Privacy Policy

Who we are

ReplyMantra AI provides hosted software for building, training, deploying, and managing AI chatbots for business websites and support experiences.

For privacy questions, requests, or complaints, you can contact us at admin@replymantra.com.

What data we collect

• Account and workspace data, such as name, company name, email address, login details, and role or subscription information.
• Bot configuration data, such as chatbot name, branding settings, widget behavior, notification preferences, and deployment domain.
• Training content uploaded by customers, including files, imported website pages, extracted text, embeddings, and vector metadata.
• Chat and lead data, including session identifiers, messages, timestamps, page URLs, optional contact details shared in chat, and support or sales intent signals.
• Technical and usage data, such as IP address, browser type, device information, approximate region, logs, error telemetry, and anti-abuse signals.

How we use personal data

• To provide, secure, operate, and improve the ReplyMantra platform and chatbot widget.
• To authenticate users, manage accounts, troubleshoot issues, and provide customer support.
• To ingest training material, generate embeddings, store vector indexes, and retrieve relevant knowledge during chatbot responses.
• To detect abuse, enforce our terms, maintain system integrity, and investigate security incidents.
• To communicate about service updates, security notices, billing matters, and customer support requests.

Legal bases for processing

Where GDPR or similar laws apply, ReplyMantra generally processes personal data because the processing is necessary to perform a contract, to comply with legal obligations, or for our legitimate interests in operating and securing the service.

Where we rely on consent, such as for non-essential cookies or optional marketing communications, you can withdraw that consent at any time.

Controller and processor roles

For account management, billing, product administration, security, and our own website operations, ReplyMantra AI acts as a data controller.

When customers upload training content, configure bots, collect leads, or process end-user conversations through the service, ReplyMantra generally acts as a processor or service provider on the customer’s behalf, and the customer remains responsible for the lawful basis and instructions for that data.

How we share data

• With infrastructure, hosting, storage, authentication, analytics, logging, email, and support vendors that help us run the service.
• With AI and retrieval providers only to the extent needed to generate embeddings, retrieve relevant knowledge, or produce chatbot outputs under customer configuration.
• With competent authorities, regulators, or advisors where required to comply with law, enforce rights, or protect users and the service.
• In connection with a merger, financing, acquisition, restructuring, or sale of all or part of our business, subject to appropriate confidentiality safeguards.

International transfers

ReplyMantra may process or store data in jurisdictions outside the country where it was collected. Where required by law, we use appropriate safeguards for international transfers, such as contractual protections, technical controls, and transfer mechanisms recognized under applicable data protection law.

Data retention

We retain personal data only for as long as reasonably necessary to provide the service, meet legal or contractual obligations, resolve disputes, maintain records, or enforce our agreements.

Customers can delete or retrain content from the dashboard. We may also retain limited backup, security, or audit records for a longer period where operationally necessary and legally permitted.

Security

We use technical and organizational measures designed to protect personal data against unauthorized access, alteration, disclosure, or destruction. These measures include access controls, environment separation, logging, secure transport, and vendor management. No system is absolutely secure, and customers should also configure the service responsibly.

Your rights

• Request access to the personal data we hold about you.
• Request correction, deletion, or restriction of processing where applicable.
• Object to certain processing or request portability where legally available.
• Withdraw consent where processing depends on consent.
• Lodge a complaint with a competent supervisory authority.

Children

ReplyMantra is intended for business use and is not directed to children. We do not knowingly collect personal data from children in circumstances where parental consent is required by law.

Changes to this policy

We may update this Privacy Policy from time to time to reflect legal, technical, or product changes. We will post the latest version on this page and update the effective date above.