Privacy Policy

This Privacy Policy describes how ReputationShield ("we", "us", or "our") collects, uses, and protects personal data when you use our reputation management and review removal services, including the removal or suppression of harmful, misleading, or policy-violating reviews on Google and other online platforms.

By accessing or using our services, you agree to the collection and use of information in accordance with this Privacy Policy.

1. Data Controller and Scope

This Privacy Policy applies to all personal data processed by ReputationShield in connection with:

  • Our website, customer portals, forms, and landing pages
  • Our review and reputation management services
  • Email, chat, and phone communications related to our services

If you have any questions or requests regarding this Privacy Policy or our data practices, you can contact us at:

Trades Coaching Mavens
Email: [email protected]
Subject: "Privacy Request"

2. Information We Collect

Because our services focus on identifying, analyzing, and addressing online reviews, we collect certain information that is necessary to perform these activities ethically and lawfully. The types of information we may collect include:

2.1 Client and account information

  • Name, business name, and role/title
  • Contact details (email address, phone number, mailing address)
  • Login credentials and authentication data (where applicable)
  • Billing details and limited payment-related information (processed via compliant payment providers; we do not store full payment card numbers)

2.2 Review and content information

To evaluate and address negative or harmful reviews, we may collect and process:

  • URLs and screenshots of online reviews and profiles
  • Reviewer usernames or profile names (as publicly displayed)
  • Review content, ratings, timestamps, and platform metadata
  • Your internal correspondence, notes, or context about the review (e.g., what happened with the reviewer, order IDs, support tickets)
  • Evidence you provide to support your case (e.g., receipts, communication logs, policy references)

2.3 Technical and usage information

  • Log data such as IP address, browser type, device identifiers, pages visited, and access times
  • Usage data related to how you interact with our website, dashboards, or emails
  • Cookie and similar tracking data (see the "Cookies" section below)

3. How We Use Your Information

We use the personal data we collect strictly for purposes related to providing and improving our review management and removal services. This includes:

  • Reviewing and assessing negative or harmful reviews affecting your business or reputation
  • Preparing and submitting requests, disputes, or notices to platforms like Google or other review sites where appropriate and permitted by their policies
  • Communicating with you about your case status, strategy, and results
  • Providing customer support and responding to your inquiries
  • Improving, testing, and optimizing our services, tools, and workflows
  • Detecting, preventing, and addressing fraud, abuse, security risks, or violations of applicable laws or platform terms
  • Complying with legal obligations, enforcement requests, and regulatory requirements

We do not sell your personal information or your clients’ information to third parties. We also do not use review content you provide to us for unrelated advertising or profiling purposes.

4. Legal Bases for Processing (If You Are in the EEA/UK)

Where applicable data protection laws (such as the GDPR or UK GDPR) apply, we rely on one or more of the following legal bases to process your personal data:

  • Contractual necessity – to provide the services you have requested, including review analysis and removal efforts.
  • Legitimate interests – to protect and manage your online reputation, to improve our services, to prevent abuse, and to secure our systems, provided these interests are not overridden by your rights and interests.
  • Consent – where required by law (for example, certain marketing communications or optional cookies), we will process personal data based on your freely given consent, which you may withdraw at any time.
  • Legal obligation – to comply with applicable laws, regulations, court orders, and valid legal requests.

5. Cookies and Similar Technologies

We may use cookies and similar tracking technologies to operate and improve our website and services. Cookies are small text files placed on your device that help us recognize your browser and remember certain information.

  • Essential cookies – necessary for the website to function and for you to securely access our services.
  • Analytics cookies – help us understand how visitors use our website so we can improve performance and user experience.
  • Preference cookies – remember your settings and preferences over time.

You can typically manage or disable cookies through your browser settings. Some features of the site may not function properly if cookies are disabled. Where required by law, we will request your consent before placing non-essential cookies on your device.

6. How We Share Your Information

We treat the information you share with us about reviews and your reputation as sensitive and confidential. We only share personal data in the following limited circumstances:

  • Service providers – trusted third-party vendors who help us operate our business (e.g., hosting, email delivery, analytics, payment processors). These providers are bound by contractual obligations to protect your data and may only use it as instructed by us.
  • Platforms and websites – in order to perform review removal or dispute actions, we may submit information to platforms such as Google or other review websites, strictly as needed to support your case and in accordance with their terms and applicable law.
  • Professional advisors – legal, accounting, or other advisors where reasonably necessary for the establishment, exercise, or defense of legal claims.
  • Legal requirements – if required by law, court order, or valid legal process, or to protect our rights, safety, or property, or that of our clients or the public.
  • Business transfers – in connection with a merger, acquisition, restructuring, or sale of assets, your information may be transferred as part of that transaction, subject to appropriate confidentiality protections.

We do not sell your personal data, and we do not share case-specific review details with other clients.

7. Data Retention

We retain personal data only for as long as necessary to fulfill the purposes described in this Privacy Policy, including to provide our services, resolve disputes, comply with legal obligations, and enforce our agreements.

When we no longer need the information and are not legally required to keep it, we will delete it or anonymize it so that it can no longer be associated with you or your business. We may retain aggregated, non-identifiable data for analytical and business purposes.

8. Data Security

We implement appropriate technical and organizational measures designed to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorized disclosure, or access. These measures may include access controls, encryption in transit, secure storage, and regular review of our security practices and vendors.

However, no method of transmission over the internet or method of electronic storage is completely secure. While we strive to use commercially acceptable means to protect your personal data, we cannot guarantee absolute security. If you believe your interaction with us is no longer secure, please contact us immediately using the details provided above.

9. International Data Transfers

Depending on your location and the services you use, your personal data may be transferred to and processed in countries other than your own, including countries that may have different data protection laws than those in your jurisdiction.

Where such transfers involve personal data from the EEA, UK, or similar regions, we will implement appropriate safeguards (such as standard contractual clauses or equivalent mechanisms) to ensure that your data remains protected in accordance with applicable law.

10. Your Data Protection Rights

Depending on your location and applicable law (for example, GDPR, UK GDPR, CCPA/CPRA, or other local regulations), you may have some or all of the following rights regarding your personal data:

  • Right to access – to obtain confirmation of whether we process your personal data and receive a copy of that information.
  • Right to rectification – to request correction of inaccurate or incomplete personal data.
  • Right to erasure – to request deletion of your personal data, subject to legal or contractual obligations.
  • Right to restriction – to request that we temporarily or permanently stop processing some or all of your data.
  • Right to object – to object to our processing where based on legitimate interests or for direct marketing.
  • Right to data portability – to receive your personal data in a structured, commonly used, and machine‑readable format where technically feasible.
  • Right to withdraw consent – where our processing is based on consent, you may withdraw it at any time without affecting the lawfulness of processing prior to withdrawal.
  • Right to complain – to lodge a complaint with your local data protection authority if you believe our processing violates applicable law.

To exercise any of these rights, please contact us at [email protected] with sufficient information to identify you and your relationship with us. We may need to verify your identity before responding to your request.

11. Children’s Privacy

Our services are intended for businesses and adult individuals and are not directed to children under the age of 16 (or such other age as defined by applicable law). We do not knowingly collect personal data from children. If we become aware that we have collected personal data from a child without appropriate consent, we will take steps to delete that information as soon as reasonably practicable.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or other factors. When we make material changes, we will update the "Last updated" date below and, where required by law, provide additional notice (such as by email or a prominent notice on our website).

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

13. How to Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our handling of your personal data, you can reach us at:

ReputationShield – Privacy Team
Email: [email protected]

Last updated: January 13, 2026