1. Introduction

Roonly ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our mobile application, web dashboard, and related services (collectively, the "Service").

By using Roonly, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

2.1 Information You Provide

Account Information: Email address, name, phone number, and organization details when you create an account.
Audio Recordings: Sales conversations you record using the app. These are processed for transcription and analysis.
User Content: Notes, tags, and other content you add to conversations.
Communications: Information you provide when contacting support.

2.2 Information Collected Automatically

Location Data: GPS coordinates when you start a shift (with your permission). We only collect location when you explicitly start "Shift Mode".
Device Information: Device type, operating system, and app version.
Usage Data: How you interact with the app, features used, and performance metrics.

3. How We Use Your Information

We use collected information to:

Provide, maintain, and improve the Service
Transcribe and analyze your recorded conversations using AI
Generate scores, feedback, and coaching insights
Enable gamification features (points, badges, leaderboards)
Allow managers to review team performance
Send notifications about your account and the Service
Respond to your inquiries and support requests
Detect and prevent fraud or abuse

4. Audio Recording & Transcription

Important: When you record a conversation, you are responsible for complying with all applicable laws regarding recording consent. Many jurisdictions require all parties to consent to being recorded.

Audio recordings are uploaded to secure cloud storage
Recordings are processed by third-party transcription services (AssemblyAI)
Personally identifiable information (PII) such as names, phone numbers, and addresses may be automatically redacted from transcripts
Transcripts and analysis are stored in our database
Only you, your organization's managers, and authorized personnel can access your recordings

5. Third-Party AI Services

Roonly uses the following third-party AI services to provide its core functionality. Before any data is shared with these services, we obtain your explicit consent within the app.

5.1 AssemblyAI (Transcription & Speaker Identification)

Data sent: Audio recordings of your sales conversations
Purpose: Transcription, speaker diarization (identifying who spoke), and sentiment analysis
Data retention: Audio is processed and not retained by AssemblyAI after transcription is complete
Training: Your data is not used to train AssemblyAI's models
Learn more at AssemblyAI's Privacy Policy

5.2 OpenAI (Analysis, Coaching & AI Roleplay)

Data sent: Conversation transcripts, your name and role context
Purpose: Performance scoring, coaching feedback, objection extraction, training lesson generation, and AI roleplay practice
Data NOT sent: Email addresses, account credentials, location data, or payment information
Training: Your data is not used to train OpenAI's models (we use the API with data sharing opted out)
Learn more at OpenAI's Privacy Policy

6. Data Sharing

We may share your information with:

Your Organization: Managers in your organization can view your conversations, scores, and performance data.
Third-Party AI Services: AssemblyAI and OpenAI, as described in Section 5, to provide transcription, analysis, and coaching features.
Service Providers: Third parties who help us operate the Service (cloud hosting, analytics).
Legal Requirements: When required by law or to protect our rights.

We do not sell your personal information to third parties.

7. Data Security

We implement appropriate technical and organizational measures to protect your data:

Encryption in transit (HTTPS/TLS) and at rest
Access controls and authentication
Regular security assessments
Secure cloud infrastructure (Supabase, Google Cloud)

8. Data Retention

We retain your data for as long as your account is active or as needed to provide the Service. Audio recordings may be deleted after a configurable period set by your organization. You can request deletion of your data by contacting us.

9. Your Rights

Depending on your location, you may have rights to:

Access the personal data we hold about you
Correct inaccurate data
Delete your data
Export your data in a portable format
Opt out of certain data processing

To exercise these rights, contact us at privacy@roonly.ai.

10. Children's Privacy

Roonly is not intended for use by anyone under the age of 18. We do not knowingly collect personal information from children.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new policy on this page and updating the "Last updated" date.

12. Contact Us

If you have questions about this Privacy Policy, please contact us:

Email: privacy@roonly.ai
Website: roonly.ai