Effective Date: 04/28/25

Welcome to ReplySense.Ai (“we,” “our,” or “us”). We value your privacy and are committed to protecting your personal data. This Privacy Policy explains how we collect, use, and protect your information when you use our Google Workspace Add-on.

Information We Collect

When you use ReplySense.Ai, we collect and store the following information:

• User Email Address (to identify and personalize your experience)
• OpenAI API Key (encrypted and stored securely)
• Google Sheet ID (provided by you for logging audit and reply records)
• Email List to Skip (optional, emails you specify to skip during auto-reply generation)
• Business Context Document URL (optional, a URL pointing to your own hosted FAQs or business information)

Important:

• We do not store, read, or archive the contents of your Business Context Document. We fetch its content temporarily at runtime to pass it to your own OpenAI account for better response generation.
• We do not store any email content from your Gmail account.
• Your email content is only processed using your own provided OpenAI API key.
• We do not use a shared or developer-owned OpenAI key for processing.

How We Use Your Information

We use the collected information for the following purposes:

• Authenticate your account.
• Generate email draft responses using your OpenAI account based on your emails and optional Business Context Document.
• Log audit and draft generation details into your own provided Google Sheet.
• Enable customizations such as tone preferences and skip lists

Use of Google Workspace APIs

Our application, ReplySense.AI, uses Google Workspace APIs to access user data (such as Gmail content) solely for the purpose of providing core functionality, such as generating AI-powered draft replies within your Gmail interface.

We do not use or retain any data obtained through Google Workspace APIs for the purpose of developing, improving, or training generalized artificial intelligence (AI) or machine learning (ML) models.

All data accessed via Google APIs is handled securely and in strict accordance with Google API Services User Data Policy, including the Limited Use requirements.

Business Context Document

• Users may optionally provide a Business Context Document URL containing FAQs about their business, services, or products.
• We recommend users host this file themselves and provide a public/shareable link.
• The file contents are temporarily fetched, passed securely to your OpenAI API during draft creation, and discarded immediately after use.
• We never permanently store or index the document contents.

Data Sharing and Disclosure

• We do not sell, share, rent, or disclose any user data to third parties.
• The only external services accessed are:
  • https://api.replysense.ai (for saving and retrieving user settings)
  • https://api.openai.com (for generating drafts using your API key)

Data Security

• OpenAI API Keys are encrypted before storage.
• Data transmissions are secured using industry-standard HTTPS protocols.
• We implement administrative, technical, and physical safeguards to protect your information.

Data Retention

• Your settings are retained until you manually delete them or uninstall the add-on.
• Audit and reply logs are saved in your Google Sheet, which you control.

Your Rights

You have the right to:

• Access and update your saved settings.
• Request deletion of your settings.
• Withdraw consent by uninstalling the add-on.

You can contact us at [support@replysense.ai] for data deletion requests.

Changes to this Policy

We may update this Privacy Policy from time to time. We will inform you through the add-on or email when major changes occur.