Scope and our role
This Privacy Policy applies to the ReviewRobot website, application, and related support services. ReviewRobot helps local businesses monitor reviews and prepare responses for an authorized person to review before anything is posted publicly.
For review content and other information a business connects to the service, ReviewRobot generally processes that information on behalf of the business. ReviewRobot determines how account, billing, security, and service-operation information is used to run the service.
Information we collect
- Account information: name, verified email address, Google account identifier, account membership, role, and login activity.
- Business information: business and location details, team settings, reply preferences, plan capacity, and connection status.
- Review and response information: reviews imported at your direction, reviewer display names, ratings, review text, reply drafts, edits, approvals, posting status, and related timestamps.
- Billing information: subscription, plan, invoice, and payment-status information received from Stripe. ReviewRobot does not store complete payment-card numbers.
- Communications: support messages, team invitations, notification preferences, and delivery status.
- Technical and service information: essential cookies, session information, security events, feature activity, bounded diagnostic data, and content-free operational records.
We collect information from you and your team, from Google or another service you choose to connect, from service activity, and from providers that help us operate ReviewRobot.
How we use information
- Provide, personalize, secure, and support ReviewRobot.
- Authenticate users and enforce account membership, roles, plan limits, and approval requirements.
- Import reviews, generate reply drafts, and carry out an approved posting action when those features are enabled and requested.
- Process subscriptions, service messages, support requests, and provider receipts.
- Diagnose failures, prevent misuse, maintain audit evidence, and improve the service.
- Comply with law and protect users, providers, and ReviewRobot.
Google account and Google Business Profile data
Google account sign-in uses only identity permissions for your basic profile, verified email address, and stable Google account identifier. This sign-in does not grant ReviewRobot access to your Google Business Profile.
If you separately connect Google Business Profile after that feature becomes available, ReviewRobot may access the accounts and locations you can manage, reviews for locations you explicitly select, existing response information, and the identifiers and authorization data needed to perform the actions you request. ReviewRobot uses this data only to provide or improve visible ReviewRobot features. It is not sold, used for advertising, used to determine creditworthiness, or shared with data brokers.
Google authorization credentials are kept server-side and are not exposed in the browser or ordinary logs. Access is limited to the permissions needed for the connected feature. Google sign-in and Business Profile authorization remain separate, and reconnecting a disconnected Business Profile requires a new authorization.
ReviewRobot does not post a public reply without an authorized user's explicit approval. Our use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including its Limited Use requirements.
AI-assisted reply drafts
When real AI generation is enabled and an account owner accepts the in-product AI disclosure, ReviewRobot may send a review's rating and text, the business description, and reply preferences to OpenAI to prepare a draft. We do not intentionally send the reviewer's email address, Google authorization credential, raw Google provider payload, or ReviewRobot internal account identifier in that request.
ReviewRobot requests that API responses not be stored as application state by OpenAI. OpenAI states that API inputs and outputs are not used to train its models by default unless the customer opts in, although default abuse-monitoring logs may be retained for up to 30 days. ReviewRobot separately stores the resulting draft so an authorized user can review, edit, approve, or reject it.
When we disclose information
We disclose information only as needed to provide the service, follow your instructions, operate safely, or comply with law. Service providers may include Google for identity and connected business features, OpenAI for approved draft generation, Stripe for billing, Resend for email, Vercel and Cloudflare for application delivery, Neon for database hosting, Inngest for background work, and Sentry for privacy-limited error monitoring. Each provider handles information under its own terms and privacy commitments.
We may also disclose information during a business transaction, to professional advisers under confidentiality obligations, when required by law, or when reasonably necessary to protect rights, safety, and service integrity. We do not sell or rent personal information, and we do not use personal information for targeted advertising.
Cookies and analytics
ReviewRobot uses cookies and similar storage that are necessary for authentication, security, account continuity, and core application behavior. We do not use this information for cross-site targeted advertising.
Retention
- Cached Google-derived reviewer identity, review text, rating, and unposted reply-draft content are configured to expire no later than 30 days after the applicable provider refresh or generation.
- Support-request content and reply addresses are deleted after no more than 90 days.
- Account, membership, settings, and subscription records are kept while the account is active and as needed to provide the service.
- Limited billing, security, fraud-prevention, dispute, and content-free audit records may be retained longer when reasonably necessary or required by law.
Deletion applies to the live service. Earlier copies may remain in protected backups until the backup-retention window expires and are not returned to active use after a completed deletion.
Security
ReviewRobot uses encrypted transport, role-based access controls, server-only provider credentials, environment separation, redacted operational logs, provider pause controls, and database recovery safeguards. No security program can guarantee that information will never be accessed, lost, or misused.
Your choices and privacy rights
You can update certain account information and notification preferences in the application. An account owner may disconnect a connected service or request access, correction, export, or deletion through in-app Support or by emailing support@reviewrobot.ai. We may need to verify your identity and authority over the account before completing a request.
Depending on where you live, you may have additional rights to know, correct, delete, or receive a copy of personal information, and to appeal a denied request. ReviewRobot will not discriminate against you for exercising an applicable privacy right. Some information may be retained where an exception applies, including for security, billing, disputes, legal obligations, or the rights of others.
Children and international use
ReviewRobot is a business service and is not directed to children under 18. We do not knowingly collect personal information from children. ReviewRobot and its service providers may process information in the United States and other countries where they operate, which may have different data-protection laws.
Changes and contact
We may update this policy as ReviewRobot changes. If a change materially affects how we use previously collected information, we will provide appropriate notice and request consent when required. Questions or privacy requests may be sent to support@reviewrobot.ai.