Privacy Policy

Last Updated: December 7, 2025

1. Introduction

LeadResponder.dev ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered email response automation service ("Service").

By using our Service, you consent to the data practices described in this Privacy Policy. If you do not agree with our policies, please do not use our Service.

2. Information We Collect

2.1 Account Information

When you create an account, we collect:

  • Full name
  • Email address
  • Password (stored in hashed form)
  • Company name and industry
  • Phone number (optional)
  • Billing address and payment information

2.2 Email Account Data

When you connect email accounts to our Service, we collect and process:

  • Email server credentials (IMAP/SMTP settings)
  • Incoming email content (subject, body, sender information)
  • Outgoing email content (responses sent on your behalf)
  • Email metadata (timestamps, thread IDs)
  • Attachments (if configured)

2.3 Catalog and Business Data

To enable AI-powered responses, you may provide:

  • Product or service catalog information
  • Property listings and details
  • Pricing and availability information
  • Business policies and FAQs
  • Custom AI instructions and prompts

2.4 Usage Data

We automatically collect certain information when you use our Service:

  • IP address and approximate location
  • Browser type and version
  • Device information
  • Pages visited and features used
  • Time spent on pages
  • Error logs and performance data

2.5 Cookies and Tracking

We use cookies and similar technologies to:

  • Maintain your session and authentication
  • Remember your preferences
  • Analyze Service usage and performance
  • Provide personalized experiences

3. How We Use Your Information

We use the information we collect to:

  • Provide, maintain, and improve our Service
  • Process and respond to incoming emails on your behalf
  • Generate AI-powered email responses using your catalog data
  • Process payments and manage subscriptions
  • Send service-related communications
  • Provide customer support
  • Analyze usage patterns and optimize performance
  • Detect and prevent fraud, abuse, and security issues
  • Comply with legal obligations

4. Third-Party AI Provider Data Sharing

IMPORTANT DISCLOSURE: Our Service utilizes third-party Large Language Model (LLM) providers to generate AI-powered email responses. This section explains how your data is shared with these providers.

4.1 AI Providers We Use

We may transmit your data to the following third-party AI service providers:

  • OpenAI - Provider of GPT language models
  • Anthropic - Provider of Claude language models
  • Google - Provider of Gemini language models
  • DeepSeek - AI language model provider
  • OpenRouter - AI model routing service

4.2 What Data Is Shared

When generating AI responses, we transmit the following data to AI providers:

  • Email Content: The text of incoming emails that require automated responses
  • Catalog Data: Your product, service, or property information relevant to the inquiry
  • Company Information: Your company name, industry, and configured response style
  • Conversation History: Previous email exchanges in a thread for context
  • Custom Instructions: AI prompts and guidelines you've configured

4.3 How AI Providers Handle Your Data

Each AI provider has their own data handling practices:

  • Data transmitted is used to generate responses and may be processed on their servers
  • We use API configurations that minimize data retention where available
  • AI providers may use data for model improvement unless opt-out options are available
  • We encourage you to review each provider's privacy policy for complete details

4.4 AI Provider Privacy Policies

For detailed information about how each AI provider handles data:

4.5 Your Consent

By using our Service, you explicitly consent to the transmission of your data to these third-party AI providers as described above. If you do not consent to this data sharing, you should not use our AI-powered email response features.

5. Other Data Sharing and Disclosure

Beyond AI providers, we may share your information in the following circumstances:

5.1 Service Providers

We share data with third-party vendors who help us operate our Service:

  • Payment Processors: Stripe for payment processing
  • Email Services: For transactional emails and notifications
  • Hosting Providers: For infrastructure and data storage
  • Analytics Services: For usage analytics and performance monitoring

5.2 Legal Requirements

We may disclose your information if required to do so by law or in response to:

  • Legal processes such as search warrants, subpoenas, or court orders
  • Government or regulatory requests
  • To protect the rights, property, or safety of LeadResponder.dev or others
  • To prevent fraud or other illegal activities

5.3 Business Transfers

If we are involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.

5.4 With Your Consent

We may share your information for other purposes with your explicit consent.

6. Data Retention

We retain your information for as long as necessary to provide our Service and fulfill the purposes described in this Privacy Policy:

  • Account Data: Retained while your account is active and for a reasonable period after closure
  • Email Data: Retained according to your configured settings (default: 90 days)
  • Transaction Data: Retained for 7 years for legal and tax purposes
  • Usage Logs: Retained for up to 12 months

You may request deletion of your data at any time, subject to legal retention requirements.

7. Data Security

We implement appropriate technical and organizational security measures to protect your information:

  • Encryption of data in transit (TLS/SSL) and at rest
  • Secure password hashing using industry-standard algorithms
  • Regular security assessments and updates
  • Access controls and authentication requirements
  • Encrypted storage of email credentials
  • Regular data backups

However, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security of your data.

8. Your Privacy Rights

Depending on your location, you may have certain rights regarding your personal information:

8.1 Access and Portability

You have the right to request a copy of the personal information we hold about you.

8.2 Correction

You can update or correct your account information through your dashboard or by contacting us.

8.3 Deletion

You may request deletion of your personal information. We will comply with such requests unless we have a legal obligation to retain the data.

8.4 Restriction and Objection

You may request that we restrict processing of your data or object to certain processing activities.

8.5 Withdrawal of Consent

Where we rely on your consent to process data, you may withdraw that consent at any time.

8.6 Exercising Your Rights

To exercise any of these rights, please contact us at staff@leadresponder.dev. We will respond to your request within 30 days.

9. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have different data protection laws.

We ensure appropriate safeguards are in place for international transfers, including:

  • Standard Contractual Clauses approved by relevant authorities
  • Adequacy decisions by data protection authorities
  • Other legally recognized transfer mechanisms

10. Children's Privacy

Our Service is not intended for individuals under 18 years of age. We do not knowingly collect personal information from children. If we become aware that we have collected personal information from a child without parental consent, we will take steps to delete that information.

11. California Privacy Rights (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

  • Right to Know: You can request information about the categories and specific pieces of personal information we collect
  • Right to Delete: You can request deletion of your personal information
  • Right to Opt-Out: You can opt-out of the sale of your personal information (we do not sell personal information)
  • Right to Non-Discrimination: We will not discriminate against you for exercising your privacy rights

12. European Privacy Rights (GDPR)

If you are located in the European Economic Area (EEA), you have additional rights under the General Data Protection Regulation (GDPR):

  • Right to access your personal data
  • Right to rectification of inaccurate data
  • Right to erasure ("right to be forgotten")
  • Right to restriction of processing
  • Right to data portability
  • Right to object to processing
  • Rights related to automated decision-making

Our legal basis for processing your data includes:

  • Contract Performance: Processing necessary to provide our Service
  • Legitimate Interests: Processing for our legitimate business interests
  • Consent: Where you have provided explicit consent
  • Legal Obligation: Processing required by law

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by:

  • Posting the new Privacy Policy on this page
  • Updating the "Last Updated" date at the top
  • Sending you an email notification for significant changes

Your continued use of the Service after changes constitutes acceptance of the updated Privacy Policy.

14. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us:

Email: staff@leadresponder.dev

Website: https://leadresponder.dev

For data protection inquiries, EU residents may also contact their local data protection authority.