Privacy Policy

This Privacy Policy explains how SmartReply (“we,” “us,” or “our”) collects, uses, stores, and shares information when you use our website at smartreply.space and the optional Microsoft Outlook add-in (the “Service”).

By using the Service, you consent to the practices described in this Policy. If you do not agree with this Policy, do not use the Service.

Information we collect

We may collect or process the following categories of information:

• Account and technical data. This includes information such as device type, browser type, IP address, timestamps, and basic diagnostic logs needed to keep the Service secure and reliable.
• Content you provide. When you generate a reply or submit a support request, we process the text and context you provide so we can deliver the requested feature.
• Outlook data. If you use the add-in, the Service may access message or thread context according to the permissions you grant in Microsoft Outlook or Microsoft 365.
• Support communications. If you contact us, we receive the information you send, such as your name, email address, and message.

How we use information

We use information to:

• Provide and improve the Service.
• Generate reply drafts and related suggestions.
• Operate, maintain, secure, and debug the Service.
• Respond to support inquiries and product questions.
• Comply with legal obligations and enforce our terms.

How we share information

We do not sell personal information. We may share information only as needed to operate the Service, including with:

• Service providers. For example, infrastructure, analytics, email delivery, or AI vendors that help us run the Service.
• Microsoft. If you use the Outlook add-in, Microsoft processes some data according to its own terms and privacy practices.
• Legal and business transfers. We may disclose information if required by law or in connection with a merger, acquisition, or similar transaction.

AI providers

When you use AI features, your prompts and related context may be sent to third-party AI providers to generate output. Those providers process the data under their own terms and privacy policies. Do not submit highly sensitive information unless you understand the risks.

Retention

We keep information only for as long as reasonably necessary to operate the Service, fulfill the purposes described in this Policy, or meet legal, security, or accounting obligations.

Cookies and similar technologies

We may use cookies and similar technologies to remember preferences, improve performance, and understand how the Service is used. You can control cookies through your browser settings.

Security

We use reasonable administrative, technical, and organizational safeguards designed to protect information. No system is completely secure, and we cannot guarantee absolute security.

Your choices and rights

Depending on where you live, you may have rights to access, correct, delete, or restrict certain personal information, or to object to some processing. To exercise those rights, contact us using the information below. We may need to verify your request.

Children

The Service is not directed to children under 13, or the age required by local law, and we do not knowingly collect personal information from children.

Changes to this Policy

We may update this Privacy Policy from time to time. If we make changes, we will post the updated version here and revise the “Last updated” date above.

Contact

If you have questions about this Policy, contact us through the support page or email ali@softx.ca.