Privacy Policy

This Privacy Policy explains how ReplAI4U collects, uses and protects personal information when you visit our website, contact us, request a free trial, use our online forms, interact with our website tools, or use our related services.

We have written this policy in clear language so you can understand what information we collect, why we collect it, how we use it, and what choices you have.

By using our website or services, you agree to the practices described in this Privacy Policy.

1. Who we are

ReplAI4U provides an AI receptionist and voice agent service for trade businesses and other service-based businesses.

In this Privacy Policy, “ReplAI4U”, “we”, “us” and “our” refer to the operators of the ReplAI4U website and related services.

You can contact us at:

Email: hello@replai4u.com

2. What information we collect

We may collect the following types of information:

2.1 Information you provide directly

When you use our website or services, you may provide information such as:

• Your name
• Your business name
• Your email address
• Your phone number
• Your business address or service area
• Information about your business, services, customers and operations
• Messages or enquiries you send to us
• Information you provide during setup, onboarding or configuration
• Feedback, testimonials or reviews you choose to share

2.2 Information collected automatically

When you visit our website, we may automatically collect:

• Your IP address
• Browser type and version
• Device type and operating system
• Pages visited and time spent on pages
• Referring website or source
• Geographic location (country or region level)
• Cookies and similar technologies (see our Cookie Policy)

2.3 Information from third parties

We may receive information from third-party services where you have connected or authorised them, such as:

• Calendar integration data
• CRM or customer data (where you have connected an integration)
• Analytics and marketing platform data
• Payment processor information

2.4 Call and customer data

If you use our AI receptionist service, we may process:

• Caller phone numbers
• Call transcripts or summaries
• Customer enquiries and messages
• Booking or appointment details
• Call recordings (only if you have explicitly enabled and lawfully authorised recording)

3. How we use your information

We use your information for the following purposes:

• To provide, operate and improve our AI receptionist service
• To answer your enquiries and communicate with you
• To set up and configure your AI receptionist
• To process bookings, appointments and follow-ups
• To send service-related messages, confirmations and updates
• To manage your account and subscription
• To process payments and prevent fraud
• To understand how our website and service are used
• To improve website performance, content and user experience
• To comply with legal obligations
• To protect our rights, property and users

4. Legal basis for processing

We process personal information based on one or more of the following legal grounds:

• Contract: Processing is necessary to perform our contract with you or to take steps before entering into a contract.
• Consent: You have given clear consent for us to process your personal data for a specific purpose.
• Legitimate interests: Processing is necessary for our legitimate business interests, provided your rights and interests do not override those interests.
• Legal obligation: Processing is necessary to comply with a legal obligation.

5. How we share your information

We do not sell your personal data.

We may share information with:

• Service providers: Third-party companies that help us operate our service, such as hosting providers, telephony providers, AI model providers, payment processors, analytics providers and email services.
• Integrations: Third-party services you choose to connect with ReplAI4U, such as calendar tools or CRM systems.
• Legal requirements: Where required by law, court order or government request.
• Business transfers: In connection with a merger, acquisition or sale of assets.
• Protection: Where necessary to protect our rights, safety or property.

Where we use third-party service providers, we take reasonable steps to ensure they handle personal data appropriately and in accordance with this Privacy Policy.

6. Data retention

We retain personal information for as long as necessary to fulfil the purposes for which it was collected, including to provide our service, comply with legal obligations, resolve disputes and enforce our agreements.

When personal information is no longer needed, we will delete, anonymise or securely dispose of it in accordance with our data retention practices.

Call data, transcripts and summaries may be retained for operational, quality and training purposes in accordance with your plan and our service terms.

7. Your rights

Depending on your location and applicable law, you may have the following rights:

• Access: The right to request a copy of the personal information we hold about you.
• Rectification: The right to request that we correct inaccurate or incomplete information.
• Erasure: The right to request that we delete your personal information in certain circumstances.
• Restriction: The right to request that we restrict processing of your personal information.
• Objection: The right to object to processing based on legitimate interests or for direct marketing.
• Data portability: The right to receive your personal data in a structured, commonly used format.
• Withdraw consent: Where processing is based on consent, you may withdraw it at any time.

To exercise any of these rights, please contact us at hello@replai4u.com. We will respond within the time required by applicable law.

8. Security

We take reasonable technical and organisational measures to protect personal information from unauthorised access, loss, misuse or alteration.

However, no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security.

9. International transfers

We and our service providers may process personal data in countries outside your own. Where we transfer personal data internationally, we take steps to ensure appropriate safeguards are in place in accordance with applicable data protection laws.

10. Cookies

We use cookies and similar technologies on our website. For more information, please see our Cookie Policy.

11. Children's privacy

Our service is not intended for children under 16. We do not knowingly collect personal information from children under 16. If you believe we have collected information from a child under 16, please contact us and we will delete it.

12. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services or legal requirements.

When we update this policy, we will revise the “Last updated” date at the top of the page. Where appropriate, we may provide additional notice.

We encourage you to review this Privacy Policy periodically.

13. How to contact us

If you have any questions, concerns or requests about this Privacy Policy or how we handle personal information, you can contact us at:

ReplAI4U

Email: hello@replai4u.com