Privacy notice

What Ron handles

Ron stores the owner account, shop profile, Playbook rules, leads, customer messages and replies needed to run the service. If a shop connects an inbox, Ron reads incoming mail and a limited selection of sent mail so it can identify enquiries and learn the shop's working style. Public signup also keeps short-lived, pseudonymous network counters to prevent automated abuse; raw IP addresses are not stored in those counters. Connected phone features may also process SMS, call recordings, transcripts and customer photos.

How the information is used

• Classify enquiries and keep the lead record up to date.
• Draft, hold and deliver customer replies for the shop.
• Learn suggested voice, service and pricing rules for owner approval.
• Detect errors, suspected unsafe instructions and delivery problems.
• Understand how pilot shops use the workspace and where they get stuck.

Sent-mail learning is read-only. Suggested facts and prices are not added to the Playbook until the owner confirms them.

Pilot session recording

During the pilot, authenticated workspace sessions may be recorded through PostHog so the Ron Replies team can watch how the product is used and diagnose confusing or broken flows. A recording can include page content, customer and lead details shown on screen, owner chats with Ron, ordinary form input, clicks, scrolling, navigation, browser console messages and performance information.

Password fields are masked. URL query strings, network headers and request or response bodies are excluded from replay so authentication codes and mailbox credentials are not recorded. Replays are stored in the EU PostHog project for up to 30 days and are available only to the Ron Replies team. A shop can ask the pilot contact to stop or delete its recordings.

AI and service providers

Messages may be AI-assisted. Ron uses Anthropic models for drafting and classification, Supabase for database, authentication and private file storage, Vercel for hosting, and PostHog EU for pilot analytics, operational telemetry and session replay. Depending on the features a shop connects, information may also pass through Microsoft or the shop's mail provider, Twilio, Deepgram and Meta WhatsApp. These providers may process information outside Australia under their own service terms.

Security, retention and choices

Mailbox secrets and provider tokens are encrypted before storage. Customer attachments use private storage links. During the pilot, shop data is retained while the workspace remains active so conversations and approvals have an audit trail. A shop can disconnect its inbox at any time and can request export or deletion from the Ron Replies pilot contact.

Shop responsibilities

The shop must have authority to connect the mailbox and should tell its customers when enquiries may be handled with AI assistance. The owner remains responsible for prices, bookings, warranties and other commercial commitments.