Privacy Policy
The Review Pals — Last updated: 16 August 2026
The Review Pals ("we", "us", "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, share, and protect personal data when you visit our website, use our platform, or interact with us as a client, prospective client, or as an individual contacted on behalf of one of our clients. We are the data controller for the personal data described in Sections 2–4 below. Where we process your customers' personal data on your instructions in order to send review requests, we act as a data processor — this is covered separately in our Data Processing Agreement, not this Policy.
1. Who We Are
The Review Pals is a company registered in England and Wales under company number 16505574, registered office 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ. You can contact us at info@thereviewpals.com.
2. Personal Data We Collect
2.1 Website visitors
- Technical data such as IP address, browser type, device information, and pages visited, collected via cookies and analytics tools (see our Cookie Policy);
- Information you submit through contact forms, chat, or demo booking requests, such as your name, email address, phone number, and business name.
2.2 Clients (businesses using our Service)
- Account details: name, email, phone number, business name and address, role;
- Billing information, processed securely via our payment provider, Stripe;
- Communications between you and us, including support requests and call recordings/notes from onboarding or demo calls;
- Usage data relating to how you use the platform.
2.3 Individuals contacted on behalf of our clients
If one of our clients uses the Service to send you a review request, we process your name, phone number, and/or email address as a processor, strictly on that client's instructions. Please see Section 9 below and our Data Processing Agreement for more detail, and contact the relevant business directly regarding their own use of your data.
2.4 Children and Special Category Data
We do not intentionally collect data from anyone under the age of 18. We also do not intentionally collect special category data (such as health information). However, if such data is inadvertently shared with us — for example within a review's text, or within notes in a client's uploaded customer file — we handle it with heightened care in accordance with Article 9 of the UK GDPR. It must only be shared with us where the data subject has given explicit consent for that information to be recorded and shared.
3. How We Use Your Data and Our Legal Basis
- To provide, maintain, and improve the Service — necessary for performance of our contract with you;
- To communicate with you about your account, updates, or support requests — necessary for performance of our contract, or our legitimate interest in providing good customer service;
- To send you occasional communications about our own services (for example, product updates or account-related information), where you are an existing or prospective client and can opt out at any time — legitimate interests, or consent where required;
- To process payments — necessary for performance of our contract;
- To detect, prevent, and investigate fraud, misuse, or breaches of our Terms — legitimate interests;
- To comply with our legal obligations, for example accounting and tax requirements — legal obligation.
4. Sharing Your Data
We share personal data with the following categories of recipient, only where necessary:
- Sub-processors and service providers who support our platform, including cloud hosting providers, payment processing (Stripe), messaging providers (for SMS/WhatsApp delivery), email delivery providers, and customer support tools;
- Google, where you connect a Google Business Profile integration;
- Google Drive, where customer lists received from clients are formatted before being imported into the platform;
- Meta (WhatsApp, Instagram, Facebook), where those integrations are used;
- Zapier, where you set up automations connecting the Service to other apps;
- Your connected CRM, booking system, or accounting software, where you set up an integration;
- Professional advisers, such as our accountants or lawyers, where necessary;
- Regulators, law enforcement, or other parties where required by law.
We do not sell your personal data to third parties. A current list of our named sub-processors is available on request by emailing info@thereviewpals.com.
5. International Data Transfers
Some of our sub-processors or service providers may be located outside the UK. Where this is the case, we ensure appropriate safeguards are in place, such as the UK International Data Transfer Agreement (IDTA), an adequacy decision, or equivalent standard contractual clauses, in accordance with UK GDPR.
6. Data Retention
We retain personal data only for as long as necessary for the purposes described in this Policy, including to comply with legal, accounting, or reporting obligations. Client account data is generally retained for the duration of your subscription plus a reasonable period afterwards (typically up to 6 years) to meet legal and accounting requirements, after which it is deleted or anonymised.
7. Your Rights
Under UK GDPR, you have the right to:
- Access the personal data we hold about you;
- Request correction of inaccurate data;
- Request erasure of your data, in certain circumstances;
- Request restriction of processing;
- Object to processing based on legitimate interests or for direct marketing;
- Request data portability;
- Withdraw consent at any time, where processing is based on consent.
To exercise any of these rights, contact us at info@thereviewpals.com. If you are not satisfied with our response, you have the right to complain to the Information Commissioner's Office (ICO):
- Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF;
- Website: www.ico.org.uk;
- Helpline: 0303 123 1113.
8. Security
We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, or misuse. These include:
- Encryption of data in transit and, where supported by our infrastructure providers, at rest;
- Role-based access control, restricting personal data access to authorised personnel on a need-to-know basis;
- Two-factor authentication on internal systems where available;
- Secure data storage using reputable, established third-party infrastructure providers;
- Regular access reviews and periodic security reviews of our systems and processes.
No system is completely secure, and we cannot guarantee absolute security.
9. If You Have Received a Review Request From One of Our Clients
The Review Pals is a customer care platform, not a marketing platform. If a business has used our platform to contact you, it will typically be a plain service message — following up on an experience you had with that business and inviting you to leave a review — rather than a promotional or advertising message.
We processed your contact details solely on that business's instructions, for that purpose. The business is the data controller and relies on its own lawful basis to contact you — usually its legitimate interest in following up with an customer about the service you received, since these messages do not contain promotional content. We are not responsible for that business's own decision to contact you or the basis on which they hold your details.
If you wish to stop receiving such messages, you can contact the business directly. If you have concerns about how a specific business is using your data, you should raise this with them in the first instance, as they are the data controller.
10. Children's Data
Our Service is intended for business use and is not directed at children. We do not knowingly collect personal data from children.
11. Cookies
Our website uses cookies and similar technologies. Full details are set out in our separate Cookie Policy.
12. Changes to This Policy
We may update this Privacy Policy from time to time. We will post the updated version on our website with a revised "last updated" date, and notify clients of material changes where appropriate.
13. Contact Us
If you have any questions about this Privacy Policy or how we handle your data, contact us at info@thereviewpals.com or 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ.