Privacy Policy

Reputation Buzz respects your privacy. This policy explains how we collect, use, share and protect personal data when you visit our website, contact us, book a call, subscribe to our services or interact with us.

1. Who we are

Reputation Buzz is a trading name of Reputation Buzz Ltd (company number 17186018), with a registered office at Flat 109, Dolphin House, Smugglers Way, London, SW18 1DG, United Kingdom.

Email: [email protected]

For personal data we use for our own business purposes, we are the data controller. This means we decide why and how that data is used. When a business customer gives us personal data about its customers or leads so that we can provide review requests, customer communications, website enquiry handling, CRM or related services on its behalf, that business customer is generally the controller and Reputation Buzz acts as its processor. In that situation, the customer’s own privacy notice and our service agreement also apply.

2. Personal data we collect

The information we collect depends on how you interact with us. It may include:

• Enquiries and bookings: your name, business name, role, email address, telephone number, the details you include in an enquiry and the date and time of communications or bookings.
• Customer and account information: contact details, business details, account settings, login and access records, subscription history, support requests and communications with us.
• Billing information: billing address, payment status, transaction references and related accounting information. Payment card details are handled by the payment provider used for your transaction; we do not intentionally store full payment-card numbers ourselves.
• Service data: information you ask us to use to deliver the service, such as business profile information, website content, enquiry records, review information, customer names and contact details, appointment or transaction details, and message or automation history.
• Technical and usage information: IP address, device and browser information, pages visited, referring pages, approximate location inferred from IP address, cookie identifiers, security logs and interactions with our website, where collected by our systems and tools.
• Information from other sources: publicly available business information, information from platforms you connect to the service, and information provided by payment, booking, CRM or other service providers.

Please do not send us sensitive personal data unless it is strictly necessary, you are authorised to do so and we have agreed how it will be handled.

3. How we use personal data and our lawful bases

We use personal data for the purposes below. The lawful basis depends on the data and the circumstances:

• Responding to enquiries and arranging calls: to take steps at your request before entering into a contract, and where appropriate for our legitimate interests in responding to potential customers.
• Providing and administering services: to perform our contract with you, including onboarding, account management, customer support, reporting and operating the features in your selected plan.
• Payments, records and legal obligations: to process subscriptions, manage invoices, prevent fraud, keep appropriate business records and comply with legal obligations.
• Security, troubleshooting and service improvement: for our legitimate interests in keeping our systems secure, preventing misuse, resolving issues and improving our services, where those interests are not overridden by your rights.
• Business-to-business marketing: to tell business contacts about relevant services where permitted by law. Where consent is required, we will obtain it. You can opt out of marketing at any time. We do not treat an opt-out from marketing as a request to stop essential service or billing communications.
• Website analytics and non-essential cookies: with your consent where the law requires it. Strictly necessary cookies may be used to provide basic website functions, security and preferences.
• Customer communications sent for our clients: where a business client asks us to process information about its customers or leads, we use that information only to provide the contracted service and in line with the client’s documented instructions. The client is responsible for deciding the lawful basis for those communications and giving individuals the required privacy information.

Where we rely on legitimate interests, those interests include operating and securing our business, responding to relevant business enquiries, preventing misuse and improving our services. You can contact us to ask for more information about a legitimate-interest assessment where relevant.

4. Marketing communications

We may send business-related marketing where permitted by applicable law. You can opt out by using the unsubscribe link where one is provided or by emailing [email protected]. We will then stop sending the relevant marketing communications, although we may still send messages about a service you use, payments, security or other essential matters.

If we send review requests, reminders or other messages on behalf of a business customer, that customer generally determines the purpose and lawful basis for the messages. We process the relevant personal data on its instructions. Please contact the business that you dealt with if you want to ask why it has your information or to exercise a right in relation to that business’s customer records; we will assist the business where required.

5. Who we share personal data with

We do not sell personal data. We may share it with the following categories of recipients where necessary:

• Technology, hosting and CRM providers that host our website, accounts or customer systems and help us deliver our services.
• Email, SMS, telephone and communication providers that transmit messages or support contact and follow-up features.
• Payment providers and financial service providers that process subscriptions and transactions.
• Analytics, security and support providers that help us understand website use, protect systems or respond to requests.
• Platforms you or our customer choose to connect, such as Google services, where the integration is needed to deliver the requested service. Those platforms may process data under their own terms and privacy notices.
• Professional advisers, insurers and auditors where necessary for legitimate business purposes or legal obligations.
• Regulators, public authorities, law enforcement or other parties where disclosure is required by law, necessary to protect rights or safety, or needed to establish or defend legal claims.
• A successor or buyer if we sell, restructure or transfer all or part of our business, subject to appropriate confidentiality and legal safeguards.

Our service providers are permitted to use personal data only as needed to provide services to us or as otherwise permitted by law. We require appropriate protections where a provider processes personal data on our behalf.

6. International transfers

Some providers may process personal data outside the United Kingdom. Where a transfer is subject to UK data-protection rules, we will use an applicable transfer mechanism and appropriate safeguards, such as UK adequacy regulations or approved contractual safeguards, where required. You can contact us for further information about relevant safeguards.

7. How long we keep personal data

We keep personal data only for as long as reasonably necessary for the purpose for which it was collected, including to provide the service, maintain business records, resolve disputes, enforce agreements and meet legal obligations. The period depends on the type of data and the circumstances. Our retention approach is:

• Enquiries and prospective customer records: generally up to 24 months after the last meaningful interaction, unless the enquiry becomes a customer relationship or we need the information for a dispute or legal claim.
• Customer account, contract, invoice and tax records: for the period required by applicable accounting, tax and limitation rules, which may be up to 6 years or longer where legally required.
• Personal data processed on behalf of a business customer: for the duration of the relevant service, then returned or deleted in accordance with the service agreement and the customer’s instructions, subject to legal obligations and routine backup/deletion cycles.
• Technical, security and analytics information: for a limited period based on its purpose, security requirements and the settings of the relevant system or provider.

When personal data is no longer required, we will take reasonable steps to delete it, anonymise it or put it beyond use, subject to lawful retention requirements and routine backup processes.

8. Security

We use technical and organisational measures designed to protect personal data against unauthorised access, loss, misuse, alteration or disclosure. Measures may include access controls, limiting access to people who need it, secure service providers and procedures for handling incidents. No method of internet transmission or electronic storage is completely secure, so we cannot promise absolute security.

9. Cookies and analytics

Our website may use cookies and similar technologies to make the site work, remember preferences, understand website traffic and support marketing or analytics. Strictly necessary technologies may be used to provide a service you request. We will ask for consent before setting non-essential cookies or similar technologies where required by law.

You can manage your choices through the cookie banner or settings tool available on the website, and you can also use your browser settings to control cookies. Blocking some cookies may affect website functionality. If we use analytics or advertising tools, their cookies and data processing are also subject to the relevant provider’s terms and privacy information.

10. Your data protection rights

Depending on the circumstances, you may have the right to request access to your personal data, correction of inaccurate data, deletion, restriction of processing, data portability, or to object to processing. Where we rely on consent, you can withdraw it at any time. Withdrawal does not affect processing carried out before the withdrawal.

To exercise a right in relation to data for which Reputation Buzz is the controller, email [email protected]. We may need to verify your identity before responding. If we process your data on behalf of one of our business customers, we may direct your request to that customer and help them respond as required.

You also have the right to complain to the UK Information Commissioner’s Office (ICO). Information is available at https://ico.org.uk/make-a-complaint/. We would appreciate the chance to address your concern first, but you are not required to contact us before making a complaint.

11. Children

Our services are designed for businesses and are not directed at children. We do not knowingly collect personal data directly from children through our website. If you believe a child has provided personal data to us, contact us so we can review and take appropriate action.

12. Third-party websites and platforms

Our website or services may link to or integrate with third-party websites, platforms and tools. We do not control their privacy practices. Please review their own privacy notices and terms before using them or sharing personal data with them.

13. Changes to this Privacy Policy

We may update this policy to reflect changes to our services, data practices or legal requirements. We will publish the current version on our website and update the “Last updated” date. Where a change materially affects how we use personal data, we will provide additional notice where required by law.

14. Contact us

For questions about this Privacy Policy or how we use personal data, contact:

Reputation Buzz Ltd
Flat 109, Dolphin House
Smugglers Way
London, SW18 1DG
United Kingdom
Email: [email protected]