GDPR Information

Roles under GDPR

• ReplyMantra acts as a controller for account creation, billing, support, security, service analytics, and our own website operations.
• ReplyMantra acts as a processor when customers use the service to upload training material, index content, store conversations, capture leads, or configure chatbot behavior involving personal data.

Transparency and information

We structure our privacy information around the requirements of GDPR transparency obligations, including the identity of the controller, contact details, purposes, legal bases, recipients, transfer safeguards, retention, and data subject rights.

Data subject rights support

• Access, rectification, deletion, restriction, portability, objection, and consent withdrawal where applicable.
• Support for customers responding to requests related to chatbot conversations, uploaded content, or lead records processed through the service.
• Reasonable assistance for controller inquiries, verification steps, and request handling timelines where we act as processor.

Security and incident response

We use access controls, logical separation, audit logs, service monitoring, transport protections, and vendor oversight to help safeguard personal data. We maintain internal processes for identifying, escalating, and responding to security incidents and personal data breaches.

Subprocessors and vendors

ReplyMantra relies on specialized vendors for hosting, storage, authentication, AI processing, retrieval infrastructure, analytics, and support functions. We require appropriate contractual and security commitments from these vendors and manage them under a subprocessor governance process.

International transfers

Where personal data is transferred outside the EEA, UK, or other protected jurisdictions, we use legally recognized transfer safeguards, such as contractual protections and related supplementary measures where required.

Data Processing Addendum

Customers that need processor terms can rely on our public Data Processing Addendum, which supplements our Terms of Service and sets out the required Article 28 commitments for customer data processed through the platform.

How to contact us

For GDPR-related questions, requests, or DPA inquiries, contact admin@replymantra.com.