Privacy Policy

1. Overview

RepMark ("we," "us," or "our") is operated from Orange County, California. This Privacy Policy explains how we collect, use, and protect information when you use our website and services at getrepmark.com. By using RepMark, you agree to the practices described in this policy.

RepMark is intended for use by individuals who are 18 years of age or older. We do not knowingly collect information from anyone under 18. If you believe a minor has submitted information to us, please contact us and we will delete it promptly.

This Privacy Policy works together with our Data Processing Addendum, which describes how we handle personal information as a Service Provider under the California Consumer Privacy Act (CCPA).

2. Information We Collect

We collect only the information necessary to provide and operate the RepMark service:

• Account information: your email address when you sign up. You sign in with your Google account, and we send short-lived verification codes to your email address. RepMark does not ask you to create a password.
• Business profile information: your business name, address, Google Place ID, phone number, and related details you provide or that we retrieve from your public Google Business Profile listing to configure your account.
• Google Business Profile authorization: if you connect your Google Business Profile, we store the OAuth refresh token Google issues to us so that we can read your reviews and post replies you have approved. We store this token on our own infrastructure and never transmit it to any third party other than Google. You can revoke this authorization at any time at myaccount.google.com/permissions.
• Voice and tone samples: examples of how you'd like RepMark to respond to reviews, provided at signup and during ongoing use of the service.
• Inquiry information: your name, business name, phone number, email address, and message if you submit a contact inquiry.
• Payment information: billing is processed by Stripe. We do not store your credit card number or payment details - Stripe handles this directly. We receive only a Stripe customer identifier and subscription status.
• Activation page usage data: if you enable the Activation feature, we record when a visitor arrives at your RepMark page and which category of browser or device the request came from. We do not record visitor IP addresses, and we do not identify individual visitors.

In addition, as part of providing the service, we collect and process public Google review data about your business, including reviewer display names, review text, ratings, and dates. This data originates from publicly available Google Business Profile listings.

3. How We Use Your Information

We use the information we collect to:

• Create and manage your account
• Monitor your Google Business Profile reviews
• Generate AI-drafted responses to reviews in your voice, which a RepMark reviewer approves before posting (see our Terms of Service, Section 4.1)
• Post approved responses to your Google Business Profile on your behalf
• Produce trend analysis and monthly reports
• Build and host a review page on a RepMark subdomain, and, with your express permission given at signup, update the Website field on your Google Business Profile listing to point to it. We record the date and time you give that permission. If you cancel, we set the Website field back to its previous value.
• Process subscription payments through Stripe
• Send transactional emails (account verification, reports, alerts, inquiry confirmations)
• Respond to inquiries and support requests
• Improve and maintain the service

We do not sell or share your personal information for cross-context behavioral advertising. We do not use your data for advertising of any kind.

4. Third-Party Services (Sub-Processors)

RepMark uses the following third-party services to operate. Each receives only the data necessary to perform its function:

We do not share your information with any other third parties. A complete list of sub-processors and the data each one handles is maintained in our Data Processing Addendum.

5. Data Storage and Security

Your review data, reports and Google Business Profile authorization are stored on Oracle Cloud Infrastructure in the United States. Your account, login and billing-link records are stored on Neon in the United States. We use industry-standard practices to protect your information, including:

• Encryption in transit (TLS) and encryption at rest
• Access controls limiting data access to authorized RepMark personnel
• Authentication controls on administrative systems
• Routine patching and security review of infrastructure
• Encrypted backups stored separately on Cloudflare R2

No method of transmission or storage is 100% secure, and we cannot promise absolute security, but we take reasonable steps to protect your data.

6. Data Retention

We retain your personal data for the duration of your active subscription plus thirty (30) days after cancellation, after which we delete it from our production systems. Backups containing your data are retained for a limited operational period in accordance with our standard backup rotation policy and are deleted upon expiration.

When your account closes we send you a complete export of your review data and response history. We keep our own copy of that export for thirty (30) days so that we can re-send it if it does not reach you, and then delete it.

We may retain certain information longer where required by law (for example, financial records for tax compliance).

To request earlier deletion of your account and data, email us at support@getrepmark.com with the subject line "Data Deletion Request." We will honor verified requests within forty-five (45) calendar days, subject to legal exceptions.

7. Your Rights Under California Law

A note on reviewer information. RepMark processes publicly posted Google review content (including reviewer display names) on behalf of the businesses that subscribe to our service. If you are a reviewer (not a RepMark customer) and you want to exercise rights with respect to your review information, please first contact the business about which you left the review, since they are the controlling party under CCPA. You may also email us at support@getrepmark.com and we will assist the business in fulfilling your request to the extent we hold relevant information.

If you are a California resident, the California Consumer Privacy Act (CCPA) gives you the following rights with respect to your personal information:

• Right to know. You can request a copy of the personal information we hold about you, including the categories of information, sources, business purposes for collection, and third parties with whom we have shared it.
• Right to delete. You can request deletion of your personal information, subject to certain exceptions.
• Right to correct. You can request correction of inaccurate personal information.
• Right to opt out of sale or sharing. We do not sell or share your personal information, so there is nothing to opt out of. We will continue to honor this commitment.
• Right to non-discrimination. We will not discriminate against you for exercising any of these rights.

To exercise any of these rights, email us at support@getrepmark.com. We will verify your request and respond within forty-five (45) calendar days, with one additional 45-day extension where reasonably necessary and on notice to you, as permitted by the CCPA.

Residents of other U.S. states. If you reside in a U.S. state with a comprehensive consumer privacy law (including but not limited to Virginia, Colorado, Connecticut, Utah, Texas, Oregon, and Montana), you may have rights similar to those described above. Contact us at support@getrepmark.com to exercise any such rights, and we will respond within the timeframe required by your state's law.

8. Cookies and Similar Technologies

RepMark uses cookies and tokens only for essential service functions:

• A first-party authentication cookie that keeps you logged in to your RepMark account.
• Short-lived security tokens used to operate our content delivery and DNS (Cloudflare).

RepMark does not use tracking cookies, advertising cookies, retargeting pixels, or third-party analytics cookies on getrepmark.com or in the application.

9. Changes to This Policy

We may update this policy from time to time. If we make material changes, we will update the date at the top of this page. Continued use of RepMark after changes are posted constitutes your acceptance of the updated policy.

10. Contact

If you have any questions about this Privacy Policy, contact us at: support@getrepmark.com