Privacy Policy

Information You Provide to Us

We collect information you voluntarily provide when you:

• Create an account (name, email address, password)
• Update your profile (professional information, organization details)
• Create and distribute surveys
• Make payments (billing information, credit card details)
• Contact our support team
• Respond to surveys

Survey Response Data

If you are responding to a survey created using our platform:

• Your responses to survey questions
• Demographic information if requested by the survey creator
• Time taken to complete the survey (overall and per-question timing)
• IP address (anonymized through hashing for anonymous surveys)
• Device information: device type (mobile/desktop), operating system name and version, browser name and version
• Language preference from your browser settings
• Response validation state and completion status throughout the survey

For Anonymous Survey Responses: When a survey is configured to allow anonymous responses, we automatically anonymize your data by: (1) hashing your IP address with a survey-specific salt, (2) storing only generic browser family names without version numbers, (3) removing operating system details, and (4) excluding UTM tracking and referrer data.

Respondent and Directory Data

If you are an organization customer, you may upload or synchronize respondent and directory information (for example, from an HRIS system) so that surveys can be targeted to the right people. This may include:

• Name and email address
• Organizational attributes such as department, team, location, job title, job level, and manager
• Employment type and status
• An external identifier you assign to link the record to your own systems
• Custom attributes you choose to provide and, for business accounts, an account association used for account-level reporting

When you sync this information, you are the data controller for it, and we process it on your behalf to provide the targeting and reporting features of the platform.

Source Tracking and Traffic Analytics

To help survey creators understand how respondents found their surveys, we automatically collect and track:

• UTM parameters (utm_source, utm_medium, utm_campaign, utm_content, utm_term) from survey links
• Referrer information (the website or page that linked to the survey)
• Distribution channel classification (email, social media, QR code, embedded widget, direct link, SMS)
• Social media platform identification when applicable (Facebook, Twitter, LinkedIn, Instagram, TikTok, etc.)
• Campaign performance data for marketing analytics

This tracking data is used exclusively to provide analytics to survey creators and is removed for anonymous survey responses.

Information Collected Automatically

When you use our services, we automatically collect certain information, including:

• Log data (IP address, browser type, pages visited, time spent)
• Device information (operating system, hardware model, device type)
• Usage patterns and feature interaction data for service improvement

Cookies and Similar Technologies

We use cookies, local storage, IndexedDB, and similar technologies to:

• Maintain your preferences and settings
• Authenticate your account
• Save survey progress and enable survey resumption (stored locally in your browser for up to 7 days)
• Store resume tokens for paused surveys (enabling you to continue where you left off)
• Remember theme preferences (light/dark mode)
• Remember language preferences
• Analyze usage patterns and trends
• Personalize content and user experience
• Improve our services and fix issues

Survey Session Storage: When you start a survey, we store your responses and progress in your browser's local storage. This data remains on your device only and is automatically deleted after 7 days or when you complete the survey.

You can manage cookie preferences through your browser settings. However, disabling certain cookies or clearing local storage may affect functionality and you may lose survey progress.

Core Service Functionality

• Creating and managing your account
• Processing and storing survey data
• Distributing surveys and collecting responses
• Analyzing and presenting survey results, including advanced analytics for Smart Surveys
• Generating AI-powered insights and recommendations from survey data
• Processing payments and maintaining billing records
• Tracking subscription usage and enforcing response limits based on your plan
• Automatically pausing surveys when monthly response limits are reached
• Powering customer-experience workflows, including creating and managing follow-up cases, triggering alerts, and computing account-health metrics from survey responses

Service Improvement and Personalization

• Improving and optimizing our platform
• Developing new features and services
• Personalizing your experience
• Providing customer support

Communication

• Sending essential service notifications
• Providing information about new features or services
• Responding to your inquiries
• Sending marketing communications (with consent and opt-out options)

Security and Legal Compliance

• Protecting against fraudulent, unauthorized, or illegal activity
• Verifying identity and enforcing our Terms of Service
• Complying with legal obligations
• Resolving disputes

Survey Creators

If you respond to a survey, your responses are shared with the survey creator. Depending on the survey settings, this may include:

• Anonymous responses (without identifying information)
• Responses with demographic information but no direct identifiers
• Fully identified responses (if you have voluntarily provided identifying information)

Service Providers

We use third-party service providers to help us operate our business and deliver services:

• Cloud hosting: Vercel for application hosting and serverless functions
• Database: Supabase (managed PostgreSQL) for secure data storage
• Payment processing: Stripe for payment processing and billing
• Analytics services: Vercel Analytics for performance monitoring, and PostHog for product analytics and session recordings
• Email delivery: Resend for transactional emails and survey invitations
• Authentication: NextAuth.js for secure user authentication
• AI processing: OpenAI for survey generation, enhancement, analytics, and Smart Survey features
• Error monitoring: Rollbar for application error tracking and performance monitoring. Error reports are scrubbed of sensitive data (passwords, tokens, payment details) before transmission
• File storage: Cloudflare R2 for secure file storage (uploaded images, data exports, branding assets)
• Caching and rate limiting: Upstash Redis for caching, rate limiting, and queueing
• Background jobs: Inngest for orchestrating background tasks such as analytics processing and distribution

These providers are trusted industry leaders who maintain appropriate security and privacy standards.

Legal Requirements

We may disclose your information if required by law, regulation, legal process, or governmental request, including to meet national security or law enforcement requirements.

Webhook Integrations

Survey creators may configure webhook integrations to automatically send survey response data to external services (such as CRM systems, analytics platforms, or automation tools). When webhooks are configured:

• By default, respondent personally identifiable information (PII) is stripped from webhook payloads
• Survey creators may opt in to include specific PII fields (such as email or name) in webhook deliveries
• Webhook payloads are signed with HMAC-SHA256 to ensure authenticity
• The survey creator is the data controller for any data shared via their webhook integrations

Native Integrations

Survey creators may connect native integrations that automatically synchronize survey and response data with third-party platforms (such as CRM, customer support, messaging, customer data, BI, and commerce services). When an integration is enabled:

• The survey creator chooses which integrations to connect, configures any field mappings, and determines whether respondent personally identifiable information is included
• Data is transmitted to the connected platform at the survey creator's direction, and the survey creator is the data controller for that data
• Credentials for connected platforms (such as OAuth tokens and API keys) are stored encrypted
• The connected platform processes your data under its own terms and privacy policy

Partner and White-Label Services

We offer a partner program that allows businesses to provide Revuloop services under their own branding. When you use a partner-branded version of our platform:

• The partner organization may have provisioned your account and can access aggregated usage data for their customer organizations
• Partners do not have direct access to individual survey responses unless configured by the survey creator
• Your data is subject to both this Privacy Policy and the partner's own privacy policy

Business Transfers

If we are involved in a merger, acquisition, or sale of all or a portion of our assets, your information may be transferred as part of that transaction.

OpenAI Integration for Survey Creation

When you use our AI survey generation features, we may share certain data with OpenAI to:

• Generate survey questions based on your input
• Enhance and improve existing survey content
• Optimize question phrasing and survey structure
• Provide intelligent survey recommendations

The data shared with OpenAI for survey creation includes:

• Survey topics and descriptions you provide
• Industry or category information
• Survey tone and style preferences
• Existing survey content for enhancement

Smart Survey Feature and AI Analytics

Our "Smart Survey" feature uses AI to create dynamic, conversational survey experiences. When respondents participate in a Smart Survey, we collect and process additional data:

• Conversation session data, including the complete history of questions asked and responses provided
• Sentiment analysis of responses (classified as positive, negative, or neutral) throughout the conversation
• Response quality scores based on factors like word count, detail level, and coherence
• Engagement metrics including response times, completion rates, and conversation flow patterns
• Automatically generated follow-up questions based on previous responses
• Keywords and themes extracted from responses for analysis purposes
• Conversation quality scores and engagement trend analysis

Smart Survey AI Processing:Smart Survey responses may be processed by OpenAI to generate follow-up questions, analyze sentiment, and provide insights. This processing helps create a more natural, conversational survey experience and enables advanced analytics for survey creators.

Data Processing Safeguards

Important: All AI processing is conducted in accordance with OpenAI's privacy policy and data processing agreements. We do not share personal information about survey respondents (such as names or email addresses) with OpenAI.

AI Analytics for Traditional Surveys: When survey creators opt in to AI-powered analytics, text responses from traditional surveys may be processed by OpenAI to extract themes, sentiment patterns, and insights. This processing is initiated by the survey creator and uses anonymized response text only — no respondent identifiers are included.

Sentiment Scoring and CX Metrics: We may automatically generate a sentiment score for responses to power timelines and customer-experience insights. Core customer-experience metrics (such as NPS, CSAT, and sentiment breakdowns shown in scorecards) are calculated deterministically by our own systems from response data rather than generated by a third-party AI service.

Access and Correction

You can access and update your account information through your account settings. You may also request a copy of your personal information that we hold.

Data Export

You can request a portable copy of your personal data through your account settings. The export includes your profile information, consent records, organization memberships, surveys, contacts, and credit transaction history. Data exports are generated as downloadable files and are available for 24 hours after creation.

Deletion

You can request deletion of your account and personal information at any time through your account settings. When you delete your account:

• Your account data, surveys, survey responses, contacts, API keys, and credit balances are deleted immediately from our systems
• If you are the sole member of an organization, the organization and all its data (including surveys, responses, and contacts) are also deleted
• Responses you provided to other users' surveys remain with those survey creators (as they are the data controllers)
• General audit logs are retained for approximately 3 years, while audit records related to account deletion may be retained for up to 7 years for legal compliance purposes
• Billing records are retained by Stripe for legal compliance (7 years)
• Some aggregated, anonymized analytics data may be retained for business purposes

Marketing Communications

You can opt out of marketing communications at any time by clicking the "unsubscribe" link in our emails or by contacting us.

Cookie Settings

We provide a cookie consent banner that allows you to individually control cookie categories (Essential, Analytics, Functional, and Marketing). You can update your preferences at any time by clicking "Cookie Settings" in the website footer. For more details, please see our Cookie Policy.

Do Not Track

Our analytics provider (PostHog) is configured to respect "Do Not Track" (DNT) signals from your browser. When DNT is enabled, PostHog will not collect analytics data from your session.

California Consumer Privacy Act (CCPA)

California residents have the right to know what personal information we collect, disclose, and sell, as well as the right to request deletion and to opt out of the sale of their personal information. We do not sell personal information as defined by the CCPA.

General Data Protection Regulation (GDPR)

If you are in the European Economic Area, United Kingdom, or Switzerland, you have additional rights, including:

• Right to access your personal data
• Right to rectification of inaccurate personal data
• Right to erasure of your personal data
• Right to restrict processing of your personal data
• Right to data portability
• Right to object to processing of your personal data
• Right to lodge a complaint with a supervisory authority

To exercise these rights, please contact us using the information in the "Contact Us" section.

Survey Respondent Information

If you are a respondent to a survey created by one of our users:

• We process your information as a data processor on behalf of the survey creator, who is the data controller
• Your rights regarding your survey responses should typically be directed to the survey creator
• We will assist the survey creator in responding to your requests in accordance with applicable law
• If the survey is configured to allow anonymous responses, your personal data is automatically anonymized as described in this policy
• All survey responses are sanitized and validated to prevent malicious content and protect against security vulnerabilities

Requesting Deletion of Survey Responses: To request deletion or correction of your survey responses, please contact the organization that sent you the survey. If you cannot reach them, you may contact us directly at support@revuloop.com, and we will work to identify the survey creator and facilitate your request.