Privacy Policy

How we collect, use, and protect your information

Your Privacy Matters

5S Reviews ("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our services. We comply with GDPR, CCPA, and other applicable privacy regulations.

GDPR Compliant

We comply with the EU General Data Protection Regulation (GDPR) for all European users.

CCPA Compliant

We comply with the California Consumer Privacy Act (CCPA) for all California residents.

Table of Contents

1. Information We Collect

1.1 Information You Provide Directly

We collect information that you provide to us directly when you:

  • Create an Account: Name, email address, password, phone number, business name, business address
  • Use the Services: Business information, Google Business Profile data, review content, response templates, brand voice preferences
  • Make Payments: Billing information (processed securely by Stripe; we do not store full credit card numbers)
  • Contact Us: Support inquiries, feedback, correspondence

1.2 Information Collected Automatically

When you use our Services, we automatically collect:

  • Usage Data: Pages viewed, features used, time spent, click patterns
  • Device Information: IP address, browser type, operating system, device identifiers
  • Log Data: Access times, error logs, performance data, API requests
  • Cookies: Session cookies, preference cookies, analytics cookies (see our Cookies Policy)

2. How We Use Your Information

We use the information we collect for the following purposes:

Provide and Improve Services

  • Operate and maintain the platform
  • Generate AI-powered review responses
  • Sync reviews from Google Business Profile
  • Send notifications about new reviews

Process Transactions

  • Process subscription payments
  • Send invoices and receipts
  • Manage billing and account changes

Communication

  • Send service updates and announcements
  • Respond to support requests
  • Send marketing communications (with consent)

Security and Compliance

  • Detect and prevent fraud and security threats
  • Enforce our Terms of Service
  • Comply with legal obligations

4. How We Share Your Information

We do not sell your personal information. We share your information only with:

Service Providers

  • OpenAI: AI language model processing
  • Stripe: Payment processing
  • Supabase: Database hosting and authentication
  • Resend: Email delivery services

5. International Data Transfers

5S Reviews is based in the United States. If you access our Services from outside the US, your information will be transferred to and processed in the United States using Standard Contractual Clauses (SCCs).

6. Data Retention

Active Account Data

  • Account Data: Duration of your active account
  • Review Data: Duration of your active account
  • AI Responses: Duration of your active account
  • Billing Records: 7 years (legal requirement)
  • Log Data: 90 days

Deleted Data Retention

When you delete your account, disconnect a location, or request data deletion:

  • 90-Day Recovery Period: Your data is retained for 90 days in case you need to recover it or resolve any disputes.
  • Automatic Purge: After 90 days, your personal data is automatically and permanently deleted from our systems.
  • Immediate Deletion: You may request immediate permanent deletion (GDPR Article 17) by contacting support@5sreviews.com.

Anonymized Training Data

To improve our AI services, we may retain anonymized and aggregated data that cannot be used to identify you. This data has all personal identifiers removed and is used solely to improve response quality across our platform.

When you disconnect a location, your review data is anonymized rather than deleted. This means:

  • Removed: Reviewer names, profile photos, unique Google identifiers, and your account email
  • Retained: Review text content, star ratings, and AI-generated responses (with all PII stripped)

This anonymized data cannot be traced back to any individual user, reviewer, or business and is not considered personal data under GDPR/CCPA. It may be retained indefinitely to train and improve our AI models. If you require complete deletion of all data including anonymized content, please contact support@5sreviews.com before disconnecting your location.

7. Data Security

Encryption

  • TLS/SSL encryption in transit
  • AES-256 encryption at rest

Access Controls

  • Role-based access control
  • Multi-factor authentication

Monitoring

  • 24/7 security monitoring
  • Regular security audits

Compliance

  • GDPR compliance
  • Regular penetration testing

8. Your Privacy Rights

Access

Request a copy of your personal information

Correction

Request correction of inaccurate information

Deletion

Request deletion of your personal information

Data Portability

Request a copy in machine-readable format

Withdraw Consent

Withdraw consent for marketing communications

How to Exercise Your Rights

Email us at: support@5sreviews.com

9. California Privacy Rights (CCPA)

California residents have additional rights including the right to know, delete, and opt-out of sale. We do not sell your personal information.

10. European Privacy Rights (GDPR)

EU/UK/Swiss users have the right to lodge complaints with their local data protection authority. Contact our DPO at: support@5sreviews.com

11. Cookies and Tracking

We use cookies and similar technologies. For details, see our Cookies Policy.

12. Children's Privacy

Our Services are not intended for children under 18. We do not knowingly collect information from children.

13. Third-Party Services

Our Services integrate with third-party services (Google, Stripe, OpenAI) that have their own privacy policies.

14. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you via email of material changes at least 30 days before they take effect.

15. Contact Us

5S Reviews - Privacy Team

Privacy Inquiries: support@5sreviews.com

Data Protection Officer: support@5sreviews.com

General Support: support@5sreviews.com