Privacy Policy

Your privacy is fundamental to us. Learn how we collect, use, and protect your personal information.

Last updated: July 28, 2025

Quick Overview

Your emails stay private

We never use your emails to train AI models

GDPR compliant

Full data control and deletion rights

Transparent tracking

Only with your explicit consent

Data minimization

We only collect what's necessary

Table of Contents

1. Introduction2. Information We Collect3. How We Use Your Information4. Cookie Policy5. Legal Basis for Processing6. Data Sharing and Disclosure7. Data Security8. Data Retention9. Your Rights10. International Data Transfers11. Children's Privacy12. Changes to This Policy13. Contact Information

1
Introduction

Welcome to ReplyFabric.ai ("we," "our," or "us"). We are committed to protecting your privacy and ensuring transparency about how we collect, use, and protect your personal information. This Privacy Policy explains our practices regarding data collection and use when you visit our website or use our services.

2
Information We Collect

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

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

3
How We Use Your Information

3.1 Service Provision

  • 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
  • Conduct research and development to improve our services

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

6
Data Sharing and Disclosure

We do not sell your personal information. We may share your data in the following limited circumstances:

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 Hosting Providers: For secure data storage and processing
  • Payment Processors: For billing and payment processing

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.

7
Data Security

We implement appropriate technical and organizational measures to protect your personal information:

Encryption

Data is encrypted in transit and at rest

Access Controls

Limited access to personal data on a need-to-know basis

Regular Audits

Security assessments and monitoring

Employee Training

Regular privacy and security training for our team

8
Data Retention

We retain your personal information only as long as necessary for the purposes outlined in this policy:

  • Account Data: Retained while your account is active and for a reasonable period after deletion
  • Email Processing Data: Processed in real-time and retained according to your service agreement
  • Analytics Data: Anonymized after 26 months (Matomo default)
  • Marketing Data: Until you unsubscribe or withdraw consent

9
Your Rights

Depending on your location, you may have the following rights regarding your personal information:

General Rights

  • Access: Request information about how we process your data
  • Correction: Update or correct inaccurate information
  • Deletion: Request deletion of your personal data
  • Portability: Receive your data in a machine-readable format

Marketing Rights

  • Unsubscribe: Opt out of marketing emails at any time
  • Preference Management: Update your communication preferences
  • Object: Object to certain types of processing
  • Restriction: Limit how we process your data

Exercising Your Rights

To exercise any of these rights, please contact us at info@replyfabric.ai. We will respond within 30 days of receiving your request.

10
International Data Transfers

ReplyFabric.ai may transfer your personal information to countries outside your jurisdiction. When we do so, we ensure appropriate safeguards are in place:

Adequacy Decisions

Transfers to countries with adequate data protection laws

Standard Contractual Clauses

EU-approved contracts for data protection

Binding Corporate Rules

Internal policies ensuring consistent protection

11
Children's Privacy

Our services are not intended for children under 16 years of age. We do not knowingly collect personal information from children.

If we become aware that we have collected information from a child under 16, we will take steps to delete such information promptly.

12
Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable laws. We will:

  • Post the updated policy on our website
  • Update the "Last updated" date
  • Notify you of material changes via email or prominent website notice
  • Obtain consent for material changes where required by law

13
Contact Information

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

ReplyFabric Team

Email: info@replyfabric.ai

Website: https://replyfabric.ai/contact

Address: Stanislas Leclefstraat 18, 2600 Antwerp (Belgium)

For EU residents, you also have the right to lodge a complaint with your local data protection authority.

Effective Date

This Privacy Policy is effective as of January 28, 2025 and applies to all information collected by ReplyFabric.ai from that date forward.

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