Privacy Policy
Last updated: February 1, 2026
Know Reply ("we," "us," or "our") operates the website knowreply.ai and the application at app.knowreply.ai. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered email intelligence platform.
1. Information We Collect
Account Information
When you create a Know Reply account, we collect your name, email address, company name, and password. If you subscribe to a paid plan, we collect billing information through our payment processor, Stripe.
Email Content Processed by AI
To provide our core service, we process email content that you submit to our platform. This includes email subject lines, body text, sender and recipient metadata, and any attachments you choose to include. Our AI models analyze this content to generate suggested responses. We process this data solely to deliver the service and do not use your email content to train our AI models.
Usage Analytics
We automatically collect certain information when you access our platform, including your IP address, browser type, operating system, referring URLs, pages viewed, and interactions with our features. This data helps us improve our service and troubleshoot issues.
2. Cookies and Tracking Technologies
We use cookies and similar technologies to maintain your session, remember your preferences, and analyze usage patterns. For full details, please see our Cookie Policy.
3. Third-Party Services
We use the following third-party services that may collect or receive your information:
- Google Analytics -- to analyze website traffic and usage patterns
- Stripe -- to process payments securely (we never store your full credit card number)
- Email providers -- when you connect your email accounts (e.g., Gmail, Outlook) via OAuth, we access email data in accordance with each provider's API policies
4. How We Use Your Information
We use the information we collect to:
- Provide, operate, and maintain our AI email intelligence platform
- Process and generate AI-powered email responses
- Process your transactions and manage your subscription
- Send administrative communications such as billing confirmations and service updates
- Improve our platform, develop new features, and conduct analytics
- Detect, prevent, and address fraud, abuse, or technical issues
- Comply with legal obligations
5. Data Retention
We retain your account information for as long as your account remains active. Email content submitted for AI processing is retained for up to 90 days to provide you with response history, after which it is automatically deleted. Usage analytics data is retained in aggregated, anonymized form for up to 24 months. You may request earlier deletion at any time.
6. Your Rights
Depending on your jurisdiction, you may have the following rights regarding your personal information:
- Access: Request a copy of the personal data we hold about you
- Deletion: Request that we delete your personal data, subject to certain legal exceptions
- Portability: Request your data in a structured, commonly used, machine-readable format
- Correction: Request correction of inaccurate personal data
- Objection: Object to processing of your personal data for certain purposes
- Restriction: Request that we restrict the processing of your personal data
To exercise any of these rights, contact us at support@knowreply.ai. We will respond within 30 days.
7. GDPR Compliance
For users in the European Economic Area (EEA), we process personal data under the following legal bases: performance of a contract (to provide our service), legitimate interests (to improve our platform and prevent fraud), consent (for optional analytics and marketing), and compliance with legal obligations. You may withdraw your consent at any time without affecting the lawfulness of prior processing.
8. CCPA Compliance
If you are a California resident, you have the right to know what personal information we collect, request deletion of your personal information, and opt out of the sale of your personal information. Know Reply does not sell your personal information. To submit a CCPA request, email support@knowreply.ai.
9. International Data Transfers
Your information may be transferred to and processed in countries other than the country in which you reside. We ensure appropriate safeguards are in place, including Standard Contractual Clauses approved by the European Commission, to protect your data in compliance with applicable data protection laws.
10. Data Security
We implement industry-standard security measures to protect your information, including encryption of data in transit (TLS 1.2+) and at rest (AES-256), access controls, regular security assessments, and secure infrastructure hosting. While we strive to protect your personal data, no method of transmission or storage is 100% secure.
11. Children's Privacy
Know Reply is not intended for use by individuals under the age of 16. We do not knowingly collect personal information from children. If we learn that we have collected personal data from a child under 16, we will take steps to delete that information promptly.
12. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on our website and updating the "Last updated" date. Your continued use of the service after any changes constitutes acceptance of the revised policy.
13. Contact Us
If you have any questions about this Privacy Policy or our data practices, please contact us at support@knowreply.ai.