ReplyFast.io ("ReplyFast," "we," "us," or "our") operates the website at replyfast.io and provides a fully managed AI voice receptionist service for service-based businesses. This Privacy Policy explains how we collect, use, and protect information when you visit our website or become a client.
1. Information We Collect
From website visitors:
- Name, email address, and phone number submitted through our contact or inquiry forms
- Business name, business type, and estimated call volume (provided voluntarily)
- Browser type, device type, IP address, and pages visited (collected automatically via standard server logs)
- Cookies and similar tracking technologies for site analytics and performance
From clients (service businesses we work with):
- Business contact information, operating hours, staff names, and service-specific details needed to configure your AI receptionist
- Inbound call recordings and transcripts handled by your AI receptionist (your callers' conversations)
- Call summary logs and scheduling data generated by the AI receptionist
- Billing and payment information (processed securely through third-party payment processors)
2. How We Use Your Information
We use the information we collect to:
- Respond to inquiry and discovery call requests submitted through our website
- Build, configure, and maintain your custom AI voice receptionist
- Improve the accuracy and performance of our AI models using anonymized call data
- Send you service-related communications (setup updates, call summaries, maintenance notices)
- Comply with legal obligations and enforce our Terms of Service
- Detect and prevent fraud or misuse of our service
We do not sell your personal information to third parties. We do not use your data for advertising purposes outside of ReplyFast.io services.
3. Call Recordings & Transcripts
As part of our managed AI receptionist service, calls handled by your AI receptionist may be recorded and transcribed. These recordings are:
- Stored securely and accessible to you (the client) through your account dashboard or call summaries
- Used internally to monitor quality and improve AI performance
- Retained for a period of 12 months from the date of the call, after which they are deleted unless legally required to be kept longer
- Never sold to or shared with third parties without your explicit consent, except as required by law
You are responsible for informing your callers that calls may be recorded, as required by applicable laws in your jurisdiction (e.g., two-party consent states in the US).
4. Cookies & Analytics
Our website uses cookies to:
- Understand how visitors navigate the site (page views, session duration, traffic sources)
- Remember form inputs and preferences during a session
- Run basic analytics to improve site performance
We use privacy-respecting analytics tools that do not track individual users across websites. You can disable cookies in your browser settings at any time; doing so may affect certain site functionality.
5. Third-Party Services
We use carefully selected third-party services to operate our platform, including:
- Cloud infrastructure providers — for hosting, call routing, and data storage
- AI/voice processing providers — for speech recognition and natural language understanding
- Payment processors — for billing (we do not store your full card details)
- Communication platforms — for delivering call summaries, SMS notifications, or WhatsApp messages
Each third-party provider is contractually required to handle your data securely and in accordance with applicable privacy laws. We do not permit them to use your data for their own purposes.
6. Data Retention
We retain personal information only as long as necessary to provide our service or as required by law:
- Inquiry/lead data: Retained for up to 24 months from last contact
- Client account data: Retained for the duration of the service agreement, plus 12 months after termination
- Call recordings & transcripts: Retained for 12 months from the call date
- Billing records: Retained for 7 years as required by applicable tax and accounting laws
You may request deletion of your data at any time by contacting us (see Section 9). We will fulfill deletion requests within 30 days, except where retention is required by law.
7. Data Security
We implement industry-standard security measures including:
- Encryption in transit (TLS/HTTPS) for all data transmitted to and from our servers
- Encryption at rest for stored recordings, transcripts, and personal data
- Access controls limiting data access to authorized ReplyFast personnel only
- Regular security reviews and updates to our infrastructure
No system is 100% secure. In the event of a data breach that affects your personal information, we will notify you as required by applicable law.
8. Your Rights
Depending on your location, you may have the right to:
- Access — request a copy of the personal data we hold about you
- Correction — request correction of inaccurate or incomplete data
- Deletion — request deletion of your personal data ("right to be forgotten")
- Portability — receive your data in a structured, machine-readable format
- Opt-out — opt out of any marketing communications at any time
- Restriction — request that we limit how we process your data in certain circumstances
To exercise any of these rights, contact us at the address in Section 9. We will respond within 30 days of receiving your verified request.
10. Changes to This Policy
We may update this Privacy Policy from time to time. When we do, we'll update the "Last updated" date at the top of this page. Continued use of our website or service after changes are posted constitutes your acceptance of the revised policy.
For material changes, we will notify active clients via email at least 14 days before the changes take effect.