1. Who we are
Replio is a service made by Presence Agency Oy (business ID 3471637-3), Rådhusgatan 21 B, 65100 Vaasa, Finland. You can reach us about anything privacy related at tobias@presenceagency.fi.
We handle personal data in two different roles, so this policy has two parts:
- As a controller for people who visit replio.fi, contact us or use Replio as our customer (section 2).
- As a processor for the businesses that use Replio, when we handle their customers' enquiries on their behalf (section 3).
2. Our website, demo requests and customer accounts
What we collect
- What you send us in a form: name, email, phone number, website and your message.
- Details of the page you sent it from and, if you came from an ad, the campaign tags in the link (for example utm_source).
- For customer accounts: name, email, a securely hashed password, and the settings you save in Replio.
Why, and on what legal basis
- To answer your enquiry and book a demo: our legitimate interest in replying to people who contact us.
- To provide Replio to our customers: performance of our contract with you.
- To meet accounting and other legal obligations: legal obligation.
How long we keep it
Enquiries that do not lead to a customer relationship are deleted within 24 months. Customer account data is kept for as long as the account is active and deleted within 90 days after it ends, unless the law requires us to keep something longer (for example invoices).
3. Enquiries we handle for businesses that use Replio
When a business connects its website forms to Replio, the enquiries its customers send are stored and handled in Replio. In that case the business is the controller of that data and we are its processor. We only handle the data according to the business's instructions and our data processing agreement with them. If you sent an enquiry to a business that uses Replio, please contact that business first about your data.
On the business's behalf, Replio:
- stores the enquiry and the contact details in it,
- uses AI to sort and summarise the enquiry and to draft a reply,
- keeps a customer history (timeline) for the business, and
- sends alerts and replies by email.
Replies prepared with AI are marked as such in the email.
4. Who else handles the data
We use carefully chosen service providers, each bound by a data processing agreement:
- Supabase: database, stored in the EU.
- Vercel: hosting of the website and app.
- Anthropic: the AI model (Claude) that sorts enquiries and drafts replies. Under its commercial terms Anthropic does not use the data to train its models.
- Resend: sending email.
Some of these providers may process data outside the EU and EEA, for example in the United States. In those cases the transfer is protected by the EU's standard contractual clauses or the EU–US Data Privacy Framework.
We never sell personal data, and we do not use it for advertising.
5. Cookies and form statistics
replio.fi does not use advertising or tracking cookies. When you log in to Replio we set one necessary cookie that keeps you signed in. The website form remembers ad campaign tags and the site you came from for the length of your visit in your browser's session storage, so the business knows where the enquiry came from.
On websites that use Replio forms, we count anonymously how far visitors get with a form: whether it was shown on screen, whether someone started filling it in, which field they reached and whether it was sent, together with the type of device and the channel they arrived from. These counts contain no names, contact details or IP addresses, are not linked to the visitor across pages or visits, and store nothing on the visitor's device. What someone types into a form is never sent to Replio before they press send.
6. How we protect data
Data is transferred over encrypted connections, passwords are stored hashed, and each business can only ever see its own customers. Access to production data is limited to the people who need it to run the service.
7. Your rights
You have the right to see the data we hold about you, have it corrected or deleted, object to or restrict how we handle it, and receive it in a portable format. Email us at tobias@presenceagency.fi and we will answer within one month.
If you think we handle your data wrongly, you can also complain to the Office of the Data Protection Ombudsman in Finland (tietosuoja.fi).
8. Changes
If we change this policy in a meaningful way, we will update the date at the top and tell our customers by email.