Privacy Policy

SwiftReplyAgent ("we", "us", "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and protect information when you use the SwiftReplyAgent service available at swiftreplyagent.com.

SwiftReplyAgent is operated from Malta and complies with the EU General Data Protection Regulation (GDPR).

We collect the following categories of information:

• Account information: name, email address, organisation name, and authentication credentials.
• Uploaded documents: brochures, price lists, schedules, FAQs and other files you choose to upload to your agents' knowledge bases.
• Email content: the contents of emails you choose to generate replies for, processed only at the time of the request.
• Usage data: token usage, number of agents, run history, and basic product analytics.
• Technical data: IP address, browser type, device information, and access logs for security purposes.

• To provide, maintain, and improve the SwiftReplyAgent service.
• To generate reply drafts based on the documents and email content you submit.
• To monitor usage against your plan's quotas and to bill you correctly.
• To communicate service updates, security notices, and customer support replies.

We do not sell your data to third parties. We do not use your documents or email content to train external AI models.

Your data is encrypted in transit (TLS) and at rest. We host data in EU and US data centres operated by reputable cloud providers under appropriate data protection agreements.

Access to your data is restricted to authorised personnel who require it to operate the service. We follow industry-standard security practices including least-privilege access, regular security reviews, and audit logging.

Under GDPR you have the right to:

• Access the personal data we hold about you.
• Request correction of inaccurate data.
• Request deletion of your account and associated data.
• Export your data in a portable format.
• Object to or restrict certain processing activities.
• Lodge a complaint with your local data protection authority.

To exercise any of these rights, contact privacy@swiftreplyagent.com.

We use a small number of essential cookies for authentication and session management. We use privacy-respecting analytics to understand product usage. We do not use advertising or third-party tracking cookies.

We retain your account data for as long as your account is active. If you delete your account, your documents and personal data are removed from our active systems within 30 days, with backups purged within 90 days.

We may update this Privacy Policy from time to time. Material changes will be communicated by email or through an in-product notice.

For privacy questions, contact privacy@swiftreplyagent.com.

This policy is governed by the laws of Malta and the European Union.