Privacy Policy

1. Introduction

At Reploom, we respect your privacy and are committed to protecting your personal data. This privacy policy explains how we collect, use, and safeguard your information when you use our AI-powered Sales QA and productivity service.

2. Information We Collect

We collect information to provide and improve our services. The types of information we collect include:

• Account Information: Email address, name, and profile information when you create an account
• Social Media Data: Profile information, comments, direct messages, and engagement data through connected social media APIs, including Instagram, Facebook, and YouTube where available
• WhatsApp Message Data: When you connect WhatsApp through the WhatsApp Business Platform (Cloud API), we receive and store the content of private messages people send to your business number—including text, images, documents, voice notes, location, and other media—together with the sender's WhatsApp phone number, WhatsApp profile name, and message timestamps. Unlike public comments, these are private communications and we treat them with stricter access controls and minimization.
• Usage Data: How you interact with our service, features used, and performance metrics
• Device Information: IP address, browser type, device type, and operating system
• Communication Data: Messages you send us through support channels or feedback forms

3. How We Use Your Information

We use your information for the following purposes:

• Provide AI-powered Sales QA and productivity services for your connected social media and messaging accounts, including conversation review and drafting replies to private WhatsApp messages
• Generate lead intent classification, priority detection, Sales QA summaries, and smart reply suggestions
• Improve our service quality and user experience
• Communicate with you about your account and service updates
• Provide customer support and respond to your inquiries
• Analyze usage patterns to enhance user experience
• Comply with legal obligations and protect against fraud

Important: We do not use your data to train any AI models. Our AI features are powered exclusively by Google's Gemini API, and your data is never used to train generalized AI models.

4. Social Media Platform Data and APIs

Our service integrates with Instagram, Facebook, YouTube, and WhatsApp through their official APIs. WhatsApp is accessed through the WhatsApp Business Platform (Cloud API), which is provided and hosted by Meta. Important points about these integrations:

• We connect to your Instagram, Facebook, YouTube, and WhatsApp accounts securely via their official login systems
• We only access data necessary to provide our Sales QA and AI-assisted services
• We do not store your social media passwords or login credentials
• We comply with Instagram's, Facebook's, YouTube's, and WhatsApp's Platform Policies and Data Use Policies; your use of WhatsApp through Reploom is also subject to the WhatsApp Business Terms of Service and the WhatsApp Business Messaging Policy (WhatsApp is a Meta company and the Cloud API is operated by Meta)
• You can revoke our access to your social media and WhatsApp accounts at any time
• Data accessed through these APIs is subject to Instagram's, Facebook's, YouTube's, and WhatsApp's own privacy policies
• Private WhatsApp messages: For WhatsApp we access the content of private one-to-one and group messages, which is more sensitive than public comments. WhatsApp protects messages in transit using encryption, but once a message is delivered to the WhatsApp Business Platform it is no longer end-to-end encrypted, and Reploom is responsible for securing it. We encrypt this data in transit and at rest and restrict access to authorized personnel and systems
• Your consent responsibility: You are responsible for obtaining valid opt-in consent from individuals before messaging them on WhatsApp, as required by the WhatsApp Business Messaging Policy. For WhatsApp message data you act as the data controller and Reploom processes it on your behalf and at your instruction as a processor/service provider
• Conversation isolation: We keep each individual's WhatsApp conversation isolated and do not share the content of one person's chat with another contact or customer, consistent with the WhatsApp Business Messaging Policy. Where automated handling is used, Reploom supports prompt escalation to a human agent

5. AI Features and Google Gemini API

Our AI-powered features, such as conversation review, summaries, and smart reply suggestions, are powered exclusively by Google's Gemini API. Important information about our AI integration:

• No third-party AI services: We use only Google's Gemini API for AI functionality—no third-party AI services are used
• No AI model training: Your data is never used to train any AI models, neither by Reploom nor by Google (per Gemini API terms)
• Data stays within Google's ecosystem: Data processed through Gemini API remains within Google's infrastructure with their data protection guarantees
• User-facing features only: AI is used solely to provide productivity-enhancing features visible to you, such as Sales QA summaries, lead classification, reply suggestions, and routing for your own comments and your private WhatsApp messages. We do not use the content of your customers' private WhatsApp messages to train any AI models
• Compliant with Google's Limited Use policy: Our use of Google API data complies with Google API Services User Data Policy, including Limited Use requirements

6. Data Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your information only in the following circumstances:

• With your consent: When you explicitly agree to share information
• Service providers: Third-party services that help us operate our platform (hosting, analytics, etc.)
• Legal requirements: When required by law, court order, or government request
• Business transfers: In case of merger, acquisition, or sale of assets
• Safety and security: To protect the rights, property, or safety of Reploom, our users, or others

7. Data Security

We implement industry-standard security measures to protect your information:

• Encryption of data in transit and at rest
• Regular security audits and vulnerability assessments
• Access controls and authentication requirements
• Secure servers and infrastructure
• Employee training on data protection practices

However, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security of your information.

8. Data Retention

We retain your information for as long as necessary to provide our services and fulfill the purposes outlined in this policy:

• Account information is retained while your account is active
• Social media data (public profile, comment, and engagement data) is processed in real-time and stored temporarily for service delivery
• Private WhatsApp message content and attachments are retained only for as long as your account is active and needed to provide conversation review, Sales QA, inbox, and conversation history features, after which we delete or anonymize them. You may request deletion of specific conversations or all WhatsApp data, and we delete WhatsApp data upon termination except where retention is required by law. This content is used only to generate replies, summaries, routing, and Sales QA insights for your account and is never used for training or sold
• Usage data may be retained for analytics and service improvement
• Communication records are kept for customer support purposes
• We may retain certain information for legal compliance or legitimate business purposes

9. Your Rights and Choices

You have the following rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information (subject to legal limitations)
• Portability: Request transfer of your data to another service provider
• Objection: Object to processing of your information for certain purposes
• Withdrawal: Withdraw consent for data processing where applicable
• Disconnect: Disconnect your Instagram, Facebook, YouTube, and WhatsApp accounts from our service at any time

10. Cookies and Tracking

We use cookies and similar tracking technologies to enhance your experience:

• Essential cookies: Necessary for the website to function properly
• Performance cookies: Help us understand how visitors interact with our website
• Functionality cookies: Remember your preferences and settings
• Analytics cookies: Provide insights into website usage and performance

You can control cookie preferences through your browser settings, but some features may not work properly if cookies are disabled.

11. Children's Privacy

Our service is not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13. If we become aware that we have collected personal information from a child under 13, we will take steps to delete such information.

12. International Data Transfers

Your information may be transferred to and processed in countries other than your own. When we transfer your information internationally, we ensure appropriate safeguards are in place to protect your data in accordance with applicable data protection laws.

13. Changes to This Privacy Policy

We may update this privacy policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any material changes by:

• Posting the updated policy on our website
• Sending you an email notification
• Providing notice through our service

Your continued use of our service after any changes indicates your acceptance of the updated policy.

14. Contact Us

If you have any questions, concerns, or requests regarding this privacy policy or our data practices, please contact us through:

• Our support channels available on the website
• The feedback form on our platform
• Email: aslan@reploom.com

We will respond to your inquiries promptly and work to address any concerns you may have.