1. Roles & Scope
This Privacy Policy applies to all services offered by VouchRabbit (“we”, “us”, or “our”), including our SaaS dashboard, API infrastructure, customer embed scripts, and public marketing domains.
Regulatory Classification Under Data Protection Laws:
- Data Controller: VouchRabbit acts as a Data Controller with respect to personal information collected directly from registered users and prospective customers (e.g., account credentials, profile details, billing metadata, communication records, and direct web analytics).
- Data Processor / Service Provider: When our customers connect third-party platforms to ingest reviews or testimonials, or deploy our embeddable widgets onto their public websites, VouchRabbit acts as a Data Processor (under EU/UK GDPR) and a Service Provider (under CCPA/CPRA). In these scenarios, the customer acts as the Data Controller responsible for establishing lawful grounds for review publication.
2. Categories of Data Collected in the Current Product
In alignment with the current technical architecture and database schema of VouchRabbit, we process the following distinct categories of information:
A. Account & Identity Credentials
When you create an account, authenticate, or manage your organization profile, we collect:
- Primary business email address;
- One-way cryptographically salted and hashed passwords (hashed via secure industry standards; plaintext passwords are never stored or logged);
- Company or trading name;
- Brand kit assets, including custom logo image URLs and brand primary/secondary hexadecimal color codes;
- Email verification token hashes, password reset token hashes, and respective expiration timestamps;
- Account onboarding status, user role permissions, and profile preferences.
B. Connected Review Source Credentials & Profiles
When you connect third-party customer feedback sources (e.g., Google Business Profile, Trustpilot, G2, Yelp, Upwork, Clutch, Fiverr, or Facebook Pages), we record:
- Encrypted Access Credentials: Third-party OAuth refresh tokens, access tokens, and API authorization keys. These are stored strictly as encrypted binary JSON payloads in our database using authenticated encryption (AES-256-GCM);
- External public account handles, business profile identifiers, and vanity slugs (stored for verification and dashboard display);
- Source synchronization logs, including sync timestamps, HTTP status codes, item counts pulled, and error failure diagnostics.
C. Forwarding Email Inbox Data
For customers utilizing our email ingestion feature:
- A unique, pseudonymized inbound forwarding address (e.g.,
inboxEmail) assigned to your organization; - The contents of emails forwarded to that inbox (sender address, email body text, timestamps, and image or screenshot attachments representing client testimonials).
D. Ingested Testimonials & Public Review Records
When reviews are fetched from connected sources or submitted manually, we store:
- Provider-native review identifiers (used for deduplication);
- Author attribution: reviewer name, title or job role, and public avatar image URL;
- Review content: numerical star rating (e.g., 1.0 to 5.0), commentary text, and original date of publication;
- Source permalink URL and platform origin;
- Customer moderation flags (assigned as
new,approved, orhidden); - System ingestion and modification timestamps.
E. Public Embed Widget Telemetry & End-User Analytics
When an end user views or interacts with a VouchRabbit embed widget hosted on your digital properties:
- Public embed key associated with the active widget configuration;
- Interaction event telemetry: impression triggers, engagement interactions, hover/dwell duration in milliseconds, and scroll depth percentage;
- Pseudonymous ephemeral session keys (generated for session attribution without tracking users across unrelated third-party websites);
- Aggregate performance figures (daily impression counts, engagement rates, click-throughs to verified sources);
- Originating website hostname and HTTP referrer header (to enforce domain security allowlists and prevent unauthorized embed hijacking).
F. Generated Collateral & Export Artifacts
When generating one-click sales PDFs or presentation decks:
- Generated PDF files, slide preview images, and presentation decks (.pptx);
- Cryptographic content hashes and manifest arrays of included testimonial IDs;
- Temporary pre-signed storage URLs for file download delivery.
G. Billing & Payment Processing Metadata
All purchases are processed by Dodo Payments, our payment processor and merchant of record. VouchRabbit does not process, transmit, or store raw card numbers, CVVs, or bank credentials. We store only:
- Dodo Payments customer ID and subscription ID;
- Current plan tier (
free,starter,pro); - Subscription status (e.g., active, trialing, past_due, canceled);
- Trial period expiration timestamps and quota utilization figures.
H. Network Security & Diagnostic Logs
For infrastructure defense, rate limiting, and debugging:
- Client IP address (used for rate-limiting, security analysis, and geo-regional compliance);
- Browser user-agent, operating system details, and request HTTP headers;
- Application server error logs and stack traces.
I. Website & Dashboard Usage Analytics (Microsoft Clarity)
On our marketing website and inside the VouchRabbit dashboard, we use Microsoft Clarity, a product analytics and session replay service operated by Microsoft Corporation. Clarity collects:
- A pseudonymous visitor and session identifier stored in a cookie;
- Pages viewed, clicks, taps, scrolling, mouse movement, and typing-field interactions (not typed content);
- Device type, screen size, browser, operating system, language, referrer, and approximate location derived from IP address;
- Performance and error signals, such as rage clicks, dead clicks, and JavaScript errors;
- Session recordings and heatmaps that visually replay how a page was used.
Inside the logged-in dashboard, all on-screen text is masked in recordings, so customer reviews, names, and email addresses are not captured. We do not pass your name, email, or account ID to Clarity. Clarity is not loaded in the embeddable testimonial widget that runs on your own website.
J. Account Deletion Feedback
When you delete your account we ask why you are leaving. If you answer, we store:
- The reason you selected and any optional comment you write;
- Your plan tier at the time and how long the account existed.
This feedback is stored separately from your account, without your name, email address, or any other identifier, so it is not removed when your account is purged. Please do not put personal information in the comment box.
3. Legal Bases & Purposes of Processing
Under the General Data Protection Regulation (GDPR) and UK Data Protection Act 2018, we process your personal data under the following recognized legal grounds:
| Processing Purpose | Categories of Data | Legal Basis (GDPR Art. 6) |
|---|---|---|
| Providing & Operating the Platform | Account credentials, encrypted source tokens, testimonial content | Performance of a Contract (Art. 6(1)(b)) |
| Serving Embed Widgets & Aggregating Analytics | Embed configurations, event telemetry, referrer domains | Performance of a Contract & Legitimate Interests (Art. 6(1)(f)) |
| Processing Subscription Payments & Invoices | Payment-provider customer ID, subscription tier, payment history (amounts, dates, status) | Performance of a Contract (Art. 6(1)(b)) |
| Understanding Product Usage & Fixing Usability Problems (Microsoft Clarity) | Pseudonymous identifiers, interaction events, device and browser details, approximate location | Legitimate Interests (Art. 6(1)(f)); on by default, and you can turn it off at any time (Section 9) |
| Improving the Product from Account Deletion Feedback | Deletion reason, optional comment, plan tier, account age (not linked to you) | Legitimate Interests (Art. 6(1)(f)) |
| Preventing Fraud, DDoS & Abuse | IP addresses, security headers, system telemetry | Legitimate Interests & Legal Obligation (Art. 6(1)(c), (f)) |
| Feature Notifications & Waitlist Alerts | User ID, integration catalog interest records, email | Consent (Art. 6(1)(a)) |
5. Independent Third-Party Review Platforms
VouchRabbit enables customers to aggregate public reviews from platforms such as Google, Trustpilot, G2, Yelp, Upwork, Clutch, Fiverr, and Meta/Facebook.
Customer Warranties & Responsibility: You, as the customer and Data Controller, represent that you possess lawful authority to import public reviews relating to your commercial enterprise, and that displaying such reviews complies with consumer protection laws and the relevant platform terms.
Trademark & Non-Affiliation Disclaimer: VouchRabbit is an independent software application and is not endorsed by, sponsored by, affiliated with, or partnered with Google, Trustpilot, G2, Yelp, Upwork, Clutch, Fiverr, or Meta Platforms, Inc. All third-party logos, trademarks, and service marks displayed in connection with source badges remain the exclusive property of their respective owners.
6. Security Standards & Encryption Architecture
We enforce modern technical and organizational defense-in-depth measures to safeguard your information:
- Encryption in Transit: All HTTP traffic to our web app, REST APIs, and embedded scripts is enforced via HTTPS with modern TLS 1.3 encryption protocols.
- Encryption at Rest: All database storage volumes, backups, and S3-compatible assets are encrypted at rest. Furthermore, sensitive OAuth credentials and API connection keys are encrypted at the application level via AES-256-GCM prior to database persistence.
- Credential Security: User passwords are never saved in plaintext; they are salted and hashed using industry-standard computational work factors.
- Role & Network Segregation: Production databases are isolated in private VPC subnets with strict firewall policies and no direct public internet ingress.
7. Data Retention & Permanent Deletion
We retain personal data only for as long as necessary to fulfill the purposes outlined in this policy or comply with legal obligations:
- Source Deletion: If you disconnect a review source from your dashboard, the associated encrypted access tokens are immediately purged from our database.
- Testimonial Deletion: Removing a testimonial removes it from live widget responses and deletes the record from the database.
- Account Deletion: You can delete your account yourself under Settings → Account → Delete account. Deletion pauses your account immediately: your widget stops displaying, review syncing stops, and any paid subscription is canceled. We then keep your data for 30 days so that you can restore the account by signing back in. When the 30 days end, your profile, connected sources, testimonials, widget configuration, PDF exports, and widget analytics are permanently deleted from our live systems.
- After Deletion: Encrypted backups containing your data are overwritten within a further 30 days. We may retain limited records after deletion where the law requires or allows, such as invoices and payment records (kept by us and by our payment provider for tax and accounting purposes, typically up to seven years), and security or abuse-prevention logs. The anonymous deletion feedback described in Section 2 is also kept.
- Analytics Data: Usage data collected through Microsoft Clarity is retained by Microsoft in line with Clarity's own retention periods, which we do not control. Opting out stops new collection; to ask about data already collected, contact us using the details in Section 12.
- Backup Retention: Encrypted backup snapshots are maintained for disaster recovery purposes for a maximum rolling window of 30 days before being automatically overwritten.
8. Your Legal Rights (GDPR, UK GDPR & CCPA/CPRA)
Depending on your jurisdiction, you are entitled to exercise comprehensive statutory data protection rights:
Right to Access & Portability
Obtain confirmation of whether we process your data and receive a structured, machine-readable export of your personal information. You can download it yourself under Settings → Account → Download my data.
Right to Rectification
Correct inaccurate, outdated, or incomplete personal data directly in your account settings or by contacting our team.
Right to Erasure (“To Be Forgotten”)
Request the total deletion of your personal records where continued processing is no longer legally justified. You can delete your account yourself under Settings → Account; see Section 7 for what happens next.
Right to Restrict or Object
Object to or restrict specific processing activities conducted under legitimate interests grounds.
California Consumer Notice (CCPA / CPRA):
California residents have the right to request notice of the categories of personal information collected, the right to request deletion, the right to correct inaccurate personal data, and the right not to receive discriminatory treatment for exercising privacy rights. VouchRabbit does not sell or share personal information for cross-context behavioral advertising.
How to Submit a Request: Email your Data Subject Access Request (DSAR) to privacy@vouchrabbit.com. We will verify your identity and respond within thirty (30) calendar days as mandated by applicable law.
10. International Data Transfers
If you access our services from outside the United States, your information may be transferred to, stored, and processed in cloud data centers located in the United States and European Union. When transferring data internationally from the EEA, Switzerland, or the UK, we rely on standard European Commission approved Standard Contractual Clauses (SCCs) to guarantee equivalent legal safeguards.
11. Children's Privacy
VouchRabbit is an enterprise SaaS application designed exclusively for commercial businesses and individuals aged 18 and older. We do not knowingly solicit, collect, or process personal data from children under the age of 16. If we become aware that a child has provided us with personal information, we will immediately delete such data.
12. Contact Information & Data Protection Officer
If you have questions, feedback, or legal notices regarding this Privacy Policy, please contact our privacy compliance team:
Email: privacy@vouchrabbit.com or support@vouchrabbit.com
Response SLA: We acknowledge all privacy inquiries within 48 business hours and resolve formal data requests within statutory deadlines.