Privacy Policy

Effective Date: October 2025

1. Introduction

This Privacy Policy explains how Reply Muse (accessible at www.replymuse.com, referred to as "Reply Muse", "we", "us", or "our") collects, uses, discloses, and otherwise processes your personal information when you use our website and services (collectively, the "Services"). By using our Services, you consent to the practices described in this Privacy Policy. If you do not agree with any part of this Policy, please do not use the Services or provide us with your information. We may update this Privacy Policy from time to time. If we make changes, we will post the updated policy on our website and update the effective date. Your continued use of the Services after any changes signifies your acceptance of the revised Privacy Policy. If you have questions or concerns about our privacy practices, contact us at the email or phone number provided in the Contact Us section below.

2. What Does This Privacy Policy Cover?

This Privacy Policy covers our treatment of personally identifiable information ("Personal Information" or "personal data") that we collect when you access or use our Services. It also covers any Personal Information collected from other sources and combined with data collected from our Services. This Policy does not apply to services or websites that we do not own or control, including third-party sites that may be linked to or from our Services.

3. Summary of Key Points

  • What personal information do we collect? When you use Reply Muse, we collect Personal Information that you provide to us (e.g. account details, calendar data, communications) and information that is collected automatically about your use of the Services (e.g. usage logs, device information, and location data, as described below). The types of data we collect depend on how you interact with our Services and the features you use.
  • How do we process your information? We process your information to operate and improve our Services, to communicate with you, to personalize your experience, for security and fraud prevention, and to comply with our legal obligations. We may also process your information for other purposes with your consent. We only process personal information where we have a valid legal reason (legal basis) to do so.
  • In what situations and with which parties do we share personal information? We share your information with trusted third-party service providers and partners who need it to perform services on our behalf (for example, cloud hosting, data processing, or messaging services). Notably, we use third-party platforms such as OpenAI (to process user queries and generate AI-driven responses) and Signal House (to send SMS communications) as part of providing our Services. These partners are bound by contracts to protect your data and use it only as instructed by us. We may also share information when required by law or to protect legal rights (explained in more detail below). We do not sell your personal information to third parties or share it for their own marketing purposes.
  • How is my mobile contact information used for messaging? If you opt in to receive SMS messages or other notifications from Reply Muse, we will use your mobile phone number or contact details only to send you service-related messages (for example, responding to your requests or providing updates you signed up for). We will not share your phone number or SMS opt-in data with third parties for marketing or promotional purposes. Message frequency may vary based on your use of the Services. You can opt out of SMS messaging at any time by replying "STOP" to any message or through your account settings. (Standard messaging rates may apply, and carriers are not liable for delayed or undelivered messages.)
  • What are your rights? Depending on your location and applicable privacy laws, you may have certain rights over your personal information. For example, users in some jurisdictions (such as California or the European Economic Area) have rights to access personal data, delete it, correct it, or restrict its processing. You also have the right to not be discriminated against for exercising these privacy rights.
  • How do you exercise your rights? You can exercise your rights by contacting us (see Contact Us below). We will review and respond to your request in accordance with applicable data protection laws. For certain requests, we will need to verify your identity for security purposes before fulfilling the request.

4. Personal Information We Collect

We collect Personal Information that you provide directly to us, as well as data that is collected automatically when you interact with our Services.

5. Personal Information You Provide

The information we collect from you will depend on how you use our Services and what you choose to provide. This may include, without limitation:
  • Account and Contact Data: When you register an account or contact us, we may collect information such as your full name, email address, phone number, mailing address, and other contact details. If you subscribe to a paid service, we (or our payment processor) will collect payment information (e.g. credit card number and billing address).
  • Calendar Data: If you choose to integrate or share your calendar with Reply Muse, we will collect information from your calendar (such as event titles, dates and times, attendees, and associated details) in order to provide scheduling or other AI-enhanced services. Your calendar content remains under your control, and you can disconnect your calendar at any time.
  • Communications and Content: If you send us inquiries, feedback, or otherwise communicate with us (including through email or chat), we will collect and store the information you provide. We also collect any content you submit through the Services, such as requests or data you input for our AI to process. This may include files, messages, or other materials you choose to provide.
All Personal Information that you provide must be truthful, complete, and accurate. Please notify us of any changes to such information so we can keep it up-to-date.

6. Information We Collect Automatically

When you use our website or Services, we automatically collect certain information about your device and usage of the Services. This Log and Usage Data helps us understand how our Services are being used and assists us in maintaining and improving the platform. Such data may include:
  • Usage Logs: Our servers automatically record information when you access or use the Services. These logs may include details like your IP address, browser type and settings, the date and time of your visit, pages or features you accessed, the webpage that referred you to our site, and other usage details. For example, we may log the sequences of interactions or queries you make with our AI to improve response quality and user experience.
  • Device Information: We collect information about the device and software you use to access the Services. Depending on your device type and settings, this may include data such as device type (computer, smartphone, etc.), unique device identifiers or IDs, operating system and version, browser and app version, hardware model, and your Internet service provider or mobile carrier.
  • Location Data: We may infer or collect your approximate location information from your IP address or, with your permission, via precise means such as GPS on your mobile device. For example, we might determine the city or region from which you are accessing our site. You can choose not to share precise geolocation details by adjusting your device settings or browser settings to disable location access. Note that some features of the Services (for example, location-based features) may not function properly if location services are disabled.
  • Cookies and Tracking Technologies: Like many online services, we use cookies, beacons, and similar tracking technologies to collect usage data and improve our Services. Cookies are small text files placed on your device that help us remember your preferences, understand usage patterns, and personalize content. For instance, we may use cookies to keep you logged in to your account or to track analytics on our website. You can control or delete cookies through your browser settings; however, disabling cookies may affect certain functionalities of the Services.

7. How We Use Your Information

We use the personal information we collect for a variety of business purposes, in accordance with the practices described in this Policy. These purposes include:
  • Providing and Improving Services: To present our Services and their content to you, and to carry out the core functions of the platform. For example, we use your information to respond to your inquiries, fulfill requests you make (such as answering a question via our AI), and ensure the Services function as intended. We also use data to maintain and improve the quality of our Services, develop new features, and refine user experience.
  • Communicating with You: To contact you about your account or use of the Services, including sending service-related announcements or administrative messages. For instance, we may email you to verify your identity, notify you of changes or updates to the Services, or inform you of upcoming features. If you sign up for marketing communications, we will send you promotional emails or newsletters, which you can opt out of at any time.
  • Personalization: To customize your experience on the platform. This can include remembering your preferences, showing you content that is relevant to your interests, or making tailored recommendations through our AI based on your past interactions.
  • Research and Development: To conduct analytics, benchmarking, and research in order to develop and improve our algorithms, Services, and overall user experience. For example, we may analyze usage patterns to troubleshoot issues, make the AI responses more accurate, or test new functionalities. Whenever feasible, we use de-identified or aggregated data for these purposes, so it cannot reasonably be linked back to individual users.
  • Security and Fraud Prevention: To protect the integrity of our Services, keep your account secure, and prevent fraud or other illegal activities. This includes using certain data (like IP addresses or activity logs) to detect and mitigate malicious activity, debug software, and enforce our Terms of Service and other usage policies.
  • Legal Compliance: To comply with applicable legal requirements, industry standards, and our company policies. For example, we may use and retain certain information to fulfill our tax, audit, or record-keeping obligations, or to comply with lawful requests from government authorities.
  • Other Purposes: We may use your information for any other purpose that we describe at the time you provide the information, or otherwise with your consent. If we want to process your personal data for a purpose that is materially different from the purposes listed in this Policy, we will notify you and, if required by law, seek your consent.

8. How We Share Your Information

We do not sell or rent your personal information to third parties. We only share your information in the following circumstances, and always with appropriate safeguards in place:
  • Service Providers and Vendors: We share personal information with third-party companies and individuals that provide services on our behalf and need access to such information to carry out their work. These third parties include, for example, infrastructure and hosting providers, payment processors, analytics providers, email/SMS delivery services, and technology partners. Notably, as part of delivering Reply Muse’s AI-powered features, we transmit certain user-provided data to OpenAI (the artificial intelligence platform) to generate responses. Similarly, if you opt in to SMS messaging, we share your phone number and message content with our SMS delivery partner Signal House in order to send texts to you. In all cases, our service providers are contractually obligated to use your information only for the purpose of providing services to us and to protect it in accordance with this Privacy Policy and applicable law.
  • Affiliates: We may share your information with our corporate affiliates (e.g. if we ever form parent companies, subsidiaries, joint ventures, or other companies under common ownership). Any such affiliates will be bound to honor this Privacy Policy.
  • Business Transfers: If we are involved in a merger, acquisition, financing due diligence, reorganization, bankruptcy, receivership, sale of company assets, or transition of service to another provider, your information may be transferred as part of that transaction. We would ensure that any party receiving your information is required to protect it consistent with this Privacy Policy.
  • Legal Compliance and Protection: We may disclose your personal information if we reasonably believe that doing so is necessary to comply with any applicable law, regulation, legal process, or governmental request. We may also share information as we deem necessary or appropriate to enforce our Terms of Service and other agreements, to protect the rights and safety of Reply Muse, our users, or others, and to investigate or assist in preventing security threats, fraud, or other malicious activity.
  • With Your Consent: In cases where you have provided consent for us to share your information (for example, if you authorize us to share your testimonial with a partner or to post your feedback publicly), we will share it as directed by you. You have the right to withdraw such consent at any time.

No Third-Party Marketing: We do not share your personal contact information (such as your email or phone number) with third-party companies for their own marketing or advertising purposes. Your mobile opt-in data (such as your consent to receive SMS alerts) will not be disclosed to any third party except as needed to carry out the messaging service (through our SMS provider) or as required by law.

Retention of Data by Third Parties: Any third-party service providers we use will only retain your data for as long as necessary to fulfill the purposes we have hired them for, or as required by law. They are not permitted to use your data for any other purposes.

9. Your Privacy Rights

Depending on the laws that apply to you, you may have some or all of the following rights regarding your personal information:
  • Right to Know / Access: You have the right to request details about the personal information we have collected about you. This includes the right to ask us for a report outlining: the categories of personal information we have collected about you; the specific pieces of personal information we maintain; the categories of sources from which the information was collected; the business or commercial purposes for collecting the information; and the categories of third parties with whom we have shared your personal information. If applicable, you also have the right to know whether your personal information has been sold or disclosed for a business purpose. (For the avoidance of doubt, Reply Muse does not sellpersonal data. If that ever changes, we will provide required notices and opt-out mechanisms as mandated by law.)
  • Right to Deletion: You have the right to request that we delete the personal information we have collected from you and retained, subject to certain exceptions. Once we receive and confirm a verifiable request from you (see Exercising Your Rights below for how we verify requests), we will delete (and instruct our service providers to delete) your personal information from our records, unless an exception applies. Please note that the law may permit or require us to retain certain information even after you request deletion — for example, where retention is necessary to complete a transaction you requested, to detect security incidents or protect against illegal activities, to exercise another consumer’s free speech rights, or to comply with a legal obligation.
  • Right to Non-Discrimination: We will not discriminate against you for exercising any of your privacy rights. This means, for instance, we will not deny you our Services, provide a different level or quality of Services, or charge you a different price because you exercised your rights under applicable privacy laws. (However, please note that if deletion of certain data makes it impossible to provide you a service, we may need to discontinue that service after honoring your request.)

In addition to the above rights, you may have additional rights if you are located in certain jurisdictions:
  • Right to Correction: You can request that we correct or update any inaccurate or outdated personal information we hold about you. We will take reasonable steps to verify your identity and make the corrections you request, if required by law to do so.
  • Right to Object or Restrict Processing: You may have the right to object to our processing of your personal information or to request that we restrict how we use it, particularly if we are processing the data based on our legitimate interests or for direct marketing. In certain cases, we may continue to process your information if we have compelling legitimate grounds or if needed for legal reasons.
  • Right to Data Portability: Where provided by law, you may request a copy of certain personal information in a structured, commonly used, and machine-readable format, and you have the right to transmit that data to another entity, where technically feasible.
  • Right to Opt Out of Sale/Sharing: If applicable law provides you the right to opt out of the "sale" of your personal information or sharing of your information for targeted advertising purposes, you can submit such a request. As noted, Reply Muse does not sell personal information to third parties. If in the future we consider engaging in activities deemed a “sale” or “sharing” under applicable law, we will update our practices and provide a clear method for you to exercise your opt-out rights.
  • Authorized Agent: You may designate an authorized agent to make requests on your behalf (such as a request to know or delete). If you do so, we will take steps to verify that the person or entity has the authority to act on your behalf, usually by requiring the agent to provide proof of your written permission or a power of attorney. We may also need you to verify your own identity directly with us, or confirm that you provided the agent permission, unless the agent has an appropriate power of attorney under applicable law. We reserve the right to deny a request from an agent who does not submit proof that they have been authorized by you to act on your behalf.

10. Exercising Your Rights

Submitting Requests: To exercise any of your applicable privacy rights (such as access or deletion requests), please contact us by email or phone as listed in the Contact Us section. Include your name and the specific right you intend to exercise in your request. You may also be able to exercise certain rights directly through your account settings (for example, you might update your personal details or delete your account from within the service interface, if that feature is available).
Verification Process: For your security and to prevent fraud, we will need to verify your identity (and/or authorization, if through an agent) before processing certain requests. When you make a request, we may ask you to provide additional information so we can confirm you are the person (or an authorized agent of the person) whose data is the subject of the request. For instance, we might ask you to verify key account details or previously provided information (such as sending the request from the email address associated with your account, or providing a recent transaction ID). We may also use other verification methods as appropriate under the circumstances. Any information gathered for verification will be used only for that purpose. You do not need to create an account with us to make a request, but information in an existing account can be used to verify identity.
If we cannot verify your identity or authority to a sufficient level of certainty as required by law, we will unfortunately be unable to fulfill the request. In that case, we will inform you if we are unable to verify your identity and thus cannot comply, and you may have the opportunity to provide additional information. We will only use the personal information provided in a consumer request to verify the requestor’s identity or authority.
Most requests will receive a response within the timeframe required by law (for example, within 45 days for California consumers, with the possibility of an extension under certain circumstances). If we need more time or cannot fulfill your request, we will let you know the reason.
Opting Out of Communications: Even after you consent to this Privacy Policy, you have the right to control how we communicate with you. If you prefer not to receive marketing emails from us, you can opt out at any time by clicking the "Unsubscribe" link in any promotional email or by contacting us. Please note that you may still receive administrative or transaction-related messages (such as password reset emails or important account notices) even if you opt out of marketing communications. For SMS messages, as noted, you can reply "STOP" to unsubscribe or follow the instructions provided in the message.

11. Data Security

We take reasonable measures to protect the confidentiality and security of your personal information. Reply Muse implements administrative, technical, and physical safeguards designed to secure your data against accidental loss and unauthorized access, use, alteration, or disclosure. For example, we use encryption protocols for data transmission to and from our platform, maintain firewall and intrusion detection systems, and limit access to personal data to authorized personnel who need it to perform their job duties.
However, please be aware that no method of transmitting or storing data is completely secure. While we strive to protect your personal information, we cannot guarantee absolute security. You share and transmit information at your own risk. If we learn of a data breach that affects your personal information, we will notify you in accordance with applicable laws.

12. Data Retention

We retain personal information for as long as necessary to fulfill the purposes for which we collected it, as described in this Privacy Policy, unless a longer retention period is required or permitted by law. For example, we may retain certain transaction details or communications to comply with legal obligations (such as maintaining records for financial reporting, audits, or compliance with law enforcement requests), resolve disputes, or enforce our agreements. When personal information is no longer needed for business or legal reasons, we will delete or anonymize it. If deletion is not feasible (for example, because the data has been stored in backup archives), then we will securely store the data and isolate it from further use until deletion is possible.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or other factors. When we make changes, we will update the "Effective Date" at the top of this Policy. If the changes are material, we will provide a more prominent notice (such as by posting a notice on our website or directly notifying you via email or within the Service). We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information. Your continued use of the Services after the effective date of an updated Privacy Policy will constitute your acceptance of the changes.

14. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or how Reply Muse handles your personal information, please contact us:
  • Email: support@replymuse.com
  • Phone: +1 (401) 862-9697
We will be happy to answer your questions or address any issues you may have. You may also use the above contact information to exercise your privacy rights or to reach out for support regarding your personal data. Your privacy is important to us, and we welcome your feedback.