Privacy Policy

1. Who we are

This policy explains how Reply First ("Reply First", "we", "us") collects and uses information when you visit replyfirstmedia.com (the "Site"), contact us, become a client, or pay us.

2. Information we collect

You give us

Contact form: your name, phone number, email, business name, how you prefer us to follow up and your question.
Free form test: your name, phone number, email, business name and the website your quote form is on.
Setup form (after you pay): your plan and any add‑ons, name, business name, phone number, email, website and the platform it runs on, the jobs you want and don't want, your service area, the email your replies should come from, your quiet hours, the best time for a call, anything else you add, and a reference to your Stripe checkout so we can match it to your payment.
Clients: business contact details, the details we need to set up the service (website platform, form settings, sending domain, service area, hours) and access you grant us to those tools.
Add‑ons: for a Google Business Profile Setup, access to your Google account or profile, and the photos, hours, services and service area you give us. For a lead form or website, your logo, brand colours, photos and the text about your business you give us.
Messages: anything you send us by email or through a form on the Site.

Business contact details

When we contact a business about our service, we use business contact details it publishes on its own website or in public records, such as a company email address. We may also send one ordinary inquiry through its public website form to measure how quickly it replies, under our own name.

Payments

Payments are processed by Stripe. When you pay, you enter your card or bank details with Stripe, and Stripe processes them under its own privacy policy. We do not receive or store your full card number. We receive limited payment information from Stripe, such as your name, billing email, the amount, the date, the last four digits of the card and the payment status.

Collected automatically

Usage and device data: pages viewed, referring page, browser and approximate location, and actions such as sending a form or starting checkout, collected through Google Analytics. For a purchase it records the plan and price, not your name or card details.
Form records: every form you send is saved in our database with the time it arrived, so a message is not lost if email delivery fails.
Server logs: our web host records standard request data, such as IP address and time, to run and secure the Site.

3. Your customers' data (for clients)

When we run the 60‑Second Lead Engine for you, it handles the details your customers enter in your website form, such as their name, email, phone number and message. We process that data on your behalf and only to provide the service: replying to the inquiry, logging it to your Google Sheet, alerting you and, on the Reply + Rank plan, scoring it.

You own that data. We do not use it for our own marketing, sell it, or share it except with the providers listed below that run the service. Within 30 days after your service ends, we delete our working copies, except where the law requires us to keep them. The copy in your Google Sheet stays with you.

4. How we use information

To contact businesses about our service and share reply‑speed results with them.
To provide, monitor and support the service you buy, including the monthly report.
To bill you and keep payment records.
To answer your messages, including an instant email reply when you send a form on the Site.
To run the free form test you request and send you the result.
To measure and improve the Site.
To meet legal and tax obligations.

We do not sell personal information.

5. Who we share it with

We share information only with providers that help us run the business, and only as needed:

Stripe, to process payments.
Resend, which sends your instant email reply and our alerts.
Supabase, which stores form submissions and, for clients, lead records.
Google (Workspace, Gmail and Sheets), for email and lead logs, and Google Analytics to measure Site visits.
Anthropic, our AI provider, which scores leads on the Reply + Rank plan. Lead details are sent to it to produce a score, a short reason and a suggested opening line. It does not write the replies your customers receive.
Vercel, our web host, which serves the Site and runs our forms.

We may also disclose information if the law requires it.

6. Cookies

The Site uses as little as possible:

Preferences: your light or dark theme choice, saved in your browser.
Your order: the plan and add‑ons you choose at checkout, saved in your browser so your choices stay put if you go back.
Analytics: Google Analytics sets cookies to count visits and see which pages are used. We use it only in aggregate.
Payments: Stripe may set cookies on its own payment pages to process payments and prevent fraud. Those pages are run by Stripe.

You can block or delete cookies in your browser settings, and you can opt out of Google Analytics with Google's opt‑out browser add‑on.

7. Your rights

Depending on where you live, you may have the right to access, correct, delete or receive a copy of your information, and to opt out of certain processing. To make a request, send us a message through the contact form on any page. We confirm your request within 10 business days and complete it within 45 days, or tell you why we need more time or cannot complete it. If you are one of our clients' customers, we will pass your request to that business, because it controls your data.

8. Retention and security

We keep information only as long as we need it:

Contact form and free form test messages: up to 24 months after our last contact with you.
Client account and setup details: while you are a client, and up to 24 months after.
Your customers' lead records: deleted from our systems within 30 days after your service ends.
Payment and invoice records: 7 years, for tax and accounting.

We limit access to the people and providers who need it, use encrypted connections, and keep access keys out of our code. No method of sending or storing data is completely secure, and we will tell you without undue delay if a breach affects your information.

9. Children

The Site and service are for businesses and are not directed to children under 16. We do not knowingly collect their information.

10. Changes

We may update this policy. We will change the date at the top and, for significant changes, give more notice where required.

11. Contact

Reply First