Privacy Policy
Last Updated: [DATE]
Karma Repute ("Karma", "we", "us", or "Platform") provides software services that help businesses collect, manage, organize, and analyze customer reviews, feedback, messages, and other business-related information.
This Privacy Policy explains how information is collected, used, stored, protected, and shared in connection with the Karma website, platform, and services.
Depending on the nature and purpose of the processing, Karma may act as a Data Controller or a Data Processor.
For customers and users in Türkiye, additional information regarding personal data processing under Turkish data protection law is provided in our KVKK Information Notice.
1. Our Data Processing Roles
Karma may act in different capacities depending on the nature and purpose of the processing.
For customer reviews, feedback, messages, and similar information uploaded to Karma by a business customer, Karma generally acts as a Data Processor where it processes such information on behalf of and according to the instructions of the relevant business.
For information processed by Karma for its own purposes, such as account management, subscription management, billing, security, system administration, support, and compliance with legal obligations, Karma may act as a Data Controller.
2. Information We May Process
Depending on how Karma's services are used, we may process:
- Name and account information
- Email address and contact information
- Business and account information
- Subscription and billing information
- IP address, device, and browser information
- System, security, and access logs
- Support requests and information provided by users
- Customer reviews and feedback uploaded by businesses
- Form responses
- Message and communication content
- Information obtained through supported third-party platform integrations
- Other content provided by a business in connection with the Services
3. Information Provided by Businesses
Businesses using Karma may upload or connect customer reviews, feedback, messages, forms, and other customer-related information to the Platform.
Karma processes such information as necessary to provide the Services requested by the business, including storing and organizing information, categorizing reviews and feedback, identifying topics and subtopics, analyzing sentiment, generating summaries, identifying recurring observations, producing reports, and providing other business analysis and management features.
The business remains responsible for determining the purposes and means of processing customer information that it provides to Karma and for ensuring that such information is lawfully collected and provided to Karma.
Customer information provided to Karma by a business is not used by Karma for independent advertising or marketing purposes outside the scope of the relevant Services and the customer's instructions.
4. Messaging and Third-Party Communication Platforms
Karma may support integrations with third-party communication platforms selected by the business.
Where an integration is enabled by the business, messages exchanged between a business and its customers through platforms such as WhatsApp, Instagram, or similar communication services may be transferred to Karma.
Depending on the integration, this information may include message content, message date and time, sender or recipient information provided by the platform, conversation metadata, and other content included in the communication.
Such information may be processed to provide features requested by the business, including storage, organization, classification, analysis, summarization, reporting, and other business management functions.
Messages may contain personal information or special-category/sensitive information. Where such information is included in message content, it may be processed as part of that content.
The business is responsible for obtaining and maintaining any permissions, authorizations, notices, and legal bases required for its use of third-party communication platforms and for providing such information to Karma.
Karma does not own or operate the third-party communication platforms themselves. Their respective terms, privacy policies, and data processing practices may also apply.
5. Review and Feedback Analysis
Karma may process reviews and feedback provided by businesses to help them understand customer feedback and monitor their business operations.
Depending on the Service configuration, Karma may categorize reviews and feedback, identify positive or negative statements, identify recurring topics, generate summaries and observations, identify patterns across customer feedback, and provide reports and internal business insights.
Karma does not independently determine the purposes for which customer-provided review or feedback data is processed where Karma acts as a Data Processor.
6. AI and Third-Party Technology Providers
Karma may use third-party technology providers to provide certain analytical, infrastructure, and technical Services.
For example, review, feedback, or message content provided to Karma may be transmitted to relevant technical or AI service providers where necessary to perform an analysis or other requested Service.
Where Karma acts as a Data Processor, such processing is carried out for the purpose of providing the relevant Service and in accordance with the applicable customer instructions and contractual arrangements.
Karma may use third-party service providers and subprocessors to operate its Services. Information about relevant subprocessors may be provided through the Subprocessors page.
7. Third-Party Platforms and APIs
Karma may integrate with third-party platforms and APIs, including services such as Google, WhatsApp, Instagram, and other supported platforms.
Information obtained from or transferred to these platforms may also be subject to the applicable terms of service, privacy policies, and data processing practices of those platforms.
The business is responsible for ensuring that it has the necessary rights and permissions to use such integrations and to provide or transfer information through them.
Karma is not the owner, operator, or representative of third-party platforms.
8. International Data Transfers
Karma may use cloud infrastructure, technology providers, AI services, and other service providers located in countries outside the country where the customer or data subject is located.
Where personal information is transferred internationally, Karma applies the transfer mechanisms required by applicable data protection laws.
Depending on the circumstances, these mechanisms may include adequacy decisions, contractual safeguards, standard contractual clauses, or other legally recognized transfer mechanisms.
9. Sensitive and Special-Category Information
Customer reviews, feedback, forms, and messages may contain information that is considered sensitive or special-category personal information under applicable data protection laws.
Where such information is included in content provided by a business, it may be processed as part of that content for the purpose of providing the requested Service.
The business is responsible for ensuring that information provided to Karma is collected, used, and transferred lawfully and that the business has the necessary authority and legal basis to provide such information to Karma.
Karma processes such information within the scope of the Services and applies the technical and organizational measures applicable to its own activities and systems.
10. Passwords and Account Security
Karma user passwords are not stored in a form that allows them to be viewed as plain text.
Passwords are stored using secure methods and are not maintained for viewing by Karma employees.
Karma does not ask users to provide their account passwords to support personnel or other individuals.
Users are responsible for keeping their account credentials confidential and secure.
11. Access to Customer Data
Karma may access customer data where reasonably necessary to provide the Services, provide technical support, maintain or troubleshoot the Platform, protect the security of the Platform, investigate technical or security issues, or comply with applicable legal obligations.
Access to customer data is restricted, where reasonably practicable, according to role, authorization, and business need.
Karma does not access customer data for purposes unrelated to the provision, security, support, or lawful operation of the Services.
12. Data Security
Karma uses technical and organizational measures appropriate to the nature of the information and the activities carried out by Karma to protect personal information against unauthorized access, alteration, disclosure, loss, or destruction.
Depending on the relevant system and Service, these measures may include access controls, authentication mechanisms, secure connections, system and access logging, application and server security, permission restrictions, security monitoring, and other security controls.
No internet service or information system can be guaranteed to be completely secure.
13. Data Retention
Customer reviews, feedback, messages, and similar customer-related content provided to Karma are generally retained for a default period of six (6) months, unless a different retention period is agreed with the customer or a longer period is required by applicable law or necessary to establish, exercise, or defend legal claims.
At the end of the applicable retention period, information may be deleted, destroyed, or otherwise rendered unavailable for further processing, subject to applicable legal requirements and contractual obligations.
Certain information may need to be retained for longer periods where required by law, for security purposes, or in connection with legal claims or disputes.
14. Sale of Personal Information
Karma does not sell or rent personal information to third parties.
Personal information may be shared where necessary to provide the Services, operate technical infrastructure, use authorized service providers, comply with applicable legal obligations, protect the Platform, or provide Services requested by the customer.
15. Third-Party Websites and Services
The Karma website or Platform may contain links to third-party websites, services, or applications.
Karma does not control and is not responsible for the content, security practices, or privacy policies of third-party websites or services.
Users should review the applicable privacy policies and terms of those third parties before using their Services.
16. Security Incidents
If Karma becomes aware of a security incident involving personal information within systems under Karma's control, Karma will assess the incident and take the measures required by applicable law and applicable contractual obligations.
Where notification is required by applicable law or applicable contractual obligations, Karma will provide the required notification to the relevant party.
Security incidents involving systems, services, or processing activities outside Karma's control will be handled according to the respective responsibilities of the parties involved.
17. Changes to This Privacy Policy
Karma may update this Privacy Policy from time to time to reflect changes in its Services, technology, business practices, or legal requirements.
The updated version will be published on the Karma website with a revised Last Updated date.
Where required or appropriate, users or customers may be notified of material changes through the Platform, email, or another appropriate communication method.
18. Contact Us
If you have questions about this Privacy Policy or Karma's processing of personal information, you can contact us using the information below:
[KARMA LEGAL COMPANY NAME]
Address: [ADDRESS]
Email: [EMAIL ADDRESS]
Website: karmarepute.com
Company / Tax Number: [NUMBER]