Privacy Policy of ResponseRX.ai

This Application collects some Personal Data from its Users.

Policy summary

Personal Data collected for the following purposes and using the following services:

Advertising
  • Google Ad Manager
    Personal Data: Cookies; Usage Data
  • Facebook Audience Network
    Personal Data: Cookies; unique device identifiers for advertising (Google Advertiser ID or IDFA, for example); Usage Data
Analytics
  • Google Analytics, Google Ads conversion tracking and Meta Ads conversion tracking (Meta pixel)
    Personal Data: Cookies; Usage Data
Contacting the User
  • Contact form
    Personal Data: email address; first name; last name; phone number
  • Phone contact
    Personal Data: phone number

Types of Data collected

Remarketing and behavioral targeting
  • Google Ads Remarketing and Facebook Remarketing
    Personal Data: Cookies; Usage Data
  • Facebook Custom Audience
    Personal Data: Cookies; email address
Tag Management
  • Google Tag Manager
    Personal Data: Usage Data

Owner and Data Controller

ResponseRX (an Ingenuity Marketing brand)

220 E. Forsyth St., Suite B

Jacksonville, FL 32202

Phone: (904) 867-4835

Owner contact email: hello@responserx.ai

Among the types of Personal Data that this Application collects, by itself or through third parties, there are: Cookies; Usage Data; first name; last name; phone number; email address; unique device identifiers for advertising (Google Advertiser ID or IDFA, for example).

Complete details on each type of Personal Data collected are provided in the dedicated sections of this privacy policy or by specific explanation texts displayed prior to the Data collection.

Personal Data may be freely provided by the User, or, in case of Usage Data, collected automatically when using this Application. Unless specified otherwise, all Data requested by this Application is mandatory and failure to provide this Data may make it impossible for this Application to provide its services. In cases where this Application specifically states that some Data is not mandatory, Users are free not to communicate this Data without consequences to the availability or the functioning of the Service.

Users who are uncertain about which Personal Data is mandatory are welcome to contact the Owner.

Any use of Cookies – or of other tracking tools – by this Application or by the owners of third-party services used by this Application serves the purpose of providing the Service required by the User, in addition to any other purposes described in the present document and in the Cookie Policy, if available. Users are responsible for any third-party Personal Data obtained, published or shared through this Application and confirm that they have the third party’s consent to provide the Data to the Owner. Mode and place of processing the Data.

Methods of processing

The Owner takes appropriate security measures to prevent unauthorized access, disclosure, modification, or unauthorized destruction of the Data. The Data processing is carried out using computers and/or IT enabled tools, following organizational procedures and modes strictly related to the purposes indicated. In addition to the Owner, in some cases, the Data may be accessible to certain types of persons in charge, involved with the operation of this Application (administration, sales, marketing, legal, system administration) or external parties (such as third-party technical service providers, mail carriers, hosting providers, IT companies, communications agencies) appointed, if necessary, as Data Processors by the Owner. The updated list of these parties may be requested from the Owner at any time.

Legal basis of processing

The Owner may process Personal Data relating to Users if one of the following applies:

  • Users have given their consent for one or more specific purposes. Note: Under some legislations the Owner may be allowed to process Personal Data until the User objects to such processing (“opt-out”), without having to rely on consent or any other of the following legal bases. This, however, does not apply, whenever the processing of Personal Data is subject to European data protection law;
  • Provision of Data is necessary for the performance of an agreement with the User and/or for any pre-contractual obligations thereof;
  • Processing is necessary for compliance with a legal obligation to which the Owner is subject;
  • Processing is related to a task that is carried out in the public interest or in the exercise of official authority vested in the Owner;
  • Processing is necessary for the purposes of the legitimate interests pursued by the Owner or by a third party.

In any case, the Owner will gladly help to clarify the specific legal basis that applies to the processing, and in particular whether the provision of Personal Data is a statutory or contractual requirement, or a requirement necessary to enter into a contract.

Place

The Data is processed at the Owner’s operating offices and in any other places where the parties involved in the processing are located.

Depending on the User’s location, data transfers may involve transferring the User’s Data to a country other than their own. To find out more about the place of processing of such transferred Data, Users can check the section containing details about the processing of Personal Data.

Users are also entitled to learn about the legal basis of Data transfers to a country outside the European Union or to any international organization governed by public international law or set up by two or more countries, such as the UN, and about the security measures taken by the Owner to safeguard their Data.

If any such transfer takes place, Users can find out more by checking the relevant sections of this document or inquire with the Owner using the information provided in the contact section.

Retention time

Personal Data shall be processed and stored for as long as required by the purpose they have been collected for.

Therefore:

  • Personal Data collected for purposes related to the performance of a contract between the Owner and the User shall be retained until such contract has been fully performed.
  • Personal Data collected for the purposes of the Owner’s legitimate interests shall be retained as long as needed to fulfill such purposes. Users may find specific information regarding the legitimate interests pursued by the Owner within the relevant sections of this document or by contacting the Owner.

The Owner may be allowed to retain Personal Data for a longer period whenever the User has given consent to such processing, as long as such consent is not withdrawn. Furthermore, the Owner may be obliged to retain Personal Data for a longer period whenever required to do so for the performance of a legal obligation or upon order of an authority. Once the retention period expires, Personal Data shall be deleted. Therefore, the right to access, the right to erasure, the right to rectification and the right to data portability cannot be enforced after expiration of the retention period.

Terms of Service

This Terms of Service Agreement (“Agreement”) governs the subscription and use of the ResponseRx review management and AI-powered response SaaS platform (“Services”) provided by ResponseRx, Inc. (“ResponseRx”) to the subscribing customer (“Client”).

1. Services

ResponseRx will provide access to its SaaS platform, including review collection tools, AI response generation (BrandVoiceAI), analytics, and team management features. Services commence upon account activation. Client will supply necessary data, system access, and cooperation for onboarding.

2. Professional Services

ResponseRx may provide professional services, including but not limited to implementation, onboarding assistance, and training (“Professional Services”), as purchased by Client. Any such Professional Services will be governed by this Agreement and a separate, mutually executed Statement of Work (“SOW”). Each SOW will detail the scope, duration, fees, and other relevant terms for the Professional Services to be provided. ResponseRx warrants that it will perform all Professional Services in a professional and workmanlike manner. Client agrees to provide all necessary cooperation and timely access to its systems, including its Google Business Profile, as required for ResponseRx to perform the Professional Services.

3. Service Modifications

ResponseRx reserves the right to modify or update the Services at any time to evolve our platform and add new features. We may also need to temporarily suspend the Services for scheduled maintenance or for unscheduled emergency maintenance. We will not, however, make changes that materially decrease the core functionality of the Services to which you have subscribed.

4. Access & Restrictions

ResponseRx will provide the Services and hereby grants Client a non-exclusive, non-transferable, limited right to access and use the Services for its internal business purposes during the subscription term. Client will not: (i) sublicense, sell, or resell the Services to any third party; (ii) reverse engineer, decompile, or otherwise attempt to discover the source code of the Services; (iii) use the Services to create a product or service competitive with the Services; (iv) interfere with or disrupt the integrity or performance of the Services; or (v) misuse AI-generated content in violation of law or applicable platform policies. Client is solely responsible for ensuring that Client’s use of the Services complies with all healthcare regulations and other applicable law.

5. Fair Use Policy

ResponseRx’s services are designed to provide a high-quality experience for all clients. To protect the integrity and performance of the platform, Client's use of the Services is subject to this Fair Use Policy. ResponseRx may apply limits on excessive usage of the Services, including but not limited to the volume of API calls and AI-generated responses. Specific usage limits may be defined in the Client's Order Form. If Client's usage exceeds such limits or otherwise degrades the performance of the platform for other clients, ResponseRx reserves the right to, in its sole discretion, throttle Client’s usage or require Client to upgrade to a higher-tier subscription to accommodate such high-volume use.

6. Fees & Payment

Client will pay all fees set forth in the Order Form. Subscriptions are billed in advance, as specified in the Order Form. All fees are non-refundable except as expressly stated herein. If any fees are not received by their due date, ResponseRx will provide a notice of non-payment to Client. If the outstanding fees are not paid within five (5) business days of such notice, ResponseRx may, without limiting its other rights and remedies, suspend Client’s access to the Services until all outstanding amounts are paid in full. Taxes are additional and the sole responsibility of Client.

7. Client Responsibilities

Client is solely responsible for: (i) the accuracy and legality of all business data and content provided to ResponseRx (and ResponseRx has no duty to screen or moderate the same); (ii) compliance with all applicable laws and regulations; (iii) ensuring authorized personnel approve or edit AI-generated responses before posting, where such approval is desired or required; and (iv) managing and maintaining the security of its user accounts and permissions.

8. Third-Party Platforms

The Services require an active connection to certain third-party platforms to function as intended. Client acknowledges and agrees that it must authorize and maintain a connection between the Services and its third-party platforms (e.g., Google Business Profiles and / or any additional third party platforms that may be available in the future) for the duration of the subscription term. Failure to establish or maintain this connection will prevent ResponseRx from delivering core features of the Services. All such third-party platform connections are subject to their respective terms of service, and ResponseRx is not liable for outages, API changes, or limitations imposed by such platforms.

9. Third-Party Platform Obligations

Client agrees to adhere to the terms of service of all third-party review platforms used in connection with the Services. Client’s use of the Services must not implement any form of "review gating," which is the process of filtering customer feedback and directing only those with positive experiences to leave a public online review. Client will not use the Services to solicit reviews on any third-party platform in a manner that violates that platform’s terms of service, or to generate or post fraudulent or misleading reviews in violation of FTC guidelines or applicable healthcare advertising rules.

10. Intellectual Property

All rights, title, and interest in the Services, software, and content (excluding Client Data) remain with ResponseRx. "Client Data" means all information submitted by Client or its end users in connection with the use of the Services. Client retains all ownership of its Client Data. Client grants ResponseRx a limited, non-exclusive, royalty-free, worldwide license to use, copy, and display Client Data as necessary to provide, maintain, and improve the Services, including for the purpose of training its AI models and generating anonymized, aggregated analytics.

11. Publicity

Client grants ResponseRx the right to use Client’s name and logo in its marketing materials, including on the ResponseRx website. Client may opt-out of this provision by providing written notice to ResponseRx at any time.

12. Confidentiality

Each party will protect the other’s confidential information and not use it for any purpose outside this Agreement, except as permitted herein.

13. HIPAA Compliance

For Clients that are "Covered Entities" or "Business Associates" as defined under the Health Insurance Portability and Accountability Act of 1996 ("HIPAA"), the use of the Services is also subject to the ResponseRx Business Associate Agreement (BAA). The BAA is incorporated by reference into this Agreement and governs the parties’ respective obligations with respect to Protected Health Information (PHI). The Client must execute the BAA prior to providing any PHI to ResponseRx. No PHI should be provided until the BAA is executed, and ResponseRx disclaims liability if the Client uploads PHI without it.

14. Warranties

ResponseRx warrants it will provide Services in a professional manner and substantially as described in its documentation. ResponseRx does not warrant or guarantee any specific business outcomes, return on investment, or other performance metrics for Client. EXCEPT AS EXPRESSLY STATED, SERVICES ARE PROVIDED “AS IS,” AND ALL OTHER WARRANTIES, EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE, ARE DISCLAIMED. CLIENT ACKNOWLEDGES AND UNDERSTANDS THAT AI-GENERATED CONTENT MAY BE INACCURATE OR MISLEADING, REQUIRING HUMAN INPUT FROM CLIENT PRIOR TO PUBLICATION.

15. Limitation of Liability

Neither party shall be liable for any indirect, incidental, special, or consequential damages. In no event will ResponseRx’s total aggregate liability arising out of or related to this Agreement exceed the total amount paid by Client hereunder in the twelve (12) months preceding the first incident out of which the liability arose.

16. Indemnification

By Client: Client will defend, indemnify, and hold harmless ResponseRx from any and all third-party claims, damages, and expenses (including attorney fees) arising from: (i) Client's use of the Services in breach of this Agreement; (ii) any content generated or published through the Services by Client; (iii) Client Data; or (iv) Client's violation of any laws or third-party platform terms.

By ResponseRx: ResponseRx will defend Client against any third-party claim that the Services infringe a third-party's intellectual property rights. ResponseRx's total liability under this indemnification obligation is capped at the total amount of fees paid by the Client in the preceding twelve (12) months.

17. Term, Termination, and Suspension

This Agreement commences on the date of the first Order Form and continues until all subscriptions hereunder have expired or have been terminated. For purposes of this Agreement, an “Order Form” means the initial document, online sign-up page, or subscription confirmation record detailing the specific Services, Subscription Term, fees, and number of locations subscribed to by Client.

The Initial Term of each subscription shall be as specified in the applicable Order Form. Subscriptions will automatically renew for additional periods equal to the expiring subscription term (“Renewal Term”), unless either party gives the other written notice of non-renewal, or Client cancels its subscription through the product’s interface, prior to the end of the relevant subscription term.  

ResponseRx reserves the right to suspend Client's access to the Services immediately if Client's use poses a security risk to the Services or other clients, or if Client is in breach of this Agreement.

Either party may terminate this Agreement for cause upon thirty (30) days' written notice of a material breach to the other party if such breach remains uncured at the expiration of such period.

All payment obligations are non-cancellable and all fees paid are non-refundable. Upon termination by Client for cause, ResponseRx will refund any prepaid fees covering the remainder of the term of all subscriptions.

Upon any termination, ResponseRx will cease providing Services and may delete Client Data after thirty (30) days.

18. Support

ResponseRx will provide email and chat support during support hours and reasonable assistance for technical issues, integrations, and training materials. ResponseRx support hours are Monday through Friday 9:00 AM EST to 8:00 PM EST.

19. Dispute Resolution

Any dispute arising out of or relating to this Agreement shall be resolved through binding arbitration administered by the American Arbitration Association, in accordance with its Commercial Arbitration Rules, and judgment on the award rendered by the arbitrator(s) may be entered in any court having jurisdiction thereof. The arbitration shall take place in Jacksonville, Florida. Both parties waive the right to a trial by jury and the right to participate in a class action lawsuit.

20. General Provisions

Governing Law: This Agreement is governed by the laws of the State of Florida, without regard to conflicts of laws principles.

Assignment: Neither party may assign this Agreement without the other’s prior written consent, except to an affiliate or in connection with a merger, acquisition, or sale of substantially all of its assets.

Force Majeure: Neither party will be liable for any failure or delay in performance due to circumstances beyond its reasonable control, including acts of God, natural disasters, terrorism, riots, war, or failures of third-party services, APIs, or networks.

Notice: All notices under this Agreement must be in writing and will be deemed given when delivered personally, sent by confirmed email, or sent by certified or registered mail, return receipt requested, to the addresses on the Order Form.

Severability & Waiver: If any provision of this Agreement is held by a court of competent jurisdiction to be invalid or unenforceable, then such provision(s) shall be construed to reflect the intentions of the invalid or unenforceable provision(s), with all other provisions remaining in full force and effect. The failure of either party to enforce any right or provision in this Agreement shall not constitute a waiver of such right or provision unless acknowledged and agreed to by such party in writing.

Survival: All sections of this Agreement that by their nature should survive termination will survive termination, including, without limitation, accrued rights to payment, confidentiality obligations, warranty disclaimers, indemnification obligations, and limitations of liability.

Entire Agreement: This Agreement, including any Order Form and the BAA (if applicable), constitutes the entire agreement between the parties and supersedes all prior understandings, agreements, or representations.