Last Updated: [04-Nov-2025]
Welcome to Instant Reply Bot. We are committed to protecting your privacy and handling your personal information with transparency and care. This Privacy Policy outlines how we collect, use, store, and protect your data when you visit our website, https://instantreplybot.com.
1. Who We Are
Our website address is: https://instantreplybot.com.
2. Information We Collect
We collect information in the following ways:
A. Information You Provide to Us
- Comments: When you leave comments on the site, we collect the data shown in the comments form, your IP address, and browser user agent string to help with spam detection. An anonymized string created from your email address (a “hash”) may be provided to the Gravatar service to see if you are using it. (Gravatar privacy policy:
https://automattic.com/privacy/). After your comment is approved, your profile picture becomes visible to the public in the context of your comment. - Media: If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS). Visitors can download and extract any location data from images on the website.
- User Registration: For users that register on our website (if any), we store the personal information they provide in their user profile.
B. Information We Collect Automatically
- Cookies: Cookies are small data files stored on your browser. We use them to enhance your website experience.
- Comment Cookies: If you leave a comment, you may opt-in to saving your name, email address, and website in cookies. These are for your convenience so you don’t have to re-enter your details. These cookies last for one year.
- Login Cookies: If you visit our login page, a temporary cookie is set to determine if your browser accepts cookies. It contains no personal data and is discarded when you close your browser. When you log in, we set cookies to save your login information and screen display choices. Login cookies last for two days, and screen options cookies last for one year. If you select “Remember Me,” your login will persist for two weeks. Logging out removes these cookies.
- Article Cookies: If you edit or publish an article, an additional cookie is saved in your browser. It includes no personal data, simply indicates the post ID of the article, and expires after 1 day.
- Embedded Content: Articles on this site may include embedded content (e.g., videos, images, articles). This content from other websites behaves in the exact same way as if you visited the other website. These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, especially if you have an account and are logged in to that website.
3. How We Use Your Information
We use the information we collect for several purposes:
- To operate and maintain our website.
- To manage your account and user profile.
- To respond to your comments and inquiries.
- To identify and prevent spam.
- To recognize and approve follow-up comments automatically instead of holding them in a moderation queue.
4. How We Share Your Information
We do not sell your personal data. We may share it in the following limited circumstances:
- Gravatar Service: Your anonymized email hash is sent to the Gravatar service to display your profile picture (if you use it).
- Spam Detection: Visitor comments may be checked through an automated spam detection service.
- Password Resets: If you request a password reset, your IP address will be included in the reset email.
- [PLACEHOLDER: Other Third Parties]: You must list other third-party services you share data with, such as:
- Analytics Providers (e.g., Google Analytics)
- Payment Processors (e.g., Stripe, PayPal)
- Hosting Providers
- Email Marketing Services (e.g., Mailchimp)
5. How Long We Retain Your Data
- Comments: If you leave a comment, the comment and its metadata are retained indefinitely. This allows us to recognize and approve any follow-up comments automatically.
- User Profiles: For users that register on our website, we store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.
6. Your Rights Over Your Data
You have certain rights regarding the personal data we hold about you:
- Right to Access: If you have an account on this site or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided.
- Right to Erasure: You can also request that we erase any personal data we hold about you.
This does not include any data we are obliged to keep for administrative, legal, or security purposes.
7. Where Your Data Is Sent
In addition to the services mentioned above (Gravatar, spam detection), your data may be processed and stored on servers located outside of your home country, which may have different data protection laws.
[IMPORTANT: ADD THIS SECTION]
🔏 Data Related to the “Instant Reply Bot” Service
This section applies to our customers who use the “Instant Reply Bot” service on their own websites.
- We Act as a Data Processor: When you use our bot service on your website, your company is the Data Controller (you control the data), and Instant Reply Bot acts as a Data Processor (we process data on your behalf).
- Data We Process: Our service processes the data your end-users provide to the bot. This may include [List the types of data your bot collects, e.g., names, email addresses, chat transcripts, user IDs, etc.].
- Purpose of Processing: We only process this data to provide, maintain, and improve the bot service as agreed upon in our Terms of Service. We do not use this data for our own marketing or sell it to third parties.
- [Data Sub-processors]: [List any sub-processors you use to provide the service, e.g., hosting (AWS, Google Cloud), database providers, etc.]
- [Data Security]: [Briefly describe the security measures you take to protect this data.]
8. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. The “Last Updated” date at the top of this policy will indicate the latest revision. We encourage you to review this policy periodically.
9. Contact Us
If you have any questions or concerns about this Privacy Policy or your data, please contact us at: connect@instantreplybot.com