Privacy Policy

Draft — not yet reviewed by counsel

Before this goes live: this policy accurately describes what the software does today, but it has not been reviewed by a lawyer. Healthcare-adjacent processing and Google's OAuth review both raise requirements that need professional sign-off. Treat this as a factual starting point for your counsel, not a finished policy.

Who we are

ReplySage AI is a service that drafts and publishes replies to Google reviews on behalf of the businesses that subscribe to it. In this policy, "we" means the operator of ReplySage AI, and "you" means a subscribing business.

What we collect

Account details. Your email address, business name, business type, and time zone.
Google Business Profile data. Once you connect your profile, we read the reviews on the locations you link: the reviewer's public display name, star rating, review text, and timestamps. We also read the list of locations you manage, so you can choose which ones we handle.
Replies. Drafts we generate, edits you make, and the replies published to Google.
Activity records. An audit log of what was drafted, edited, approved, rejected, and posted, and by whom.
Billing details. Handled by Stripe. We store a customer reference and subscription status. We never see or store your card number.

What we do not collect

We do not ask for, and have no way to receive, your patient records, appointment system, or any data from inside your practice. The only content we process is what a reviewer has already published publicly on Google, plus the settings you give us.

How review content is used

To draft a reply, we send the review text, the reviewer's display name, the star rating, and your configured rules and tone to Google's Gemini model running on Google Cloud Vertex AI. That request is processed to generate the draft and is not used to train Google's models. The draft is then checked against your compliance rules before anyone sees it.

If a reviewer has written something about their own care, that content originates from them and is already public on Google. We do not add clinical detail, and our rules are designed to keep it out of your reply.

Google account access

Connecting your Google Business Profile grants us the business.manage scope so we can read reviews and post replies for the locations you link. We store the resulting refresh token in Google Secret Manager, referenced by ID from our database — the token itself is never written to our database. You can disconnect at any time from your settings, which revokes our stored credential, and you can also revoke access directly at myaccount.google.com/permissions.

We use this access only to provide the features described here. We do not sell it, share it, or use Google user data for advertising or model training.

Where data lives

Application data is stored in Google Cloud in the United States. Secrets are stored in Google Secret Manager. Payment data is held by Stripe under their own privacy terms.

Who we share it with

Only the providers required to run the service: Google Cloud (hosting, database, and the model that drafts replies), Google Business Profile (reading reviews and posting your replies), and Stripe (payments). We do not sell personal information.

How long we keep it

Review and reply records, along with their audit trail, are kept for as long as your account is open. Close your account and ask us to delete it, and we will remove your account data within 30 days, except where we are required to keep billing records for tax and accounting purposes.

Your choices

Disconnect Google at any time; we stop reading reviews and posting replies immediately.
Require approval for every reply, so nothing is ever published without a person.
Request a copy of your data, or its deletion, by contacting us.

A note for medical and dental practices

ReplySage AI is not a HIPAA covered entity, and this service is not offered under a Business Associate Agreement. It is built specifically so that no protected health information needs to flow through it: we read only what a reviewer chose to publish publicly, and our compliance rules exist to keep your reply from confirming a treatment relationship or naming care. If your practice requires a BAA before using any vendor, talk to us before connecting your profile.

Changes

If we change this policy we will update the date at the top and notify account owners by email before the change takes effect.

Contact

Questions about this policy, or a request about your data, go through our contact page.