Privacy Policy

Introduction

This Privacy Policy describes how Robin ("Robin," "we," "us," or "our") handles personal information when you visit our website, join our waitlist, request early access, or use our products and services.

By submitting your information to Robin or using our website, you acknowledge this Privacy Policy. If you do not agree, please do not use the site or join the waitlist.

Waitlist and early access

When you join the Robin waitlist, we collect the information you provide and limited technical context needed to operate the sign-up flow.

• Work email address, which we use to contact you about early access, product updates, onboarding, and related Robin communications.
• Submission metadata such as the page you signed up from, referral URL, timestamp, and standard UTM campaign parameters when present in the page URL.
• Consent record, including the consent text shown at the time of submission and the version of that text.
• Technical identifiers such as browser type, device information, and IP address, which may be processed by our hosting and analytics providers as part of normal website operation.

How we use waitlist information

We use waitlist information to:

• Operate the waitlist and determine eligibility for early access or design-partner programs.
• Send service-related messages about Robin, including invitations, onboarding, and product updates.
• Measure interest in Robin, understand how visitors find us, and improve our website and messaging.
• Maintain records of consent and communication preferences.
• Detect abuse, fraud, or misuse of the waitlist form.

Where waitlist data is stored

Waitlist submissions are stored in cloud infrastructure operated by our service providers, including Google Firebase / Google Cloud, subject to appropriate contractual and security safeguards.

We retain waitlist records for as long as needed to manage early access, communicate with you, maintain consent records, and comply with legal obligations. You may request deletion as described below.

Marketing communications and your choices

By joining the waitlist, you consent to Robin contacting you at the email address you provide about early access and Robin-related updates, consistent with the consent text shown on the form.

You may opt out of marketing emails at any time by using the unsubscribe mechanism in our messages or by contacting us at robin@gorobin.ai. Opting out of marketing messages does not affect legal or transactional notices we may need to send in connection with your use of Robin.

Other information we collect

Beyond the waitlist, we may collect the following categories of information when you use Robin or interact with us:

• Account and profile information, such as your name, organization, and role, when you create or use a Robin account.
• Usage information, such as pages viewed, features used, and interactions with the service.
• Integration and workspace data that you or your organization choose to connect to Robin, including project, task, document, spreadsheet, calendar, email, communication, and employee-directory data from supported third-party tools.
• OAuth connection information, such as the connected account, granted permissions, access and refresh tokens, token expiration, and connection status.
• Communications you send to us, including support requests and feedback.

Google Workspace data Robin accesses

Robin accesses Google user data only after an authorized user or organization connects Google Workspace and grants the permissions shown on Google's OAuth consent screen. The data Robin can access depends on the capabilities and permissions that are enabled.

• Google account identity information, including the connected account's email address and identifiers needed to establish and maintain the authorized connection.
• Gmail data, including message and thread identifiers, labels, dates, participants, subject lines, headers, message bodies, and attachment information when Gmail content access is enabled.
• Google Drive data, including file and folder names, identifiers, metadata, links, permissions available through the authorized account, and readable file content.
• Google Sheets data, including spreadsheet and worksheet metadata, cell values, formulas, tables, and other readable workbook content.
• Google Calendar data, including calendar lists, event titles, descriptions, dates and times, locations, attendees, recurrence, conferencing information, and other event details.
• OAuth credentials, granted scopes, connection status, and synchronization cursors needed to keep the connection working and avoid repeatedly processing the same data.

How Robin uses Google Workspace data

Robin uses Google Workspace data only to provide and improve user-facing Robin features requested or enabled by the user or the user's organization. Depending on the feature, Robin may:

• Search, retrieve, organize, and analyze relevant company information from connected Gmail, Drive, Sheets, and Calendar accounts.
• Use relevant information to answer user questions and create or update user-facing project briefs, plans, roadmaps, organization knowledge, citations, recommendations, and other Robin work products.
• Create searchable indexes, extracted document sections, source references, and derived summaries so authorized users can retrieve relevant organizational knowledge efficiently.
• Create or update Google Calendar events only through supported action flows and after the required user review or approval.
• Maintain the authorized connection, refresh credentials, synchronize changes, prevent duplicate processing, troubleshoot failures, protect the service, and maintain security and audit records.

AI processing of Google Workspace data

Robin is an AI-assisted service. To provide visible user-facing features, Robin may send selected, relevant, and bounded portions of Google Workspace data, together with user instructions and project context, to contracted artificial intelligence service providers, including OpenAI, acting as processors on Robin's behalf. This processing is used to retrieve information, reason over authorized company context, generate answers and work products, and support the specific Robin feature the user requested.

Robin does not use, sell, transfer, or permit the use of raw or derived Google Workspace data to train or improve generalized or foundational artificial intelligence or machine-learning models. Google Workspace data is not used for advertising, ad targeting, building advertising profiles, determining creditworthiness, or lending.

Storage, retention, disconnection, and deletion of Google Workspace data

Robin stores OAuth credentials in encrypted form. To provide search, memory, project creation, citations, and other connected features, Robin may also retain Google Workspace metadata, extracted content, indexed document sections, synchronization state, source references, and derived summaries in Robin's cloud infrastructure.

We retain this information only for as long as reasonably necessary to provide the connected features, maintain security and auditability, comply with legal obligations, and fulfill the purposes described in this policy. Retention can depend on the organization's configuration, the type of record, the continued existence of the Robin account, and applicable legal requirements.

Disconnecting Google Workspace disables future access by Robin and triggers an attempt to revoke and clear the stored authorization. Disconnecting does not necessarily immediately delete information that Robin previously imported or derived. An authorized user or organization may request deletion of previously retained Google Workspace data by contacting us at the address below. We may retain limited records when required for security, fraud prevention, legal compliance, dispute resolution, or enforcement of our agreements.

Google API Services User Data Policy and Limited Use

Robin's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

We do not sell Google user data. We do not transfer Google user data to advertising platforms, data brokers, or information resellers. We disclose Google user data only to service providers acting on our instructions to provide or secure Robin's user-facing features, to authorized users within the relevant organization, when required by law, or as otherwise permitted by the Google API Services User Data Policy and with any consent that policy requires.

Robin personnel do not read Google user data except with the user's affirmative agreement for specific data, when necessary for security or abuse investigation, when required by law, or when the data has been aggregated and is used for permitted internal operations in accordance with applicable privacy law.

How we use information

We use personal information to:

• Provide, operate, maintain, and improve Robin.
• Authenticate users and secure our services.
• Analyze usage to understand product performance and improve user experience.
• Comply with legal obligations and enforce our terms.
• Protect the rights, property, and safety of Robin, our users, and others.

Legal bases for processing

Where applicable law requires a legal basis, we process personal information based on one or more of the following: your consent (including waitlist sign-up), performance of a contract with you or your organization, compliance with legal obligations, and our legitimate interests in operating, securing, and improving Robin.

How we share information

We do not sell personal information. We do not share waitlist email addresses with third parties for their independent marketing purposes. We may share information with:

• Service providers that help us host, store, secure, analyze, email, or support the service, subject to appropriate contractual protections.
• Artificial intelligence service providers acting as processors on our behalf, but only as described in the AI processing section above and to provide requested user-facing Robin features.
• Integration providers you or your organization authorize, to the extent needed to deliver connected functionality.
• Professional advisers, auditors, or authorities when required by law or to protect our legal rights.
• A successor entity in connection with a merger, acquisition, financing, or sale of assets, subject to this policy or a successor notice.

Data retention

We retain personal information for as long as necessary to provide the service, fulfill the purposes described in this policy, comply with legal obligations, resolve disputes, and enforce our agreements. Waitlist records are generally retained until you request deletion, we determine they are no longer needed, or a reasonable period after your last interaction with Robin, unless a longer retention period is required by law.

Security

We implement administrative, technical, and organizational measures designed to protect personal information, including access controls and encryption in transit where supported by our providers. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

Your rights and choices

Depending on your location, you may have rights to access, correct, delete, restrict, or object to certain processing of your personal information, or to withdraw consent where processing is consent-based.

To make a privacy request, including a request to delete your waitlist information, contact us at robin@gorobin.ai. We may need to verify your identity before responding.

Third-party services

Robin may link to or integrate with third-party websites and services. Those services are governed by their own privacy policies, and we are not responsible for their practices.

International transfers

If you access Robin from outside the country where we process data, your information may be transferred to and processed in countries that may have different data protection laws than your jurisdiction.

Children's privacy

Robin is not directed to children under 16, and we do not knowingly collect personal information from children under 16. If you believe a child has provided us personal information, contact us and we will take appropriate steps to delete it.

Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will revise the date at the top of this page. Material changes may also be communicated through the service or by email where appropriate.

Contact us

If you have questions about this Privacy Policy or our privacy practices, contact us at robin@gorobin.ai.