Privacy Policy

Our guiding principle is to collect only what we need. Here's what that means in practice:

Identity and Access

When you sign up for onroi, we ask for identifying information such as your name, email address, and optionally a workspace name. That's so you can personalize your new account, and we can send you product updates and other essential information. We may also send you optional surveys from time to time to help us understand how you use our products and to make improvements. With your consent, we will send you our newsletter and other updates.

We'll never sell your personal information to third parties, and we won't use your name or company in marketing statements without your permission either.

Billing Information

If you sign up for a paid plan, you will be asked to provide your payment information and billing address. Credit card information is submitted directly to our payment processor and does not touch onroi servers. We store a record of the payment transaction, including the last 4 digits of the credit card number, for purposes of account history, invoicing, and billing support. We store your billing address so we can charge you for service, calculate any sales tax due, send you invoices, and detect fraudulent credit card transactions.

Product Interactions

We store on our servers the content that you upload, receive, or maintain in your onroi account. This includes conversations, agent configurations, knowledge base documents, and workspace settings. We keep this content as long as your account is active. If you delete your account, we'll delete the content within 60 days.

Geolocation Data

We log the full IP address used to sign up an account and retain that for use in mitigating future spammy signups. We also log all account access by full IP address for security and fraud prevention purposes, and we keep this login data for as long as your account is active.

Website Interactions

We collect information about your browsing activity for analytics and statistical purposes such as conversion rate testing. This includes your browser and operating system versions, your IP address, which web pages you visited and how long they took to load, and which website referred you to us.

Cookies

We use persistent first-party cookies and some third-party cookies to store certain preferences, make it easier for you to use our applications, and perform A/B testing. You can adjust cookie retention settings in your browser settings, although our apps won't work properly if you turn cookies off.

Voluntary Correspondence

When you email onroi with a question or to ask for help, we keep that correspondence, including your email address, so that we have a history of past correspondence to reference if you reach out in the future.

To provide products or services you've requested. We use third-party subprocessors to help run our applications and provide the Services to you.

To help you troubleshoot or squash a software bug, with your permission. If at any point we need to access your content to help you with a support case, we will ask for your consent before proceeding.

To investigate, prevent, or take action regarding restricted uses. Accessing a customer's account when investigating potential abuse is a measure of last resort. We want to protect the privacy and safety of both our customers and the people reporting issues to us.

Aggregated and de-identified data. We may aggregate and/or de-identify information collected through the services. We may use de-identified or aggregated data for any purpose, including marketing or analytics.

When required under applicable law. onroi is a U.S. company and all data infrastructure is located in the U.S. Our policy is to not respond to government requests for user data unless we are compelled by legal process or in limited circumstances in the event of an emergency request. It is our policy to notify affected users before we disclose data unless we are legally prohibited from doing so.

At onroi, we strive to apply the same data rights to all customers, regardless of their location. Some of these rights include:

• Right to Know. You have the right to know what personal information is collected, used, shared, or sold.
• Right of Access. This includes your right to access the personal information we gather about you, and your right to obtain information about the sharing, storage, security, and processing of that information.
• Right to Correction. You have the right to request correction of your personal information.
• Right to Erasure / "To Be Forgotten". This is your right to request, subject to certain limitations under applicable law, that your personal information be erased from our possession and, by extension, from all of our service providers.
• Right to Complain. You have the right to make a complaint regarding our handling of your personal information with the appropriate supervisory authority.
• Right to Restrict Processing. This is your right to request restriction of how and why your personal information is used or processed, including opting out of sale of your personal information. (Again: we never have and never will sell your personal data.)
• Right to Object. You have the right, in certain situations, to object to how or why your personal information is processed.
• Right to Portability. You have the right to receive the personal information we have about you and the right to transmit it to another party.
• Right to Non-Discrimination. We do not and will not charge you a different amount to use our products, offer you different discounts, or give you a lower level of customer service because you have exercised your data privacy rights.

Many of these rights can be exercised by signing in and updating your account information. If you have questions about exercising these rights or need assistance, please contact us at [email protected].

All data is encrypted via TLS when transmitted from our servers to your browser. Data at rest is encrypted using AES-256. Database backups are encrypted and stored in geographically redundant locations. API tokens and secrets are stored using secure hashing and never logged in plain text.

Each workspace is a fully isolated tenant. Users can only access workspaces they have been explicitly invited to, and all queries are scoped to the active tenant. Role-based access control ensures owners, admins, and members have appropriate permissions.

We give you the option to trash content in your account. Anything you trash while your account is active will be kept in an accessible trash can for about 25 days. After that time, the trashed content cannot be accessed via the application and we are not able to retrieve it for you. The trashed content may remain on our active servers for another 30 days, and copies may be held in backups for up to another 30 days after that. Altogether, any content trashed in your account should be purged from all of our systems and logs within 90 days.

If you choose to cancel your account, your content will become immediately inaccessible and should be purged from our systems in full within 60 days.

We keep your information for the time necessary for the purposes for which it is processed. The length of time for which we retain information depends on the purposes for which we collected and used it and your choices, after which time we may delete and/or aggregate it. We may also retain and use this information as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements.

Our products and other web properties are operated in the United States. If you are located in the European Union, UK, or elsewhere outside of the United States, please be aware that any information you provide to us will be transferred to and stored in the United States. By using our websites or Services and/or providing us with your personal information, you consent to this transfer.

The European Data Protection Board (EDPB) has issued guidance that personal data transferred out of the EU must be treated with the same level of protection that is granted under EU privacy law. UK law provides similar safeguards for UK user data that is transferred out of the UK. Accordingly, onroi has adopted a data processing addendum with Standard Contractual Clauses to help ensure this protection.

onroi uses third-party AI providers to process your prompts and generate responses. When you send a message, your prompt and relevant context (such as agent instructions and knowledge base excerpts) are sent to the selected AI provider for processing.

We never use your conversations, documents, or workspace data to train AI models. Your content is processed solely to generate responses to your queries and is not retained by AI providers for training purposes.

AI-generated content belongs to you. Any output produced by AI agents within your workspace is yours to use, modify, and distribute as you see fit, subject to applicable law and any third-party rights.

We select AI providers who commit to not using customer data for model training. Each provider processes data under strict contractual terms that prohibit retention of your content beyond what is needed to fulfill the immediate request.

We may update this policy as needed to comply with relevant regulations and reflect any new practices. Whenever we make a significant change to our policies, we will refresh the date at the top of this page and take any other appropriate steps to notify users.

Have any questions, comments, or concerns about this privacy policy, your data, or your rights with respect to your information? Please get in touch by emailing us at [email protected] and we'll be happy to try to answer them.