Effective date: June 1, 2025 · Last updated: June 15, 2026
SwarmReply LLC · hello@swarmreply.com
SwarmReply LLC ("SwarmReply," "we," "us," or "our") operates the SwarmReply reputation management platform accessible at swarmreply.com (the "Service"). We are the data controller for information collected through our website and platform.
For privacy-related questions, contact us at: hello@swarmreply.com
| Category | Examples | Purpose |
|---|---|---|
| Account information | Name, email address, phone number, business name, industry | Create and manage your account |
| Payment information | Billing details (processed by Stripe — we do not store card numbers) | Process subscription payments |
| Business data | Business address, Google Business Profile details, review responses, survey configurations | Provide the Services |
| Customer contact data | Names, email addresses, phone numbers you import for review requests and surveys | Send review requests and surveys on your behalf |
| Communications | Emails and messages you send to our support team | Customer support |
| Webchat conversations | Messages, and any contact details, that visitors submit through the chat widget on your website | Operate the webchat and AI agent and route conversations to you |
| Category | Examples | Purpose |
|---|---|---|
| Log data | IP address, browser type, pages visited, time and date of visits | Security, analytics, debugging |
| Usage data | Features used, clicks, session duration, dashboard interactions | Product improvement |
| Device data | Operating system, screen resolution, referring URLs | Optimise the Service |
| Cookies | Session cookies, preference cookies (see Section 8) | Authentication, preferences |
When you connect third-party accounts, we receive information from those platforms necessary to provide the Services. Depending on the integration, this may include review data, business listing details, posting permissions, transaction data, appointment records, and customer contact information. The specific integrations we support fall into categories such as business listing and review platforms, social media networks, scheduling and booking tools, customer and commerce platforms, and payment processors, and may change over time. All such integrations are governed by your agreements with those platforms.
We use the information we collect to:
For users in the European Economic Area, we process your data on the following legal bases:
We do not sell your personal data. We may share your information with:
We use trusted third-party service providers who process data on our behalf, under contractual data-protection obligations, to operate the Services. These fall into categories including payment processing, cloud hosting and infrastructure, email and SMS delivery, AI content generation and analysis, search-ranking data, contact-form processing, and product analytics. These providers may only use your data to perform services for us. A current list of our service providers is available on request at hello@swarmreply.com.
When you connect third-party accounts (e.g., Google Business Profile), we share data with those platforms as necessary to provide the Services.
We may disclose your information if required by law, legal process, or to protect the rights, property, or safety of SwarmReply, our customers, or others.
If SwarmReply is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will provide notice before your information is transferred.
When phone numbers are used to send SMS or text messages through the Service — for example, review requests and surveys sent at your direction to your customers — no mobile information, including phone numbers and SMS opt-in or consent data, is shared with or sold to third parties or affiliates for their own marketing or promotional purposes. We share this information only with the service providers that help us deliver the messages (such as our SMS delivery provider), and those providers are contractually prohibited from using it for any purpose other than providing the Service to us. Message frequency varies and message and data rates may apply. Recipients can reply STOP at any time to opt out, or HELP for assistance.
We retain your personal data for as long as your account is active or as needed to provide the Services. Following account cancellation:
Depending on your location, you may have the following rights regarding your personal data:
| Right | Description |
|---|---|
| Access | Request a copy of the personal data we hold about you |
| Correction | Request correction of inaccurate or incomplete data |
| Deletion | Request deletion of your personal data ("right to be forgotten") |
| Portability | Receive your data in a machine-readable format |
| Objection | Object to processing based on legitimate interests |
| Restriction | Request restriction of processing in certain circumstances |
| Opt-out (CCPA) | California residents may opt out of any sale of personal information (we do not sell personal information) |
To exercise any of these rights, contact us at hello@swarmreply.com. We will respond within 30 days (or as required by applicable law).
We use cookies and similar technologies for:
You can control cookies through your browser settings. Disabling essential cookies may affect your ability to use the Services.
We implement industry-standard security measures to protect your data, including:
No method of transmission over the internet is 100% secure. If you become aware of a security vulnerability affecting the Services, please contact us immediately at hello@swarmreply.com.
The Services are not directed to individuals under 18 years of age. We do not knowingly collect personal data from children. If you become aware that a child has provided us with personal information, contact us and we will take steps to delete it.
SwarmReply operates in the United States. If you are located outside the US, your information may be transferred to and processed in the US. We ensure appropriate safeguards are in place for any international transfer in accordance with applicable data protection law.
When you use SwarmReply to collect or process data about your customers (e.g., sending review requests or surveys) or about visitors who message you through the webchat widget on your website, you are the data controller for that information and SwarmReply acts as a data processor on your behalf. You are responsible for ensuring you have appropriate legal basis and notices in place to share your customers' and visitors' data with SwarmReply and to send them communications through the Service.
SwarmReply offers configurable modes intended to support healthcare providers in avoiding disclosure of protected health information (PHI) in review replies and communications. If you are a covered entity under HIPAA, you are responsible for ensuring your use of the Services is compliant with HIPAA requirements. Please contact us at hello@swarmreply.com to discuss a Business Associate Agreement (BAA) if required.
We may update this Privacy Policy periodically. We will notify you of material changes via email or a notice within the Services at least 14 days before they take effect. Your continued use of the Services after that date constitutes acceptance of the updated Policy.
For any questions or concerns about this Privacy Policy or our data practices:
SwarmReply LLC
Email: hello@swarmreply.com