Privacy Policy

1. Introduction

Welcome to ContextReply ("we," "our," or "us"). We are committed to protecting your privacy and ensuring the security of your personal and business information. This Privacy Policy explains how we collect, use, disclose, and safeguard your data when you use our AI-powered email response system.

2. Information We Collect

2.1 Account Information

• Name and email address
• Company information
• User authentication credentials
• Profile settings and preferences

2.2 Email Data

• Email content and metadata
• Email threads and conversations
• Contact information of email participants
• Email attachments

2.3 Company Documents

• Internal documentation
• Knowledge base materials
• Company policies and guidelines
• Training materials

2.4 Usage Data

• System interaction logs
• Feature usage statistics
• Performance metrics
• Error reports

3. How We Use Your Information

We use collected information to:

• Provide and maintain our email response service
• Generate context-aware email responses
• Improve our AI models and response accuracy
• Ensure compliance with company guidelines
• Analyze and enhance system performance
• Protect against unauthorized access
• Communicate service updates and changes

4. Data Storage and Security

4.1 Storage

• All data is stored on secure Google Cloud Platform infrastructure
• Email data is processed through Gmail API
• Vector embeddings are stored in Pinecone's secure database
• Regular backups are maintained with encryption

4.2 Security Measures

• Enterprise-grade authentication
• End-to-end encryption
• Regular security audits
• Access control and monitoring
• Compliance with industry security standards

5. Data Sharing and Disclosure

We do not sell your data. We may share data with:

• Third-party service providers essential to our operations
• Legal authorities when required by law
• Business partners with your explicit consent
• Your organization's authorized administrators

6. User Rights and Controls

You have the right to:

• Access your personal data
• Request data correction or deletion
• Export your data
• Opt-out of certain data processing
• Revoke access permissions
• Manage email processing preferences

7. Data Retention

• Active account data is retained for the duration of service
• Deleted account data is removed within 30 days
• Email processing logs are retained for 90 days
• Backup data is retained for disaster recovery purposes

8. Children's Privacy

Our service is not intended for users under 18 years of age. We do not knowingly collect or maintain information from children.

9. International Data Transfers

Data may be processed in different countries. We ensure appropriate safeguards are in place for international data transfers.

10. Cookie Policy

We use cookies and similar technologies to:

• Maintain user sessions
• Remember preferences
• Analyze usage patterns
• Enhance security

11. Changes to Privacy Policy

We may update this policy periodically. Users will be notified of significant changes via email or system notification.

12. Contact Information

For privacy-related questions or concerns:

• Email: contact.contextreply@gmail.com

13. Legal Compliance

We comply with:

• GDPR (General Data Protection Regulation)
• CCPA (California Consumer Privacy Act)
• Other applicable data protection laws

14. Business Transfers

If ContextReply is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change in ownership or control of your personal information.

15. Specific Features Privacy

15.1 AI Processing

• Email content is processed using GPT-4o mini
• Company documents are vectorized for context retrieval
• We affirm that Google Workspace APIs are not used to develop, improve, or train generalized AI and/or ML models

15.2 Gmail Integration

• Gmail API access is limited to necessary scopes
• Email processing follows Google's API policies
• Users can revoke Gmail access at any time

16. Accountability

We are committed to:

• Transparency in data processing
• Regular privacy impact assessments
• Prompt breach notifications
• Continuous privacy program improvements