachments (temporarily for processing)

Full email bodies are processed in encrypted systems and not stored longer than required to deliver the feature, unless your organization configures retention for analysis or audit logs.

All data is encrypted in transit and at rest.

9a.4 How Long We Retain Google User Data

• Email content: Ephemeral, processed and then discarded unless your settings require retention (e.g., shared inbox history)
• Metadata and logs: Retained only as long as necessary for service functionality
• Attachments: Discarded after processing unless saved by the user

9a.5 Sharing of Google User Data

We do not share Google user data with:

• Advertisers
• Data brokers
• External third parties for machine learning

Limited sharing may occur with:

• Cloud hosting providers (for secure processing)
• Subprocessors listed on our website (all GDPR compliant)

9a.6 Compliance with Google's Limited Use Policy

ReplyFabric conforms to Google's Limited Use Policy:

• Data is used only to provide, maintain, secure, and improve user-facing features
• Data is not used to train generalized models
• Data is not transferred except as required to operate the service
• Data is not used for ads

9a.7 User Control and Revocation

You can revoke ReplyFabric's access to your Google account at any time:

Once access is revoked, ReplyFabric can no longer read, process, or send emails on your behalf.

9b.1 Data We Access

With your explicit consent, ReplyFabric may access the following Microsoft data via Microsoft Graph API:

• Outlook / Microsoft 365 messages: Including email subject, body, metadata, sender/recipient, timestamps, and attachments
• Mail folders and categories: For organizing and routing processed messages
• Email metadata: Message-ID, conversation ID, headers required for categorization and replying
• Basic profile information: Display name and email address, used solely for account identification within the Service

We do not access OneDrive, SharePoint, Teams, Calendar, Contacts, or any other Microsoft 365 data beyond what is listed above.

9b.2 How We Use Microsoft User Data

We use Outlook and Microsoft 365 data solely to provide the core functionality of ReplyFabric:

• Categorizing incoming emails
• Detecting intents
• Drafting AI-powered replies or forwards
• Processing attachments to extract relevant information
• Managing shared inbox workflows
• Synchronizing reply status with your mailbox

9b.3 How We Store Microsoft User Data

Depending on your settings, ReplyFabric may temporarily store:

• Email metadata
• AI-generated reply drafts
• Processing logs (pseudonymized where possible)
• Attachments (temporarily for processing)

Full email bodies are processed in encrypted systems and not stored longer than required to deliver the feature, unless your organization configures retention for analysis or audit logs.

All data is encrypted in transit and at rest.

9b.4 How Long We Retain Microsoft User Data

• Email content: Ephemeral, processed and then discarded unless your settings require retention (e.g., shared inbox history)
• Metadata and logs: Retained only as long as necessary for service functionality
• Attachments: Discarded after processing unless saved by the user

9b.5 Sharing of Microsoft User Data

We do not share Microsoft user data with:

• Advertisers
• Data brokers
• External third parties for machine learning

Limited sharing may occur with:

• Cloud hosting providers (for secure processing)
• Subprocessors listed on our website (all GDPR compliant)

9b.6 User Control and Revocation

You can revoke ReplyFabric's access to your Microsoft account at any time through your Microsoft account settings:

Microsoft 365 administrators can additionally manage and revoke application permissions via the Azure Active Directory admin portal at portal.azure.com. Once access is revoked, ReplyFabric can no longer read, process, or send emails on your behalf.