Privacy Policy - Google Review Agent

1. Controller

Ruhr-Botgarage
Owner: Mike Schnabl
Oberstr. 36
44892 Bochum
Germany

Phone: 0160-96522924
Email: info@ruhr-botgarage.ai

2. Hosting and technical operation

When this website and the customer area are accessed, technically necessary data is processed so the pages can be delivered and operated securely. This may include IP address, date and time of access, requested files, browser and device information, operating system, referrer information as well as server and security logs.

The service is operated on technical infrastructure and hosting providers, in particular Hetzner. The legal basis is Art. 6(1)(f) GDPR. Our legitimate interest is the secure, stable and efficient operation of the Google Review Agent.

3. Contact form and consultation

If you use the contact form, we process the data you enter: name, restaurant or business, email address, phone number, selected package, term, review volume, message, consent status and technical metadata such as time, IP address and anti-spam signals.

We use this data to process your request, contact you and prepare a possible offer. The legal basis is Art. 6(1)(b) GDPR for pre-contractual communication and Art. 6(1)(f) GDPR for orderly internal request processing. Form requests are sent to Ruhr-Botgarage by email via IONOS.

4. Google Business Profile and Google data

The Google Review Agent accesses Google data only after an authorized representative of a customer business has expressly authorized access through the Google OAuth process. Access is used for Google Business Profile functions, especially retrieving, analyzing and replying to Google reviews.

Google data processed

Google Business Profile account, location and resource identifiers where required for assignment.
Business location information such as location name and technical location references.
Google reviews with review ID, rating, review text, language, creation and update timestamps.
Reviewer information where provided by Google, such as display name, profile reference or anonymous-user labels.
Existing owner replies, reply drafts, published replies and moderation or status information.
OAuth access and refresh tokens or technical token references required for the authorized connection.

Purposes of processing

Retrieving new and existing Google reviews for the authorized location.
Displaying data in the customer portal, monthly report and internal service dashboard.
Creating brand-safe reply drafts and, where agreed, publishing replies via Google Business Profile.
Safety Guard, risk checks, duplicate prevention, reply history and escalation of critical reviews.
Topic analysis, trend reports, Review Health and improvement of customer-specific business knowledge.

The Google permission used is limited to the functions required for Google Business Profile, currently in particular the OAuth scope https://www.googleapis.com/auth/business.manage.

5. Use, sharing and Limited Use

Google data is not sold, not used for interest-based advertising and not used for unrelated profiling. Data is shared only where necessary for operation, security, support or the contracted service.

Hosting, database operation, backups and security logs may be processed by technical service providers.
Review texts and reply drafts may be transmitted to AI providers, currently in particular via the OpenAI API, where required for analysis, topic clustering or reply generation.
Notification services such as Slack may be used for internal operation and support messages; data is limited to what is necessary.
Disclosure may also occur where legal obligations apply or where the customer explicitly instructs us to do so.

The use and transfer of information received from Google APIs is carried out in accordance with the Google API Services User Data Policy, including the Limited Use Requirements described there.

6. Processing roles

Where the Google Review Agent is operated for a customer business, Ruhr-Botgarage generally processes Google review data on behalf of that customer. The customer remains responsible for its Google Business Profile listing, guest communication and the legal assessment of replies. Ruhr-Botgarage acts as controller for its own administration, security, billing and support data.

7. AI-assisted processing

The Google Review Agent uses AI-assisted methods to classify reviews, identify topics, draft replies and prepare monthly reports. Only the content required for the respective function is processed. Sensitive reviews can deliberately be held for human review. No solely automated decision with legal effect on guests is made.

8. Security

We protect Google data and other personal data through technical and organizational measures. These include HTTPS transport encryption, server-side storage of secrets and OAuth tokens, access restrictions, tenant separation, logging of relevant system events, regular security checks and limited access rights for support and administration.

9. Retention, deletion and revoking Google access

Google review data, reply histories, topic analyses, reports and customer-specific business knowledge are stored only as long as required for the agreed service, traceability, security or legal obligations. After contract end or a justified deletion request, data is deleted or anonymized unless statutory retention obligations prevent deletion.

Google access can be ended at any time. Customers can revoke access in their Google account at myaccount.google.com/permissions or request deletion or disconnection by email to info@ruhr-botgarage.ai. After revocation, no new Google data will be retrieved.

10. Cookies, login and tracking

The public landing page currently does not use analytics cookies or marketing tracking. In the protected customer and admin area, technically necessary session cookies or comparable storage mechanisms may be used for login, security and session management. The legal basis is Art. 6(1)(b) GDPR and Art. 6(1)(f) GDPR.

11. Recipients and service providers

Personal data may be shared with technical service providers where required for hosting, email delivery, operational security, AI functions, support or request processing. Service providers are used where possible on the basis of appropriate data protection and security agreements.

12. Your rights

Subject to the GDPR, you have in particular the right of access, rectification, deletion, restriction of processing, data portability and objection to certain processing activities. Where processing is based on consent, you may withdraw that consent at any time with effect for the future.

To exercise your rights, send a message to info@ruhr-botgarage.ai.

13. Right to complain

You have the right to lodge a complaint with a data protection supervisory authority if you believe that the processing of your personal data violates data protection law.

14. Status

This Privacy Policy is current as of 27 June 2026. It will be updated if technical, organizational or legal changes require it.