Privacy Policy

Who we are

[COMPANY LEGAL NAME], [REGISTERED ADDRESS]. For anything in this policy, write to [PRIVACY EMAIL].

What we collect

• Your account — email address, display name, and an avatar if you upload one.
• Workspaces and rooms — the names you give them, who belongs to them, and who is present in a room at a given moment.
• Meeting content — only when somebody in the call chooses to record: the transcript, the written summary, and chat messages sent during the recording window.
• Connected accounts — access tokens for Slack, Notion and Google, stored encrypted, used only to post or write on your behalf, and to copy the files you pick from Google Drive into your workspace.
• Call diagnostics — when a call ends, your browser tells us how it ended: the reason the connection gave, how long the call was connected, how often it reconnected, whether the page was in view, in the background or closing, and the browser's name and version. The report carries no name, account or address, only the room and a connection id that match our own call records, so we can find out why a call dropped. We delete it after 30 days.

Recording is always a choice

Calls are not recorded by default. A recording starts only when a participant turns it on, and everyone in the room sees that it is running. Audio and video are carried live and are not stored — what persists afterwards is the transcript and the summary.

Who else processes it

We use a small number of processors to run the product: [MEDIA PROVIDER] for live audio and video, [TRANSCRIPTION PROVIDER] to turn recordings into text and summaries, [EMAIL PROVIDER] to send transactional mail, and [HOSTING PROVIDER] for hosting. Slack, Notion and Google receive data only if you connect them. Roomore's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. If you ask the support bot on our FAQ or contact page a question, that question is sent to [AI PROVIDER] to be answered.

The support bot

The chat bot on our FAQ and contact pages stores your question, its answer, the time and your IP address for [SUPPORT CHAT RETENTION], so we can see what it gets wrong and stop it being abused. Your question is sent to [AI PROVIDER], who may keep it briefly for their own abuse monitoring. It answers only from a fixed document about this product — it has no access to your account, your meetings or your transcripts. Please do not type anything confidential into it.

Messages, reports and ratings

When you write to us through the contact form, we keep your message, your email address and your name if you gave one. When you send a report from the workspace page, we keep what you wrote with your name, your email address, the workspace you picked and the app and browser you used. A file you attach goes to our team by email with the report; on our servers we keep only its name, size and type. When you rate a call, we keep the stars with the room's name, the time of the call and its workspace. Each of these is emailed to our team through [EMAIL PROVIDER] so we can answer and fix what you describe. Nobody outside our team sees them, and a rating is never shown to the other people in the call. Reports and ratings are deleted with their workspace; contact messages are kept until you ask us to delete them.

How long we keep it

Account and workspace data lives as long as your account does. Transcripts and summaries are kept for [RETENTION PERIOD]. Deleting your account removes [WHAT DELETION REMOVES].

Your rights

You can ask for a copy of your data, ask us to correct it, or ask us to delete it. Write to [PRIVACY EMAIL] and we will respond within [RESPONSE WINDOW]. If you are in the EU or UK you may also complain to your local data protection authority.

Changes

If this policy changes materially we will say so on this page and update the date above. Past versions are available on request.