Privacy Policy

Effective date: October 21, 2026

This policy explains what information we collect to run your review replies, who handles it, how long we keep it and what choices you have. We keep it to what the Service needs, and we never sell it.

1. Who we are

ReviewLooma ("we", "us") is a done-for-you service that writes and posts replies to Google reviews for businesses, based in Ontario, Canada. This Privacy Policy explains what personal information we collect, why we collect it, who we share it with and what choices you have. It applies to our website, to clients who subscribe to the Service, and to the people who write the reviews we reply to.

We follow Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable Ontario law. Our contact for privacy questions is hello@reviewlooma.com.

2. What we collect

From our clients.

• Contact details: your name, business name, email address, phone number and business address.
• Business details you give us in the setup form: locations, services, neighbourhoods, preferred tone and sign-off, staff names that replies may mention, topics replies must never mention, and example replies you like.
• Access details: the Google account email that manages your profile and the manager access you grant us. We never ask for your Google password.
• Billing details: handled by Stripe. We receive your name, email, billing country, the last four digits and brand of your card, and your subscription status. We do not see or store your full card number.
• Messages: the emails and forms you send us, and our replies.

From Google, about reviews.

• The text of reviews posted on your profile, their star rating, the date, the reviewer's public display name and any reply that already exists. This is information that reviewers chose to make public on Google.

From our website.

• Basic technical data such as IP address, browser type and pages visited, which our hosting provider (Cloudflare) records to keep the site secure and working. We do not run advertising trackers.

3. How we use it

We use personal information only to run and improve the Service and to meet legal obligations. Specifically, to:

• read new reviews and write and post replies on your behalf;
• email you about complaints, low ratings and anything that needs your attention;
• set up, test, adjust and support your account;
• bill you and prevent fraud and payment disputes;
• keep records for tax and accounting; and
• respond to your questions and tell you about changes to the Service or these policies.

We do not sell personal information. We do not use review text or client information to advertise to anyone. We do not use your information to train AI models, and under OpenAI's API terms, data sent through its API is not used to train its models unless the customer opts in.

4. Our legal basis and your consent

We collect, use and disclose personal information with your consent, which you give when you subscribe and accept our Terms, or where the law allows or requires it. You can withdraw consent at any time, subject to legal and contractual limits, by contacting us. If you withdraw consent we may not be able to provide the Service.

5. Who we share it with

We share information only with the service providers who help us deliver the Service, and only what each needs:

• Google: to read reviews and post replies through your Google Business Profile.
• Make.com (Celonis): the automation platform that connects the steps. Review text, ratings and reviewer names pass through it.
• OpenAI: the AI provider that drafts replies. We send it the review text, rating, reviewer's first name and the instructions for your business. We do not send your billing details.
• Stripe: payments, subscriptions and the customer billing portal.
• Our email and file providers, and our website host (Cloudflare), for sending messages, storing the information in your setup form and serving this site.

We may also disclose information if required by law, court order or a lawful request from authorities; to protect our rights, our clients or others from fraud or abuse; or in connection with a sale or reorganization of the business, where the buyer must honour this policy.

6. Where your information goes

Several of our providers are located in or process information in the United States and other countries. When your information is processed outside Canada, it may be accessible to courts, law enforcement and national security authorities of that country under its laws. We choose providers that commit to protecting personal information, and we send them only what they need.

7. Reviews and the people who write them

The reviews we read are posted publicly by customers on Google. We use them only to write a reply for the business that received them. If you wrote a review and want to know how we handled it or want us to stop processing it, email hello@reviewlooma.com. Deleting or editing a review itself must be done through Google.

8. How long we keep it

We keep client information while your subscription is active. After you cancel we remove our access to your Google Business Profile and delete your business details and setup answers within 90 days. We keep billing and tax records for six years, the period Canadian tax law generally requires. Copies in backups are removed on a normal cycle. Review text held in our automation logs is deleted on the platform's regular schedule, which we will shorten wherever it lets us.

9. How we protect it

We use access controls, unique passwords, two-step verification where available, and the security measures of our providers, such as encrypted connections. We give manager access only to what we need and remove it when the Service ends. No system is completely secure. If a breach creates a real risk of significant harm, we will notify the people affected and the Privacy Commissioner of Canada as the law requires.

10. Your rights

You may ask us to:

• tell you what personal information we hold about you and how we have used it;
• correct information that is wrong or out of date;
• delete your information, or stop using it for a purpose you did not agree to; and
• send you a copy of what you gave us.

Email hello@reviewlooma.com. We may need to confirm who you are first and will answer within 30 days. If you are not satisfied, you can complain to the Office of the Privacy Commissioner of Canada at priv.gc.ca.

11. Email and marketing

We send service emails that are part of your subscription, such as setup instructions, complaint alerts, billing notices and changes to our Terms. These are not optional while you are a client. We will only send promotional emails if you have agreed to receive them, or where Canada's anti-spam law (CASL) otherwise allows, and every promotional email includes a working way to unsubscribe.

12. Cookies

Our website does not use advertising or tracking cookies. Our hosting and security provider may use strictly necessary technical measures. Stripe's checkout and billing pages are run by Stripe and have their own cookie and privacy policies.

13. Children

The Service is for businesses. It is not directed at children and we do not knowingly collect information from anyone under 16.

14. Changes to this policy

We may update this Privacy Policy. When we make an important change we will email our clients at least 30 days before it takes effect, and we will always show the effective date at the top of this page.

15. Contact us

Questions or requests about privacy: hello@reviewlooma.com.

Questions about this page? Write to hello@reviewlooma.com.