Privacy Policy

Two kinds of information

• Our customers' information (the business owners and their team): we decide how it's used, as described here.
• Information about our customers' callers and clients (call transcripts, messages, client lists): the business decides why it's collected; we process it on the business's behalf and only to provide easyRep to them. If you called or emailed with a business that uses easyRep, please contact that business first; we'll help them answer you.

What we collect

• Account details: name, email, password (stored only as a secure one-way hash), business name, type and phone number, profile picture if you add one, and your sign-in and security settings.
• Business setup: hours, services, prices and other facts you give the receptionist; email settings and templates.
• Calls: caller phone number, time and length of the call, and a written transcript, plus messages, orders and appointment requests taken. Call audio is processed live to understand and answer the caller; we keep the transcript, not a recording.
• Clients and emails: details clients enter on your new-client form (name, email, phone, how they heard of you), their consent (with the wording, time, internet address and browser), groups, service dates, emails sent to them, and unsubscribes, bounces and spam reports.
• Support: what you send through our support form or our website's AI assistant.
• Technical: internet address and browser for security, sign-in limits and consent records, and server logs kept for a short time.
• Billing: plans, usage and payment status. Card details are handled by our payment provider; we don't store full card numbers.

How we use it

• To provide easyRep: answer and transcribe calls, send the emails you set up, run your dashboard, and bill for it.
• To keep accounts and the service secure: sign-in codes, password resets, spotting misuse, and limiting one free trial per business, email, phone and card (we keep these as one-way hashes for that purpose, even after an account is deleted).
• To send service messages: confirmations, security alerts, trial and billing notices. These aren't marketing.
• Only if you agree (optional boxes at sign-up or under Your account, one for email and one for texts): to send you easyRep offers and news. You can stop at any time.
• To support you and improve easyRep. We don't use your callers' or clients' information to train AI models.

Who we share it with

Only with providers that help us run easyRep, under contracts that limit their use to providing their service:

• Telnyx: phone numbers and calls.
• Deepgram: turning callers' speech into text.
• Anthropic (Claude): the AI that understands callers and replies, drafts newsletters, and powers the website assistant.
• Cartesia: the receptionist's voice.
• Amazon Web Services (SES): sending emails.
• DigitalOcean: hosting, database and backups. Cloudflare: domain and email routing.
• Our payment provider, once card payments are switched on.

We may also share information if the law requires it, to protect people's safety or our rights, or as part of selling or merging the business (with this policy still applying). We never sell personal information or share it for advertising.

Text messages

If you choose to get offers and news from easyRep by text, we use your phone number only to send those texts and to answer your replies. No mobile information will be sold or shared with third parties or affiliates for promotional or marketing purposes. All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties. Our texting provider (Telnyx) handles your number only to deliver the messages.

Message frequency varies, up to 4 messages a month. Message and data rates may apply. Reply STOP to stop at any time, START to start again, or HELP for help. We keep a record of when you agreed and of STOP and START replies, to honour them.

Cookies

We use only cookies needed for the site to work: keeping you signed in, protecting forms against forgery, and remembering a sign-in or setup step in progress. There are no advertising or tracking cookies.

How long we keep it

For as long as your account is active. When you delete your account, calls, messages, clients, emails and settings are erased after 30 days (you can restore the account until then), and encrypted backups roll off within 30 days after that. Free-trial checks (one-way hashes) and records we must keep for tax, legal or security reasons may be kept longer.

Security

Connections are encrypted (HTTPS). Passwords are hashed, each business's data is kept separate inside the database, backups are encrypted, and two-step sign-in with an email code is available. No system is perfectly secure; if a breach affects your information we'll tell you as the law requires.

Your choices and rights

You can see and update most of your information in the dashboard, export your client list, change email settings, and delete your account. You can also ask us for a copy of your information, or to correct or delete it, by emailing support@myeasyrep.com. Depending on where you live (for example California), you may have further rights; we'll honour them and won't treat you differently for using them. Clients can unsubscribe from any business's emails with the link in each email.

Children

easyRep is for businesses and isn't meant for anyone under 18. We don't knowingly collect children's information; if you think we have, contact us and we'll delete it.

Changes to this policy

We'll post any changes here with a new date, and tell you by email or in the dashboard if they're significant.

Contact

easyRep LLC, 145 Wellington Ct, SI. Email support@myeasyrep.com, or use our support page.