Privacy Policy
Last updated: 7 August 2026
Reviews Pro respects your privacy and is committed to protecting your personal information. This policy explains how we collect, use, share and protect personal information when you visit reviewspro.co.uk, create an account, contact us or use our review-management services.
1. Who we are
Reviews Pro is operated by ReviewsPro based in United Kingdom.
For the personal information described in this policy, we are generally the “controller”, meaning that we decide why and how it is used.
You can contact us:
- By email: support@reviewspro.co.uk
- Through our contact form: https://www.reviewspro.co.uk/contact
2. When we act for our business customers
Businesses use Reviews Pro to import and manage reviews, send review requests by email or SMS, collect private feedback, analyse customer sentiment and respond to reviews.
When a business customer supplies or connects personal information about its customers, reviewers or other individuals, that business will normally be the controller and Reviews Pro will act as its processor. We use that information only to provide the service, follow the business customer’s documented instructions, maintain security and comply with the law.
When a business customer supplies or connects personal information about its customers, reviewers or other individuals, that business will normally be the controller and Reviews Pro will act as its processor. We use that information only to provide the service, follow the business customer’s documented instructions, maintain security and comply with the law.
If you receive a review request or have questions about information processed for a particular business, you should normally contact that business first. We will assist our business customers with valid data-protection requests where required.
Our processing of customer data should also be governed by a data processing agreement with each business customer.
3. Personal information we collect
Depending on how you interact with us, we may collect:
Account and business information
- Your name, company name and business contact details
- Your email address and telephone number
- Account login details and encrypted or hashed passwords
- Subscription, plan and account-status information
- Preferences, settings and authorised users
Payment and transaction information
- Billing contact details
- Subscription, invoice, payment-status and transaction records
- Limited payment information supplied to us by our payment provider
Payments are processed by Stripe. We do not receive or store your complete payment-card details.
Communications:
- Information you submit through our contact form
- Emails, support requests and other correspondence
- Your name, email address, telephone number and the content of your message
- Records of complaints or other enquiries
Review and customer information processed through the service
A business customer may provide or connect:
- Customer names, email addresses and telephone numbers
- Review invitations and delivery records
- Ratings, reviews, responses and private feedback
- Reviewer names, profile information and other information made available by connected review platforms
- Business-location and transaction-reference information
- Sentiment-analysis results and suggested or automated review responses
Please do not submit special-category information—such as information about health, ethnicity, religion, political opinions or sexual orientation—unless it is genuinely necessary and you have a lawful basis to do so.
Technical and usage information
We may automatically collect:
- IP address
- Browser, device and operating-system information
- Pages visited, actions taken and referring pages
- Date, time and duration of visits
- Error, security and diagnostic logs
- Cookie identifiers and consent preferences
Information from other sources
We may obtain information from:
- Review platforms connected by a business customer, including services such as Google, Facebook, Trustpilot, Yelp and TripAdvisor
- Payment, hosting, communications, security and analytics providers
- A business customer that has supplied your details to send a review invitation or provide the service
- Publicly accessible sources where permitted by law
4. How and why we use personal information
We use personal information for the following purposes:
- Creating and administering accounts
- Information used: Account and business information
- Lawful basis: Performance of a contract or steps requested before entering a contract
- Providing review-management services
- Information used: Account, customer, review and integration information
- Lawful basis: Performance of a contract. Where we act as a processor, the business customer determines the lawful basis.
- Sending review invitations by email or SMS for customers
- Information used: Customer contact and campaign information
- Lawful basis: Processing on the business customer’s instructions. The customer is responsible for having an appropriate lawful basis and complying with direct-marketing rules.
- Importing, displaying and responding to reviews
- Information used: Review, reviewer and connected-platform information
- Lawful basis: Performance of a contract or processing on behalf of a business customer
- Providing sentiment analysis and AI-assisted responses
- Information used: Review text, ratings and related information
- Lawful basis: Performance of a contract or processing on behalf of a business customer
- Processing payments and maintaining financial records
- Information used: Billing and transaction information
- Lawful basis: Performance of a contract and compliance with legal obligations
- Answering enquiries and providing support
- Information used: Contact details and communications
- Lawful basis: Performance of a contract or our legitimate interest in supporting users and responding to enquiries
- Securing and operating the website and service
- Information used: Technical, usage, account and log information
- Lawful basis: Our legitimate interests in preventing fraud, protecting systems and providing a reliable service
- Improving our services and understanding usage
- Information used: Usage information and aggregated or anonymised service data
- Lawful basis: Our legitimate interests, or consent where cookies or similar technologies require it
- Sending our own marketing communications
- Information used: Business contact details and communication preferences
- Lawful basis: Consent or our legitimate interests where marketing is permitted by applicable law
- Establishing or defending legal claims
- Information used: Relevant account, communication and transaction information
- Lawful basis: Our legitimate interests and compliance with legal obligations
- Complying with legal and regulatory requirements
- Information used: Any information reasonably required for the relevant purpose
- Lawful basis: Compliance with a legal obligation
Where we rely on legitimate interests, we consider whether our interests are necessary and proportionate and whether they are overridden by your rights and interests.
We do not use personal information to make solely automated decisions that produce legal or similarly significant effects.
Sentiment analysis and AI-assisted response features provide tools and suggestions. Business users remain responsible for deciding how to use them.
5. Marketing
We may send information about Reviews Pro where you have consented or where applicable law otherwise permits us to do so.
You can unsubscribe at any time by using the link in a marketing email or contacting us. Opting out of marketing will not stop service, billing, security or other necessary account communications.
You have an absolute right to object to the use of your personal information for direct marketing.
Business customers are responsible for ensuring that review invitations and other communications sent using Reviews Pro comply with applicable data-protection and electronic-marketing laws.
6. Cookies and similar technologies
We use essential technologies to operate the website, maintain security, remember consent preferences and support account functionality.
With your consent, we may also use analytics technologies, including Google Analytics, to understand how the website is used.
Cloudflare Turnstile may process technical information to protect forms and the service from bots, abuse and fraud.
Where the law requires consent, non-essential technologies will not be used until consent has been obtained. You can change or withdraw your choices through our cookie controls.
For further details, including the technologies used and their duration, please see our Cookie Policy.
7. Who we share information with
We may share personal information with:
- Hosting and infrastructure providers, including Hetzner
- Payment providers, including Stripe
- Website analytics providers, including Google
- Security and fraud-prevention providers, including Cloudflare
- Email and SMS delivery providers
- Customer-support, monitoring and software providers
- Review platforms connected by a business customer
- Professional advisers, including lawyers, accountants and insurers
- Regulators, courts, law-enforcement bodies or public authorities where legally required
- A purchaser, investor or successor if our business or assets are reorganised, sold or transferred
Providers acting on our behalf may use personal information only in accordance with our instructions and contractual safeguards. Some providers act as separate controllers for aspects of their services and provide their own privacy information.
We do not sell personal information.
8. International transfers
Some suppliers or connected platforms may process personal information outside the United Kingdom.
Where a destination is not covered by UK adequacy regulations, we use an appropriate safeguard where required, such as the UK International Data Transfer Agreement, the UK Addendum to approved standard contractual clauses or another legally recognised safeguard. We also assess whether additional protections are necessary.
Contact us if you would like further information about the safeguards applying to a particular transfer.
9. How long we keep information
We keep personal information only for as long as reasonably necessary for the relevant purpose, including legal, accounting, security and dispute-resolution requirements.
Our intended retention periods are:
- Account information: while the account is active and for 1 year after it closes
- Contracts, invoices and payment records: 6 years after the relevant financial year or transaction
- Contact and support enquiries: 2 years after the enquiry is resolved
- Our marketing records: until you opt out or after 1 year, with a minimal suppression record retained to respect an opt-out
- Security and technical logs: 1 year
- Customer data processed through the service: for the duration of the customer’s account or until the customer deletes it, followed by removal from backups within 1 year
- Cookie and consent records: for the periods stated in our Cookie Policy
We may retain information for longer where required by law, necessary to resolve a dispute or needed to establish, exercise or defend legal claims. Information that has been irreversibly anonymised may be retained for statistical and service-improvement purposes.
10. Security
We use appropriate technical and organisational measures designed to protect personal information. These include encrypted transmission, access controls, authentication measures, logging, backups and restrictions based on business need.
No internet service can guarantee absolute security. Business customers are responsible for protecting their login details, controlling authorised users and notifying us promptly if they suspect unauthorised access.
11. Your rights
Depending on the circumstances, you may have the right to:
- Ask for access to your personal information
- Ask us to correct inaccurate or incomplete information
- Ask us to erase information
- Ask us to restrict how information is used
- Object to processing based on legitimate interests
- Object at any time to direct marketing
- Receive certain information in a portable format
- Withdraw consent at any time
- Ask for human intervention concerning a qualifying automated decision
- Complain to the Information Commissioner’s Office
These rights are not absolute, and exemptions may apply. We may ask for information needed to confirm your identity before responding.
Where Reviews Pro processes information solely for a business customer, we may refer your request to that customer or assist it in responding.
To exercise a right, contact support@reviewspro.co.uk. We will respond within the period required by applicable law.
12. Complaints
Please contact us first if you have concerns so that we can try to resolve them.
You may also complain to the Information Commissioner’s Office:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
United Kingdom
Website: https://ico.org.uk/make-a-complaint/
Telephone: 0303 123 1113
Telephone: 0303 123 1113
13. Children
Reviews Pro is a business service and is not intended for children. Account holders must be at least 18 years old. We do not knowingly collect personal information directly from children.
If you believe a child has provided information to us improperly, please contact us.
14. Third-party websites and integrations
Our website and service may link to or integrate with external platforms. Those organisations control their own services and privacy practices. We encourage you to review their privacy notices before providing information or enabling an integration.
15. Changes to this policy
We may update this policy when our services, suppliers or legal obligations change. The latest version will be published on this page with its effective date.
If a change materially affects how we use personal information, we will provide additional notice where appropriate.
© 2026 Reviews Pro. All rights reserved.