Privacy policy

Who we are and who to contact

ReplyHawk is operated by legal name of the business, address, Québec, Canada ("ReplyHawk", "we").

Person in charge of the protection of personal information: name and title, privacy@replyhawk.app. Write to this person for any question, request or complaint about your personal information.

Our two roles

For the people who sign in to ReplyHawk (owners, admins, agents, viewers), we decide how their account information is used.

For the email, contacts and calendar data a business connects, ReplyHawk acts on that business's behalf: the business (the organization's owners) decides what is connected and who on their team sees it, and we process it only to provide ReplyHawk to them.

What we collect

Only what ReplyHawk needs to work:

• Your account: name, sign-in email, role, language, time zone and preferences you set.
• Sign-in and security: the kind of device and browser you use, the city where a new sign-in came from, and IP addresses stored only as one-way scrambled values (hashes) so they can't be read back.
• Gmail accounts a business connects: message headers (sender, recipients, subject, dates), short previews (snippets), labels, thread and message identifiers, and attachment names and sizes. The full text of messages and their attachments is not stored: it is fetched from Gmail when someone opens a conversation and shown without being saved.
• What your team creates in ReplyHawk: notes, assignments, statuses, tasks, follow-ups, templates, signatures, rules, drafts and emails written in ReplyHawk (kept until they are sent), contacts, calendar events and guests.
• Translations someone asks for: the translated text is saved with the message so it doesn't have to be translated again.
• Google Calendar, for people who turn on sync: the events of the one calendar they pick (title, time, place, notes, repeat pattern, privacy setting).
• Email tracking, when the sender turns it on: when a tracked email is opened or a link in it is clicked, the time, the browser or email program, a hashed IP address and an approximate city, region and country. Opens by machines (for example Apple Mail Privacy Protection or security scanners) are flagged and never shown as confirmed human opens.
• Error reports: when something breaks, a short technical message, the page address without any search terms, and which account and organization were signed in. Never the content of emails.
• Feedback you send us, and a screenshot only if you attach one (the screenshot is emailed to us, not stored).

Google user data

ReplyHawk asks Google only for the permissions it needs, and asks for the calendar permission only from people who turn on calendar sync:

ReplyHawk's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. In particular: Google user data is used only to provide and improve the features you see in ReplyHawk; it is never used for advertising, never sold, never used to train general artificial intelligence models, and no person at ReplyHawk reads it unless you ask us to (for example to fix a problem you report), it is needed for security or abuse investigations, or the law requires it.

• Gmail, read: to show your team the mail of the accounts you connect (headers, previews and labels are stored; message text is opened only when someone views it) and to search Gmail when asked.
• Gmail, send: to send what your team writes from your own Gmail account, so it lands in Sent.
• Gmail, modify (only for accounts whose admins turn on Mirror to Gmail): to copy archive, labels, read status, spam and trash to Gmail and keep drafts in Gmail Drafts. Mail is never deleted permanently.
• Gmail, basic settings (only when an owner or admin turns on Out of office): to set Gmail's own vacation responder.
• Google Contacts, read only (only when someone presses Import Google contacts): to add the account's contacts to ReplyHawk. Google contacts are never changed.
• Google Calendar (events, list of calendars): to keep the one calendar you pick in step with your ReplyHawk calendar.
• Basic profile (email, name): to know which Google account was connected and, if you use it, to sign you in with Google.

How we use it

To provide ReplyHawk: show and organize your team's mail, send what you write, translate when asked, sync calendars, send notifications and alerts you chose, keep accounts secure (new-device emails, limits on repeated sign-in attempts), find and fix errors, and answer your questions. We do not use personal information for advertising and do not sell or rent it.

Who can see it

Inside a business: only members of that organization, and only what their role and mailbox access allow. These rules are enforced by the database itself, not just hidden on screen. Different organizations never see each other's data.

Service providers that host or deliver parts of ReplyHawk, under contracts that limit their use to providing their service to us:

• Supabase (database and sign-in), data stored in the United States (Ohio).
• Vercel (application hosting), servers in the United States.
• Google (Gmail, Google Calendar and Google Contacts, at your request).
• Resend (sending ReplyHawk's own emails such as sign-in codes and alerts), United States.
• Translation, only for text someone asks to translate: Microsoft Azure Translator, Google Cloud Translation or Cloudflare Workers AI. None of them keep the text or use it for training.

Where it is kept

Your information is stored and processed outside Québec, in the United States. Before transferring it, we assessed that it is protected adequately, in particular by encryption, access controls and our providers' contractual commitments. Confirm once the privacy impact assessment is filed.

How long we keep it

• Organization data: as long as the organization exists. When an owner deletes the organization, everything in it is erased right away from the live database; backups are overwritten within 7 days. A short record (when, by whom, how many members and accounts) is kept to show the deletion took place.
• A disconnected Gmail account: its conversations stay until an owner deletes the account from ReplyHawk.
• Error reports: 90 days after the error was last seen.
• Counters used to limit repeated attempts: a few minutes to a day.
• Your account: until you leave every organization and ask us to delete it.

Security

Connections are encrypted (HTTPS). Google access tokens are encrypted with AES-256-GCM and used only on our servers; they are never sent to your browser or written to logs. Every table is protected by row-level security, sensitive changes go to an audit log, and Google access is withdrawn when an owner disconnects an account or deletes the organization.

If a confidentiality incident presents a risk of serious injury, we will notify the Commission d'accès à l'information du Québec and the people concerned, as the law requires, and keep a register of incidents.

Your rights

You may ask to see the personal information we hold about you, have it corrected, receive it in a structured, commonly used technological format, or withdraw a consent you gave. Owners can download all of their organization's data (Settings → Organization → Download export) and delete the organization. Each person can turn calendar sync off and sign out of devices at any time.

Write to privacy@replyhawk.app; we answer within 30 days. If you are not satisfied, you may complain to the Commission d'accès à l'information du Québec (cai.gouv.qc.ca) or, outside Québec, the Office of the Privacy Commissioner of Canada.

If your information is in ReplyHawk because a business uses it (for example you emailed that business), contact that business first; we will help them answer you.

Cookies

ReplyHawk uses only the cookies it needs to work: keeping you signed in, remembering the organization you picked, your language and your theme. No advertising or third-party tracking cookies, and no analytics that follow you across sites.

Children

ReplyHawk is a tool for businesses and is not meant for anyone under 14.

Changes

We will post any change here with its date and, for important changes, tell owners by email before it applies.