Privacy Policy

Last updated: March 22, 2026

AI Response 365 S.R.L ("we", "us", or "our") operates the app.response365.ai platform (the "Service"). This Privacy Policy explains how we collect, use, disclose, and protect your personal information when you use our Service.

1. Information We Collect

1.1 Account Information

When you register or sign in (including via Google, Microsoft, or other OAuth providers), we collect:

• Name and email address
• Profile picture (if provided by the OAuth provider)
• Organization/company name
• Role and job title (if provided)

1.2 Usage Data

We automatically collect information about how you interact with the Service:

• Pages visited and features used
• Browser type, device type, and operating system
• IP address and approximate location
• Date and time of access

1.3 Business Data

Data you enter into the platform (customers, invoices, orders, products, etc.) is stored to provide the Service. This data belongs to you and your organization.

2. How We Use Your Information

We use collected information to:

• Provide, maintain, and improve the Service
• Authenticate your identity and manage your account
• Send service-related notifications (e.g., security alerts, billing)
• Provide customer support
• Detect and prevent fraud or abuse
• Comply with legal obligations

We do not sell your personal information to third parties.

3. Third-Party Services

We use the following categories of third-party services:

• Authentication providers (Google, Microsoft) — to verify your identity during sign-in
• Payment processors (Stripe) — to process subscription payments
• Cloud infrastructure (Microsoft Azure) — to host and store data
• AI services (OpenAI, Google Gemini) — to power AI-assisted features; your business data may be sent to these providers for processing but is not used to train their models
• Email delivery — to send transactional emails

Each third-party provider is bound by their own privacy policies and our data processing agreements.

4. Data Sharing

We share personal information only when:

• You give explicit consent
• It is necessary to provide the Service (e.g., payment processing)
• Required by law, regulation, or legal process
• Needed to protect the rights, safety, or property of AI Response 365 S.R.L or our users

5. Data Security

We implement industry-standard security measures including:

• Encryption in transit (TLS/HTTPS) and at rest
• Access controls and authentication
• Regular security monitoring
• Secure data backups

No method of transmission over the Internet is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.

6. Data Retention

We retain your personal information for as long as your account is active or as needed to provide the Service. You may request deletion of your account and associated data at any time by contacting us. Some data may be retained as required by law.

7. Your Rights

Depending on your jurisdiction, you may have the right to:

• Access the personal data we hold about you
• Correct inaccurate data
• Request deletion of your data
• Export your data in a portable format
• Object to or restrict certain processing
• Withdraw consent at any time

To exercise these rights, contact us at privacy@response365.ai.

8. Cookies

We use essential cookies required for the Service to function (session management, authentication, CSRF protection). We do not use third-party advertising or tracking cookies.

9. International Data Transfers

Your data may be processed in countries other than your own. We ensure appropriate safeguards are in place for any international transfers in accordance with applicable data protection laws.

10. Children's Privacy

The Service is not directed at individuals under the age of 16. We do not knowingly collect personal information from children.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page and updating the "Last updated" date. Continued use of the Service after changes constitutes acceptance of the revised policy.

12. Contact Us

If you have questions about this Privacy Policy, please contact us:

• Email: privacy@response365.ai
• Website: app.response365.ai