Privacy Policy
Last updated: February 10, 2026
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.
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.
4. 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.
5. 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.
6. Security
We apply technical and organisational safeguards appropriate to the service. This includes access controls and encrypted storage for certain integration credentials.
7. Retention
We retain data for as long as needed to provide the service, maintain records, resolve disputes, enforce agreements, and meet legal obligations.
8. Your Choices
You can manage many settings in your account, including call recording preferences, integrations, and connected users. You can contact us to request access, correction, or deletion where applicable.
9. Policy Updates
We may update this policy from time to time. Material updates will be reflected by updating the date above.
10. Contact
For privacy questions or requests, contact support@roundrobinai.com.