This Privacy Policy explains how ReplyNexa (operating as a registered business at replynexa.com) collects, uses and protects personal information submitted through our website and contact forms.
We are committed to handling your data responsibly, transparently and in compliance with applicable privacy laws including the General Data Protection Regulation (GDPR) for visitors in the European Union and United Kingdom.
By using this website or submitting information through our contact forms, you agree to the practices described in this policy.
ReplyNexa is a specialist social media comment management agency serving brands and social media agencies across Europe, the Middle East, North America and Australia. Our website at replynexa.com provides information about our services and allows potential clients to contact us.
We collect only the personal information necessary to respond to enquiries and deliver our services. We do not sell, rent or trade your personal data to any third party under any circumstances.
This policy applies to all information collected through our website, contact forms, audit request forms and any direct email correspondence with us.
We collect two types of data — information you provide directly and information collected automatically when you visit our website.
Information you provide directly:
| Data Type | When Collected | Why |
|---|---|---|
| Full name | Contact form submission | To address you personally in our response |
| Email address | Contact form submission | To reply to your enquiry |
| Company or brand name | Contact form submission | To understand your business context |
| Website or social media URL | Contact form submission | To review your social presence before responding |
| Service preferences | Contact form dropdowns | To tailor our response to your needs |
| Message content | Contact form text field | To understand your specific requirements |
| Email address | Newsletter signup | To send our monthly blog updates if requested |
Information collected automatically:
When you visit replynexa.com your web hosting provider and certain third-party services (detailed in Section 4) may automatically collect standard server log data including your IP address, browser type, operating system, referring URL and pages visited. This data is collected for security and analytics purposes and is not linked to your personally identifiable information.
We use your personal data only for the purposes for which it was collected. Specifically:
To respond to your enquiry. When you submit our contact form, we use your name, email and message to prepare and send a personal reply within 24 hours.
To deliver the free audit. If you request a free comment section audit, we use your email and social media URL to conduct the review and send you the audit report.
To deliver our services. If you become a client, your contact details and business information are used to onboard your account, communicate about your service and send performance reports.
To send our newsletter. If you subscribe to our blog updates, we use your email address to send one update per month. You can unsubscribe at any time using the link in any email.
We do not use your data for: unsolicited marketing, advertising, profiling, automated decision-making, or sale to third parties. We do not add you to any mailing list without your explicit consent.
Our lawful basis for processing under GDPR is legitimate interests (responding to enquiries you initiated) and consent (newsletter subscriptions).
We use a small number of third-party services to operate this website. Each processes data on our behalf under their own privacy policies. We have listed them here in the interest of full transparency.
We do not use Google Analytics, Facebook Pixel, advertising trackers or any other behavioural tracking technology on this website. We do not share your data with advertisers.
ReplyNexa does not use cookies on this website for tracking, advertising or analytics purposes.
Google Fonts, loaded from Google's CDN, may set a cookie as part of the font delivery request. This is a technical cookie associated with Google's infrastructure and is not used by ReplyNexa to track your behaviour.
If you have reCAPTCHA enabled on our contact form, Google's reCAPTCHA service may set cookies to distinguish human visitors from automated bots. These cookies are functional and necessary for spam prevention.
No consent banner is currently displayed on this website because we do not operate advertising or analytics cookies that require consent under GDPR. If our cookie usage changes, this policy and the website will be updated accordingly.
We retain your personal data only for as long as necessary to fulfil the purpose for which it was collected.
| Data | Retention Period |
|---|---|
| Contact form submissions (via Formspree) | 30 days on Formspree servers. Retained in our email inbox for the duration of the business relationship or enquiry, then deleted. |
| Audit request submissions (via Web3Forms) | 30 days on Web3Forms servers. Retained in our email inbox until the audit is delivered, then deleted within 90 days. |
| Client business information | Duration of the client relationship plus 12 months, then securely deleted. |
| Newsletter subscriber email addresses | Until you unsubscribe. Removed within 7 days of unsubscribe request. |
| Email correspondence | Duration of relationship plus 12 months for legitimate business record-keeping. |
Depending on where you are located, you have specific rights regarding your personal data. We honour these rights for all visitors regardless of location.
EU and UK visitors (GDPR): Our lawful bases for processing are legitimate interests (responding to enquiries you initiated) and consent (newsletter subscriptions). You may lodge complaints with your national supervisory authority — for example the ICO in the UK at ico.org.uk.
California residents (CCPA/CPRA): You have the right to know what personal information we collect, the right to delete your personal information, the right to opt out of the sale of personal information (we do not sell personal information), and the right to non-discrimination for exercising your rights. We do not sell or share personal information as defined under the CCPA. To exercise your California privacy rights, contact us at hello@replynexa.com.
Australian visitors: This policy is consistent with the Australian Privacy Act 1988 and the Australian Privacy Principles. You may lodge a complaint with the Office of the Australian Information Commissioner at oaic.gov.au if you believe we have breached the Australian Privacy Principles.
Brazilian visitors (LGPD): If you are located in Brazil, you have rights under the Lei Geral de Proteção de Dados (LGPD) including the right to access, correct, delete, and port your personal data. Contact us at hello@replynexa.com to exercise these rights.
Canadian visitors (PIPEDA): We comply with Canada's Personal Information Protection and Electronic Documents Act. You have the right to access and correct your personal information held by us.
To exercise any of these rights, email us at hello@replynexa.com with the subject line "Data Request — [Your Right]". We will respond within 30 days. We may need to verify your identity before processing your request.
ReplyNexa does not currently process payments directly through this website. Client invoices and payments are handled through secure third-party payment processors and banking services.
When payment processing is integrated into this website in future, we will update this policy to include full disclosure of the payment processor used, the data collected during payment transactions, and how that data is handled. Payment processor integrations may include services such as Stripe, PayPal or similar providers, each of which operates under their own privacy policy and security standards.
We do not store credit card numbers, bank account details or payment credentials on our servers or systems under any circumstances. All payment data is handled exclusively by the payment processor.
If you make a payment to ReplyNexa via bank transfer or invoice, your banking details are used solely to process that payment and are not retained beyond the legally required period for financial record-keeping.
We take reasonable technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction or alteration.
All data transmitted between your browser and our website is protected by HTTPS encryption. Our third-party form processors (Formspree and Web3Forms) transmit and store data over HTTPS with encryption at rest on AWS infrastructure.
We limit access to personal data to only those who need it to respond to your enquiry or deliver our services. We do not store contact form data in databases — submissions are forwarded directly to our secure email inbox.
While we take security seriously, no method of transmission over the internet or electronic storage is 100% secure. If you have concerns about the security of your data, please contact us at hello@replynexa.com.
ReplyNexa's services are directed exclusively at businesses and professionals. Our website is not intended for use by anyone under the age of 18 and we do not knowingly collect personal data from children.
If you believe a child has submitted personal data to us, please contact us immediately at hello@replynexa.com and we will delete it promptly.
We may update this Privacy Policy from time to time to reflect changes in our practices, services or applicable law. When we make material changes we will update the "Last updated" date at the top of this page.
We encourage you to review this policy periodically. Continued use of our website after changes are posted constitutes your acceptance of the updated policy.
If we make significant changes that materially affect how we handle your data, we will notify active clients directly by email where we hold your contact details.
Note: This policy will be updated to include our registered business entity name and address upon completion of our company registration. The effective date of that update will be reflected in the "Last updated" date above.
If you have any questions about this Privacy Policy, want to exercise your data rights, or have concerns about how we handle your information, please contact us:
ReplyNexa
Email: hello@replynexa.com
Website: replynexa.com
We take privacy enquiries seriously and aim to respond within 30 days. For urgent matters, please mark your email subject line "Urgent — Privacy Request".