Privacy Policy

1. Scope

This policy explains how RoundRobin AI processes personal data across our website and platform, including callback, relay, scheduling, analytics, reviews, and AI features.

2. Data We Collect

Depending on feature usage, we may process account details (for example name, email, business details), contact details submitted through forms or widgets (for example phone number and optional name), and operational call data (for example call status, timestamps, routing, recordings, and transcripts).

We also process review data (ratings, text feedback, optional voice notes), usage analytics (session identifiers, page/referrer/device data, and IP-derived location), and billing metadata related to subscriptions and payments.

If you connect third-party integrations, we may also process limited connection and feature data made available through those integrations. For Google features, this can include your Google account email, calendar availability data, Google Business Profile account and location details and reviews, and the specific Google Sheet you choose to use with RoundRobin AI, including sheet tabs, headers, selected row data, and status fields written back for that feature.

3. How We Use Data

We use data to provide and operate the service, route and schedule calls, send notifications and review requests, generate analytics and AI outputs, support integrations, secure the platform, and manage billing and support.

For connected Google features, we use Google user data only to provide the feature you enable. For example, we may sync calendar availability for scheduling, import Google Business Profile locations and reviews, or read from and update the specific Google Sheet you select for review-request automation.

4. Google User Data, Workspace APIs, and Connected Files

When you connect a Google integration, RoundRobin AI may store secure connection credentials, basic account details, your selected integration settings, and technical records needed to keep the connection working.

If you use the Google Sheets review-request feature, we access only the specific spreadsheet you choose to use with the app. We use that spreadsheet to load sheet tabs and headers, validate your selected columns, process the rows you want us to process, send review-request messages based on that data, and write status fields back to the same spreadsheet.

If you use Google Calendar sync, we use Google Calendar data to check availability and maintain busy periods for scheduling.

If you use Google Business Profile features, we may access and store account details, selected location details, review content, reviewer display information included with those reviews, and related connection data so that we can import reviews, display them in the product, and support the publishing workflows you enable.

We do not sell Google user data. We do not use Google user data for targeted advertising. We do not use Google Workspace API data to develop, improve, or train generalized AI or machine-learning models.

5. Sharing, Transfers, and Disclosures

We share, transfer, or disclose Google user data only as needed to provide the features you enable, to secure the service, or where required by law. Depending on the feature you use, recipients can include:

• Google services and APIs, to authenticate your account and operate the connected feature.
• Service providers that host, secure, store, and support our platform.
• Twilio, when data from a selected Google Sheet row is used to send an SMS review request or related message you trigger.
• Customer-enabled integrations such as Zapier or webhook endpoints.
• Review widgets, pages, or connected publishing destinations you choose to use for synced review content.
• Regulators, law enforcement, professional advisers, or counterparties in a merger, acquisition, financing, or asset sale where disclosure is legally required or reasonably necessary and handled in accordance with applicable law.

We do not transfer Google user data to data brokers, information resellers, or advertising networks.

6. Cookies and Similar Technologies

We use session and functional technologies such as cookies and local storage, including identifiers used for visitor/session tracking and referral attribution.

7. Processors and Integrations

We use third-party providers to deliver core functionality, including Twilio (calls, SMS, transcription), SendGrid (email), Stripe (payments), OpenAI and Retell (AI features), Google Cloud Storage (voice media), Google reCAPTCHA (bot protection), Calendly and Google Calendar (calendar sync), and Zapier/webhook endpoints configured by customers.

Where a Google integration is enabled, Google acts as the source platform and API provider for that feature. OpenAI and Retell support separate AI features in the product; Google Workspace data connected through Google Sheets or Google Calendar is not used to train generalized AI or machine-learning models.

8. Security

We apply technical and organisational safeguards appropriate to the service. This includes access controls and secure storage for certain integration credentials.

9. Retention

We retain data for as long as needed to provide the service, maintain records, resolve disputes, enforce agreements, and meet legal obligations. Integration connection data, synced content, and related technical records may be retained for as long as the feature remains connected or enabled, and for a reasonable period afterwards unless deletion is requested or a shorter period is required by law.

10. Your Choices

You can manage many settings in your account, including call recording preferences, integrations, and connected users. You can disconnect supported integrations from within the app and can also revoke RoundRobin AI's access from your Google account permissions. Disconnecting an integration generally stops future access and removes stored connection credentials for that integration, although some related settings, records, or previously synced content may remain until deleted or updated. You can contact us to request access, correction, or deletion where applicable.

11. Policy Updates

We may update this policy from time to time. Material updates will be reflected by updating the date above.

12. Contact

For privacy questions or requests, contact support@roundrobinai.com.