Privacy Policy

Who we are

ReputationOSHQ is software that businesses use to collect private customer feedback, work customer recovery cases, and invite customers to leave public reviews. This policy describes how we handle information in the ReputationOSHQ service.

When a business uses ReputationOSHQ to collect feedback from its own customers, that business decides what to collect and how to use it. We process that information on their behalf.

Information we collect

• Account information. Email address, display name, and the organization, business, and location records you create.
• Customer feedback. Ratings, categories, comments, visit date, and any order reference submitted through a feedback link or QR code. Contact name, email, and phone are collected only when the customer chooses to provide them and consents to being contacted.
• Recovery case activity. Case status, severity, assignment, internal notes, contact attempts, and resolution details recorded by the business.
• Sales inquiries. Name, business name, email, optional phone, number of locations, and any message you submit through our demo request form.
• Technical signals. For public feedback and inquiry forms we store a one-way hashed value derived from the IP address and browser user agent to limit spam and duplicate submissions. We do not store the raw IP address or user agent alongside a submission.

How we use information

We use information to operate the service: to show a business its feedback, open and track recovery cases, route positive customers to a review destination the business configured, keep an audit trail of who changed what, secure the service against abuse, and respond to sales and support requests.

We do not sell personal information. We do not use customer feedback to advertise to the customer who submitted it.

AI features

ReputationOSHQ can draft a suggested reply to a review using an AI model. Drafts are assistive only — a person must edit and approve them, and nothing is published to a review site automatically. Content sent for drafting is processed by our AI provider to generate the draft and is not used by us to train models.

Sharing and processors

We share information with service providers that host and run ReputationOSHQ — our application hosting and managed database/authentication provider, and the AI provider used for drafting. We may disclose information if required by law, or as part of a business transfer, in which case this policy continues to apply to the transferred information.

Data separation and access

Each business's data is scoped to its own organization and enforced at the database level. Users only see data for organizations and locations they are a member of. Access to customer contact details and internal notes depends on the role a business assigns to each of its users.

Retention and deletion

We keep feedback, cases, and account records for as long as the business's account is active, or as needed to provide the service. Audit records are append-only and retained for accountability. Sales inquiries are retained until we no longer need them to follow up. To request deletion of a specific record, contact us at the address below or ask the business you submitted feedback to.

Your choices

Providing your contact details in a feedback form is optional; you can submit feedback without them. You may ask us to access, correct, or delete personal information we hold about you. Where a business controls that information, we will route your request to them.

Security

Data is transmitted over encrypted connections and stored with our managed hosting provider. Access is restricted by authentication and per-organization database policies. No system is perfectly secure, and we do not claim any certification or audited compliance status.

Children

ReputationOSHQ is a business tool and is not directed to children. We do not knowingly collect information from children.

Changes

We may update this policy as the product changes. We will update the date at the top of this page when we do.

Contact

Privacy requests: privacy@reputationoshq.com
General inquiries: sales@reputationoshq.com