Privacy Policy

Our Commitment to Your Privacy

SmartReply, operated by Incharge Marketing LLC ("SmartReply," "we," "us," or "our"), is dedicated to protecting your privacy and handling your personal information with care. This Privacy Policy outlines our practices regarding the collection, use, disclosure, and protection of your information when you visit our website at smartreply.io or utilize our services, including integrations with Google APIs, such as Gmail, Google Drive, Google Business Profile, YouTube, and Google Ads where enabled. By using SmartReply, you acknowledge and agree to the terms outlined in this policy. For any questions or concerns, please reach out to us at support@smartreply.iosupport at smartreply dot io.

1. Information Collection Practices

Data You Provide to Us

We collect personal information that you choose to share with us through various interactions, including:

• Creating an account on our platform
• Signing up for newsletters or email communications
• Completing and submitting online forms
• Reaching out to our support team
• Authorizing access to your Google account or enabled Google integrations
• Choosing Sign in with Apple to create or access your account
• Taking a photo or choosing an image to submit through a feature you initiate in the mobile app

This information may include:

• Full name, email address, phone number, company name, and mailing address
• If you use Sign in with Apple, the name and email address Apple provides to us. If you choose Apple's Hide My Email option, we receive Apple's private relay email address instead of your personal email address.
• Photos or images you choose to capture or upload, along with information contained in those images
• Google data you authorize through the OAuth consent screen, such as Gmail messages and labels, Gmail send access, Google Drive files selected for enabled features, Google Business Profile review data, YouTube channel and comment data, Google Ads reporting data, and basic Google profile information such as name and email address.
• Any additional information you choose to provide

Automatically Collected Data

When you visit SmartReply.io, our systems automatically gather certain technical information, including:

• IP address, browser type and version, and operating system details
• Pages visited, entry and exit points, timestamps, and clickstream patterns
• Internet service provider information

This data helps us analyze usage trends, maintain our website, and enhance overall performance.

2. Mobile App Permissions and Account Sign-In

Camera and Photos

SmartReply requests camera access only when you choose to take a photo within the mobile app. For example, you may use the camera to capture an image and attach it to content you submit through a SmartReply feature. We process the photo to provide the feature you requested. SmartReply does not access the camera continuously or take photos without your action. You can deny or later revoke camera permission in your device settings, although camera-dependent features will then be unavailable.

Sign in with Apple

If you choose Sign in with Apple, Apple provides SmartReply with an account identifier and, depending on your choices, your name and email address. You may use Apple's Hide My Email option so that SmartReply receives a private relay address instead of your personal email address. We use this information only to create, authenticate, secure, and support your SmartReply account. We do not use data from Sign in with Apple or your interactions with the app for advertising purposes.

3. How Your Information Is Used

The information we collect serves multiple essential purposes:

First and foremost, we use your data to deliver and maintain the SmartReply platform, ensuring all core features operate smoothly and reliably. We process Google API data only to provide the specific SmartReply features you enable or request, such as syncing conversations, labeling processed messages, generating suggested replies, sending approved replies, retrieving authorized Drive files, managing reviews, moderating comments, or showing authorized reporting data. Through analysis of aggregated usage patterns that do not identify Google user content, we continuously refine platform performance, introduce new features, and personalize your user experience.

We also leverage your contact information to keep you informed about product enhancements, company news, and relevant marketing communications (all of which you can opt out of whenever you wish). Payment information is processed to handle billing, subscription management, and invoice generation. When you contact our support team, we use your data to address your inquiries and resolve technical issues efficiently.

Additionally, we monitor and evaluate data to identify, investigate, and prevent fraudulent activities or security threats, protecting both you and our platform. Finally, we may process your information to uphold our Terms of Service, meet legal obligations, and comply with applicable regulatory requirements.

4. Data Retention and Deletion

We maintain personal information only for as long as necessary to fulfill the purposes outlined in this policy or as mandated by applicable laws. Google API data is retained exclusively for the duration needed to deliver SmartReply services and satisfy contractual or legal requirements.

Once retention periods conclude (or upon receiving a verified deletion request from you), we securely delete or anonymize your data, except where continued retention is required by law, security, fraud prevention, dispute resolution, or backup restoration practices.

5. Google API Integration

When you connect a Google account, SmartReply only accesses the Google data you authorize through the OAuth consent screen. Depending on the Google integration you enable, this may include Gmail messages and labels, Gmail send access, Google Drive files selected for enabled features, Google Business Profile review data, YouTube channel and comment data, Google Ads reporting data, and basic Google profile information such as name and email address.

We use Google user data only to provide and improve the specific user-facing features you enable, such as syncing Gmail conversations, labeling processed messages, generating suggested replies, sending approved replies, retrieving authorized Drive files, managing Google Business Profile reviews, moderating YouTube comments, or displaying authorized Google Ads reporting data.

SmartReply does not sell Google user data. SmartReply does not use Google user data to train general-purpose AI or machine learning models. SmartReply does not train customer-specific AI or machine learning models on Google user data unless separately agreed and permitted by applicable law, Google policies, and your explicit authorization.

SmartReply does not transfer Google user data to third parties except as necessary to provide or secure the SmartReply service, comply with law, or with your explicit direction. Service providers, including AI service providers used to generate user-requested replies or outputs, may process Google user data only to provide the enabled SmartReply feature, under contractual restrictions, and not to train their models.

SmartReply's use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

You may disconnect Google integrations at any time from your SmartReply account settings or by revoking access at https://myaccount.google.com/permissions. You may request deletion of Google user data by contacting support@smartreply.iosupport at smartreply dot io.

6. Cookies and Tracking Technologies

SmartReply employs cookies and similar tracking technologies to enhance your browsing experience:

• Essential Cookies: Required for basic website functionality
• Performance Cookies: Help us measure and optimize site performance
• Functional Cookies: Remember your preferences and settings
• Targeting Cookies: Enable relevant advertising and marketing for our website visitors. We do not use Google API user data for targeted advertising.

You can manage cookie preferences through your browser settings. Please note that disabling certain cookies may affect the functionality of some features.

7. Information Sharing and Disclosure

We share your information only in the following limited circumstances:

• Service Providers: We work with trusted third-party vendors who assist us in operating our platform. These providers may process information only as needed to provide or secure SmartReply, under contractual restrictions, and may not use Google user data to train their AI models
• Legal Compliance: We may disclose information when required by law, court order, subpoena, or valid government request
• Business Transfers: In the event of a merger, acquisition, or asset sale, your data may be transferred, but will continue to be protected under this Privacy Policy

We Never Sell Your Data: We do not and will not sell, rent, or trade your personal information to third parties for their marketing purposes.

8. Security Measures

We implement industry-standard security practices to protect your information, including:

• Encryption in transit and at rest
• Secure, access-controlled cloud hosting infrastructure
• Network and application-layer protections
• Strict access controls and authentication protocols
• Regular security audits and vulnerability assessments

While we employ robust security measures, please understand that no method of internet transmission or electronic storage can be guaranteed to be 100% secure.

9. Your Privacy Rights

For Users in the European Economic Area (GDPR)

If you reside in the EEA, you have the following rights:

• Right to access your personal data
• Right to rectify inaccurate information
• Right to request deletion of your data
• Right to restrict or object to processing
• Right to data portability

For California Residents (CCPA)

California users have the right to:

• Know what personal information is collected
• Request deletion of personal information
• Opt-out of the sale of personal data (note: we do not sell personal information)

To exercise any of these rights, please contact us at support@smartreply.iosupport at smartreply dot io. We may need to verify your identity before processing your request and will respond within 30 days.

10. Children's Privacy Protection

SmartReply is not intended for use by individuals under the age of 13. We do not knowingly collect personal information from children. If we become aware that we have inadvertently gathered data from a child under 13, we will take immediate steps to delete such information.

11. Third-Party Websites

Our website may contain links to external websites that we do not operate or control. We encourage you to review the privacy policies of these third-party sites, as we are not responsible for their privacy practices or content.

12. International Data Transfers

Your information may be transferred to and processed in countries outside of your jurisdiction, including the United States, where data protection laws may differ from those in your country. By using SmartReply, you consent to such international transfers of your information.

13. Privacy Policy Updates

We reserve the right to modify this Privacy Policy from time to time. Any changes will be posted on this page with an updated "Last Updated" date. Your continued use of SmartReply after such modifications constitutes your acceptance of the revised policy.

14. Contact Information

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please don't hesitate to contact us: