Privacy policy

Data we process

LeadResponder processes account information, business profile details, connected inbox metadata, selected inbound and outbound email content, uploaded business knowledge, subscription records, support requests, and operational logs needed to provide the service.

How data is used

We use this data to authenticate users, resolve tenant access, poll configured inboxes, search approved knowledge, generate and review email drafts, send approved replies, meter plan usage, maintain audit logs, prevent abuse, troubleshoot service issues, and respond to customer requests.

AI providers

When an active workspace uses AI reply generation, relevant prompt instructions, email text, and knowledge snippets may be sent to the LLM provider configured by staff for reply generation. LeadResponder does not intentionally send mailbox passwords, API keys, session values, or encrypted credential fields to AI providers.

Data retention

Customer data is retained while an account is active and for a reasonable period after cancellation when needed for billing, audit, security, backup, dispute resolution, or legal obligations. Customers can request deletion of account-controlled content subject to operational and legal retention requirements.

Customer controls

Workspace administrators can manage connected inboxes, pause automation, edit knowledge sources, choose draft or auto-send mode, and review generated replies from the application. Staff access is limited to operational support, account administration, and audited impersonation workflows.

Security posture

The application is designed with server-side tenant resolution, CSRF protection, secure session cookies, protected deployment paths, and staff-only administrative access.

Contact

Questions about privacy, account data, or deletion requests can be submitted through the contact form. Production deployments should publish the operating company's legal contact details before broad launch.