How ReplyGuard handles your client emails

What happens when you generate a reply

1. You submit the email. You paste the client email and can add an optional subject and extra context. You also choose your settings: the default tone and how concerned you are about scope.

2. ReplyGuard sends it to OpenAI. The email, any subject and context you added, and your settings are sent to OpenAI through its API to generate the reply. ReplyGuard does not add your name, email address or account details to that request.

3. You get a reply pack. A successful generation gives you a draft reply in five tones (Polite, Firm, Contractual, Emotional and Nervous), next-step suggestions and scope signals.

4. It is saved to your account. The email you submitted is saved together with the generated reply pack, so you can come back to it in My Replies.

What scope signals are

Scope signals highlight patterns in the wording of the email you submitted that may point to pressure on scope or boundaries, such as extra work, a tight deadline or an unclear budget. They are based only on the words in that email: ReplyGuard does not read your contracts or agreements, does not decide whether work is legally in or out of scope, and does not give legal advice.

If a generation fails

While a reply is being generated, the record ReplyGuard creates does not store the client email, subject or context. They are saved only when the generation succeeds. If a generation fails, no submitted or generated content is kept in that record. Only technical details remain, such as the time, the failure and whether your credits were restored.

AI training

ReplyGuard itself does not train or fine-tune AI models on your content. OpenAI states that data sent to its API is not used to train its models unless the API customer opts in, and ReplyGuard has not enabled OpenAI's optional setting for sharing API data. For what OpenAI states about its own retention of API data, see our Privacy Policy.

What analytics record

ReplyGuard uses first-party product analytics, sent only to ReplyGuard's own servers: which pages are visited, which buttons are clicked and key steps such as sign-up and reply generation. Analytics never contain the client emails you submit or the replies ReplyGuard generates. ReplyGuard does not use third-party analytics or advertising trackers.

Where ReplyGuard runs

Deleting your data

Replies. You can delete any reply in My Replies. Its scope signals are deleted with it.

Your account. To delete your account or request other data changes, email contact@akrinum.com. Some payment and accounting records, and pseudonymous analytics, may be kept as described in the Privacy Policy.

Backups. Data deleted from the live service can remain in infrastructure backups until those backups expire.

Your responsibility for replies

AI-generated replies and suggested next steps should be reviewed before you send them. Scope signals and next steps are suggestions and do not determine anyone's legal obligations. See our Terms & Conditions.