This page describes how RepOtz Inc. handles personal information: where it is hosted, who processes it and how to exercise your rights. It describes our practices. It is neither legal advice nor a certification of compliance. It complements our privacy policy.
Who we are
The RepOtz service is operated by RepOtz Inc. It helps businesses collect and manage feedback from their customers.
Person in charge of the protection of personal information
Hilaire Douanla, CEO and founder of RepOtz Inc., is the person in charge of the protection of personal information.
To reach this person, write to [email protected].
The information we handle
- Customer accounts: name, email address, preferences and billing information, to provide and bill the service. We do not keep card numbers: Stripe handles them.
- Our customers' customers: name, email address, phone, rating, comment and private message, when they send them to a business or the business adds them, so it can collect and respond to feedback.
- Proof of consent: date, declared type, origin and, for an online sign-up, the text displayed, language, IP address and browser.
- Public Google reviews: author name, rating and text, to display them in the dashboard of the business concerned.
- Site visitors: IP address and technical data handled by our network, and questions asked to our assistant Sofia. Our audience measurement sets no cookie.
Retention
We keep information for as long as needed for the purposes described here and our legal obligations. Account deletion, available as self-service, erases the account and its collected data. A contact's proof of consent is erased with that contact. A copy may remain for a few days in our host's backups, which are kept for 7 days.
Where the data is hosted
RepOtz's main hosting (application server, database and files) is located in Canada, in Toronto, Ontario, with DigitalOcean. The location of the automatic database backups is still to be confirmed with this provider. We will update this page as soon as we have its answer.
Some specialized services, such as sending email and SMS, payment, support and artificial intelligence, are provided by service providers that may process data outside Canada, notably in the United States.
Our service providers
The location shown comes from each provider's public pages, read on November 2, 2026. "Not specified" means those pages do not state it.
- DigitalOcean: server, database and files. Canada (Toronto).
- Cloudflare: network, security and form protection, for all site traffic. Global network.
- Mailgun: sending email, including invitations (addresses and content). United States.
- Twilio: SMS and WhatsApp alerts, and phone verification. United States.
- Stripe: subscriptions and payments. Mostly the United States.
- Anthropic: Sofia assistant, writing help, advice and audit. Not specified.
- OpenAI: reputation audit and our assistant's search. United States by default.
- Google: sign-in, business data and audit measurements. Not specified.
- Outscraper: collecting public Google reviews. Not specified.
- Tawk.to: live support (conversations). United States.
- Plausible: cookieless audience measurement. European Union.
- Laravel Forge: server deployment and administration. Not specified.
- WHC: hosting our blog content. Canada (Quebec).
Communications outside Quebec
Our main hosting and several service providers are located outside Quebec. Personal information is therefore communicated outside the province to provide the service.
Artificial intelligence
Our assistant Sofia relies on Anthropic. Questions asked are sent to it. When a customer uses the assistant in their dashboard, the name and comment of their customers' latest private feedback may also be sent, to answer their question. According to their terms, Anthropic and OpenAI do not train their models on this commercial data.
Consent and unsubscribing
- Each consent or withdrawal is added to a register that cannot be changed or deleted, except by deleting the contact.
- For a manual addition or an import, the business can attest to the type and origin of consent. Without an attestation, the contact stays "to confirm".
- Each invitation email includes an unsubscribe link. A person who unsubscribes is no longer contacted.
- RepOtz does not send SMS to its customers' customers at this time.
The role of RepOtz and of the business
When a business uses RepOtz to reach its customers, it decides whom to invite and it collects their consent. RepOtz handles this information on its behalf. If you are a customer of a business, please contact it first. You can also write to us and we will notify it of your request.
Your rights
Quebec's Act respecting the protection of personal information in the private sector and the federal law (PIPEDA) provide for the following rights in particular:
- to access your information and receive a copy;
- to have it corrected;
- to withdraw your consent;
- to request its deletion, subject to our legal obligations.
We reply in writing within 30 days. You can also file a complaint with Quebec's Commission d'accès à l'information or the Office of the Privacy Commissioner of Canada.
Confidentiality incidents
If an incident presents a risk of serious injury, we notify the people concerned and Quebec's Commission d'accès à l'information.
Contact us
For any question or request about your personal information, write to us at [email protected].