This Privacy Policy explains what personal information Refzy collects, how we use it, who we share it with, and the choices available to you.
Who we are
Refzy (“Refzy,” “we,” “us,” or “our”) provides customer reference, scheduling, communication, payment, recording, transcription, and related services to participating businesses.
For privacy questions or requests, contact us at help@refzy.ai.
When a business provides customer information to Refzy or uses Refzy to operate its customer reference program, that business may determine how certain information is used. In those situations, Refzy processes the information on the business’s behalf.
For information Refzy collects and uses for its own purposes, Refzy is responsible for that processing.
What we collect
- Account and profile information — name, email address, profile photo, languages spoken, time zone, availability, and information included in your Refzy profile.
- Reference program information — information about your relationship or experience with the participating business, such as service or case type and other profile details you choose to provide.
- Customer lists — names, email addresses, languages, and related information a business uploads so Refzy can invite its customers to participate as references.
- Booking information — name, email address, selected availability, scheduled meeting details, and the reference selected by a prospect.
- Call recordings and transcripts — recordings, transcripts, meeting metadata, and related information generated during Refzy conversations when recording is enabled and participants have consented.
- Conversation insights — summaries, themes, questions, concerns, decision factors, and other insights generated from recorded conversations, including through automated or AI-assisted analysis.
- Payout information — information needed to compensate references for their time. Payment providers may collect additional financial information directly from you.
- Reviews — where a business uses Refzy review features, information may include your name, email address, rating, written review, willingness to participate as a reference, and related review activity.
- Technical information — IP address, browser and device information, language, pages viewed, login activity, and information used for security and fraud prevention.
- Billing information — subscription status, invoices, and transaction information. Payment card information is processed by our payment provider and is not stored directly by Refzy.
Recorded conversations and AI analysis
Refzy conversations may be recorded and transcribed with participant consent.
Recordings and transcripts may be used to:
- provide and operate the Refzy service;
- support trust, safety, and accountability;
- investigate misuse, disputes, or payment issues;
- provide the participating business with records of conversations associated with its Refzy program;
- generate summaries, themes, trends, and other insights about prospect questions, concerns, and decision factors; and
- improve the operation and effectiveness of Refzy.
Refzy may use automated systems, including artificial intelligence, to analyze recordings and transcripts for these purposes.
Participants should avoid sharing sensitive personal, medical, financial, legal, or confidential information unless it is necessary for the conversation.
Where appropriate, Refzy may use automated or manual processes to redact or minimize sensitive personal information before information is surfaced through the platform.
How we use information
We use personal information to:
- create and manage accounts and profiles;
- invite and onboard references;
- match prospects with references;
- schedule conversations and send reminders;
- create calendar invitations and video meetings;
- compensate references;
- record and transcribe conversations with consent;
- provide businesses with conversation records, summaries, and insights;
- prevent fraud, abuse, duplicate bookings, and misuse;
- operate, secure, troubleshoot, and improve Refzy;
- provide customer support;
- process subscriptions and payments;
- send service-related communications;
- send marketing communications where permitted; and
- comply with legal, accounting, and regulatory obligations.
How information is shared
We do not sell personal information or share personal information for third-party advertising.
Information may be shared with:
- The participating business — including reference profiles, booking activity, conversation records, transcripts, summaries, and insights associated with its Refzy program.
- Google — for calendar invitations and Google Meet conversations.
- Payment providers such as Stripe — for subscription billing and payment processing.
- Payout providers — where used to compensate participating references.
- Email providers — for invitations, confirmations, reminders, and service communications.
- AI and transcription providers — where used to record, transcribe, summarize, redact, or analyze conversations.
- Analytics providers — to understand how Refzy is used.
- Hosting, database, security, and infrastructure providers — to operate and protect the service.
These providers receive information only as needed to perform services for Refzy or the participating business.
We may also disclose information when required by law, to protect the rights or safety of Refzy or others, or to establish, exercise, or defend legal claims.
Information shared between participants
Refzy is designed to limit unnecessary sharing of personal contact information between prospects and references.
Prospects and references are not required to exchange personal phone numbers or email addresses through Refzy. Meetings are scheduled through the platform and supported communication services.
Information a participant voluntarily shares during a conversation may appear in the recording or transcript.
Cookies and analytics
Refzy uses cookies and similar technologies to operate the service, keep accounts secure, remember preferences, understand how the website is used, and improve performance.
We may use analytics providers such as Google Analytics.
Where applicable law requires a choice regarding certain cookies or data uses, Refzy will provide appropriate controls.
How long we keep information
We retain personal information only for as long as reasonably necessary for the purposes described in this policy, including providing the service, maintaining security, resolving disputes, meeting contractual obligations, and complying with legal or accounting requirements.
This may include:
- Account and profile information — while the account or reference relationship remains active and for a reasonable period afterward.
- Customer lists — while needed to provide services to the participating business or until the business requests deletion, subject to applicable legal obligations.
- Bookings and meeting records — while needed to operate the service and maintain appropriate business records.
- Call recordings and transcripts — while reasonably necessary to provide the service, support safety and accountability, generate insights, resolve disputes, and meet contractual or legal obligations.
- Payment and accounting records — for the period required by applicable tax and accounting laws.
- Security and technical logs — for a limited period appropriate for security, fraud prevention, and troubleshooting.
We may retain aggregated or deidentified information that no longer reasonably identifies an individual.
Your privacy choices and rights
Depending on where you live, you may have rights regarding your personal information, including the right to:
- request access to personal information we hold about you;
- request correction of inaccurate information;
- request deletion of certain information;
- obtain a copy of certain information;
- opt out of certain uses where required by law; and
- appeal certain decisions regarding privacy requests where applicable.
You may submit a privacy request by emailing help@refzy.ai.
We may need to verify your identity before completing a request.
If Refzy is processing information on behalf of a participating business, we may direct your request to that business or assist the business in responding.
We will not discriminate against you for exercising privacy rights provided by applicable law.
Security
We use reasonable administrative, technical, and organizational safeguards designed to protect personal information.
These measures include encryption in transit, access controls, restricted internal access, and safeguards intended to reduce the risk of unauthorized access, disclosure, alteration, or loss.
No online service can guarantee absolute security.
Sensitive information
Refzy is not intended to be a repository for highly sensitive personal information.
Participants should avoid unnecessarily sharing information such as:
- Social Security numbers;
- financial account or payment card numbers;
- passwords or authentication credentials;
- detailed medical information;
- confidential legal communications;
- government identification numbers; or
- other sensitive information that is not needed for the conversation.
If sensitive information is shared during a recorded conversation, it may appear in the recording or transcript unless removed or redacted.
Children
Refzy is not directed to children under 13, and we do not knowingly collect personal information directly from children under 13.
If you believe a child has improperly provided personal information to Refzy, contact us at help@refzy.ai.
Changes to this policy
We may update this Privacy Policy as Refzy evolves.
If we make material changes, we will update the date at the top of this page and provide additional notice where appropriate.
Contact us
For privacy questions or requests, contact: