Privacy Policy

Smart Business Reply is the data controller for personal data of account holders (business owners) and for visitors to this website. For end-customer conversations that pass through your assistant, you (the business owner) are the controller and we act as your processor, handling that data on your instructions to provide the Service.

• Account data — name, email address, login credentials or Google sign-in identifier, business name, country, timezone and notification phone number. Used to create and secure your account and to provide the Service. Legal basis: performance of our contract with you.
• Business knowledge base content — the hours, prices, policies, FAQs and other material you enter. Used to generate assistant replies. Legal basis: contract.
• Conversation and lead data — messages exchanged with your customers, and contact details customers provide (name, phone, email), appointment requests and payment confirmations you record. Used to operate the assistant and your dashboard. Legal basis: contract (and, for end-customer data, your instructions as controller).
• Usage and technical data — feature usage, message counts, log data, device identifiers and IP address. Used for security, fraud prevention, quota enforcement, troubleshooting and improving the product. Legal basis: legitimate interests in running a secure, reliable service.
• Support communications — messages you send us. Used to answer you. Legal basis: legitimate interests.
• Marketing communications — only where you have opted in. Legal basis: consent, which you can withdraw at any time.
• Legal and accounting records — retained where we must. Legal basis: legal obligation.

• Service providers / subprocessors — hosting and database providers, AI model providers used to generate replies, email notification providers, and calendar providers you choose to connect.
• Paddle, our Merchant of Record, for the sale of subscriptions, subscription management, payments, tax compliance and invoicing.
• Professional advisers such as our lawyers and accountants.
• Authorities where we are required to disclose by law.

We do not sell personal data.

Our providers may process data outside your country, including outside the UK/EEA. Where that happens we rely on an adequacy decision or on Standard Contractual Clauses together with appropriate additional safeguards.

We keep account, knowledge base and conversation data for as long as your account is active, and for up to 90 days after cancellation so you can reactivate or export. After that it is deleted or anonymised, except records we must keep for legal, tax or accounting purposes, which are kept for the period required by law.

Depending on where you live you may have the right to access your data, correct it, delete it, restrict or object to processing, receive it in a portable format, and withdraw consent. Where the GDPR or UK GDPR applies you also have the right to complain to your supervisory authority. Contact us at support@voice-defense-hub.lovable.app and we will respond within one month.

If your request concerns messages handled by a business owner's assistant, we will forward it to that business owner, who is the controller for that data.

We apply appropriate technical and organisational measures, including encryption in transit, encryption at rest for sensitive fields such as stored bank details, row-level access controls scoped to your account, and restricted internal access.

We use strictly necessary cookies and local storage to keep you signed in and to remember your language, country and setup preferences. These are required for the Service to work. Any analytics or marketing cookies are only set with your consent, and you can manage or clear cookies at any time through your browser settings.

Smart Business Reply — support@voice-defense-hub.lovable.app