Privacy Policy

Your Privacy
At SmartReply (Incharge Marketing LLC) (“we,” “us,” or “our”), accessible at smartreply.io, we are committed to safeguarding your personal information and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and protect information when you visit our website or use our services—including any integrations with Google Workspace APIs. By accessing or using SmartReply, you consent to the practices described below. If you have questions, please contact us at support@smartreply.io.
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Effective Date: December 8, 2024

1. Information We Collect
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Personal information you provide voluntarily

We may collect personal information that you voluntarily provide to us when you:

Register for an account
Subscribe to a newsletter or email list
Submit a form
Contact us directly
Connect your Google Workspace account to our services

Typical data includes:

name, email address, phone number, company name, postal address;
Google Workspace content (e.g., e‑mails, calendar events, contacts, documents) needed to deliver SmartReply features;
any other data you elect to supply.

We may collect personal information that you voluntarily provide to us when you:

Register for an account
Subscribe to a newsletter or email list
Submit a form
Contact us directly
Connect your Google Workspace account to our services

Information collected automatically‍

When you browse SmartReply.io, we automatically log:

IP address, browser type/version, operating system;
referring/exit pages, date/time stamps, click‑stream data;
your internet service provider (ISP).

We use this data to analyse trends, administer the site, and improve performance.

2. How We Use Your Information‍
We process collected data to:

We use the information we collect in several ways. First, we rely on it to operate and maintain the SmartReply platform you request, ensuring the essential features of the service function properly. Your data also lets us build and refine AI and machine‑learning models that are personalised exclusively for your organisation, improving the accuracy and relevance of SmartReply’s automated responses. By analysing overall usage patterns, we continually optimise site performance, add new features, and tailor content to enhance your experience. We also use your contact details to communicate with you—sending product updates, news, and occasional marketing messages, which you can opt out of at any time. Payment‑related information is processed to manage subscriptions, fees, and invoices. When you reach out for help, we use your data to respond to support tickets and resolve issues promptly. Additionally, we monitor and analyse information to detect, investigate, and prevent fraudulent or suspicious activity, safeguarding both you and the platform. Finally, we may process your data to enforce our terms, comply with legal requirements, and satisfy any regulatory obligations that apply to SmartReply.

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3.  Data Retention & Deletion‍

We retain personal data only as long as necessary for the purposes above or as required by law.
Google Workspace data is retained strictly for the duration needed to provide SmartReply functionality and comply with contractual or legal obligations.
When retention periods expire—or upon verified request—we securely delete or anonymise the data, unless retention is mandated by law or justified by legitimate business needs.

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4. Google Workspace API Use

Data accessed: E‑mails, calendar events, contacts, and documents you authorise.
Purpose: Power personalised SmartReply services such as content recommendations, automated scheduling, or analytics for your account.
No generalised model training: Google Workspace data is never used to develop or improve non‑personalised AI/ML models.
No unauthorised sharing: We do not transfer this data to third‑party AI tools for generic model training.

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5. Cookies & Tracking

SmartReply uses cookies to operate and enhance the site:

Essential – required for core functionality;
Performance – help measure and improve site performance;
Functional – remember your preferences;
Targeting – support relevant advertising.

You may block cookies via browser settings, though some features may not function.

6. Disclosure of Information

We share data only:

With trusted service providers who perform services on our behalf under confidentiality agreements;
For legal reasons if compelled by law, court order, or government request;
During business transfers (e.g., merger or acquisition) where data remains protected;
Never for sale: We do not sell or trade your personal information.

7. Security

We employ industry‑standard safeguards—including encryption, secure AWS hosting (us‑east‑2, Ohio), Cloudflare WAF, strict access controls, and regular vulnerability scans. Despite best efforts, no internet transmission or storage system is 100 % secure.

8. Your Rights

GDPR (EEA residents) – rights to access, rectify, erase, restrict, object, and portability.
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CCPA (California residents) – rights to know, delete, and opt‑out (we do not sell personal data).Submit requests to support@smartreply.io.
We may verify your identity before acting and will respond within one month.

9. Children’s Privacy

SmartReply is not directed to children under 13. If we learn we have unintentionally collected such data, we will delete it promptly.

10. Third‑Party Links

Our site may link to external sites we do not control. Review their privacy policies; we are not responsible for their practices.

11. International Transfers

Your information may be processed outside your jurisdiction—including in the United States—where data‑protection laws may differ. By using SmartReply, you consent to these transfers.

12. Policy Updates

We may revise this policy periodically. Changes appear here with a new “Effective Date.” Continued use signifies acceptance of updates.

13. Contact

Questions or concerns?
Email: support@smartreply.ioMailing address: Incharge Marketing  LLC Chicago  IL 60610, USA.