Privacy policy
ReplyRPM runs a sales assistant for vehicle and powersports dealerships. It answers comments and Messenger messages on a dealership's Facebook Page, and direct messages and comments on the dealership's Instagram professional account when the dealership turns that on, on the dealership's behalf.
What we collect
- Your public Facebook name and the page-scoped id Meta gives the dealership's Page.
- On Instagram: your Instagram username and name (as your profile shows them) and the Instagram-scoped id Meta gives the dealership's account.
- The comments and messages you send to that Page or Instagram account, and the assistant's replies.
- Answers you choose to give: what you are shopping for, timeframe, trade-in, town, best time to call, and a phone number or email if you give one.
- For Instant Form leads: the fields you submitted on the form, including forms submitted in the last 90 days when a dealership first turns on lead management.
- What the dealership's staff record about your enquiry: which salesperson is looking after it, its status (for example appointment, sold or not going ahead) and internal notes. These are for the dealership's staff only and are never sent to you.
The assistant never asks for government ID numbers, payment card or bank account numbers, or dates of birth. If you type one into a message, the dealership's team sees it as typed so they can help. It is stored encrypted and never written to our server logs.
For dealerships that connect their ad account, we also read the ad performance figures Meta reports to the dealership (spend, views, clicks and results per campaign, ad set and ad, and audience size estimates) to show which ads bring in enquiries. These are totals about ads, not information about you. When a dealership's manager changes or creates the dealership's own ads from our dashboard, the ads are the dealership's; we do not use your information to target them.
When Send results to Meta is on for a dealership (it is on unless ReplyRPM turns it off), we send Meta hashed lead identifiers (the Instant Form lead id, or a hashed email or phone; for Messenger and Instagram, the Page id and the page-scoped person id) and the stage of the enquiry (received, qualified, contacted, appointment, sold or not going ahead) and the time. We never send your name, message text or staff notes. Meta uses that to measure and improve the dealership's ads. If you ask us to delete your data, queued results for your enquiry are dropped too.
If a dealership sends you a page (a link to a specific unit with photos and a short write-up), opening that link records that you viewed it and for how long, so their staff can follow up. Preview crawlers (for example when the link is pasted into Messenger) are not counted. Those records are deleted with the rest of your enquiry.
If a salesperson connects their own Zoho Mail mailbox, we read only messages to or from an email address that already belongs to a customer of that dealership, so the conversation history is complete. We do not create new customers from the mailbox, we do not store attachments, and we do not send mail from that connection. Those messages live in the same encrypted conversation record and are deleted with it.
If a dealership connects its own email account to send from (Gmail or Google Workspace, Microsoft Outlook or 365, or Zoho Mail), we use that connection only to send the customer emails the dealership's team and assistant already send (replies, acknowledgements and follow-ups) from the dealership's own address. We ask only for permission to send mail and to see which address it sends from. We never read, search, change or delete anything in that mailbox. The sign-in token is stored encrypted, and the dealership can disconnect at any time from its settings or from its Google or Microsoft account.
ReplyRPM's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. We use Google data only to send the emails described above; we do not use it for advertising, do not sell it, do not use it to train AI models, and no person reads it unless the dealership asks us for help, it is needed for security or the law requires it.
How we use it
Only to answer you, to pass your enquiry to the dealership's sales staff, and to help the dealership's managers follow up and see which ads work. We do not sell it. We share it only with the dealership you contacted, the service providers that host and email for us, and — when Send results to Meta is on for that dealership — Meta, limited to hashed identifiers and the enquiry stage as described above.
How we protect it
Everything is sent over HTTPS and stored encrypted (AES-256) on our hosting provider's servers. Only the dealership's staff you contacted and a small number of our own people, who sign in with two-step verification, can see it. Encrypted backups are kept for 14 days. If a breach ever put your information at real risk of significant harm, we would tell you and the dealership as soon as possible and report it to the Privacy Commissioner as the law requires.
How long we keep it
Conversation records are deleted automatically 12 months after the last message (or the shorter period a dealership chooses), unless the dealership needs them longer for a sale you made. Deleted records disappear from backups within 14 days.
Your choices
Reply "stop" at any time and the assistant will not message you again. To see or delete your data, see data deletion or email hello@replyrpm.com.
Contact
2665543 Alberta Ltd. (ReplyRPM), hello@replyrpm.com, https://replyrpm.com