Privacy Policy

Last updated: March 18, 2026

1. Information We Collect

Account Information

When you create an account, we collect:

• Email address
• Display name (optional)
• Password (stored in hashed form only)
• Organization name (optional)
• Role preference and onboarding selections
• Profile picture (if uploaded)

Usage Data

We automatically collect information about how you interact with our platform:

• Pages and features accessed, timestamps, and frequency of use
• Search queries and filter selections
• Report generation and export activity
• API usage patterns and request metadata
• Browser type, device information, and IP address

Geofence and Asset Data

If you use our geofencing and asset tracking features, we collect:

• Geographic coordinates and radius definitions for monitoring zones
• Asset names, locations, types, and associated metadata
• Alert preferences and notification settings tied to specific locations

Alert and Notification Preferences

We store your configured preferences for:

• Email notification frequency (immediate, daily digest, weekly digest)
• Severity level filters for alerts
• Timezone settings

Payment Information

Payment processing is handled by Stripe. We do not store your full credit card number, CVV, or other sensitive payment details on our servers. We retain:

• Stripe customer ID
• Subscription plan and billing status
• Payment history and invoice references

Communications

If you use our community chat or private messaging features, we store message content, timestamps, and sender information to provide these services.

2. How We Use Your Information

We use collected information to:

• Provide, maintain, and improve the ROAM Intelligence platform
• Authenticate your identity and manage your account
• Process subscriptions and payments
• Send alerts, notifications, and intelligence updates based on your preferences
• Generate personalized reports and risk assessments
• Monitor and enforce our Terms of Service and Acceptable Use Policy
• Analyze usage patterns to improve platform features and performance
• Communicate service updates, security notices, and policy changes
• Respond to support inquiries and feedback

3. Third-Party Services

We integrate with the following third-party services to operate our platform:

• Stripe — Payment processing and subscription management. Stripe's privacy policy applies to payment data they process. See stripe.com/privacy.
• OpenAI — AI-powered analysis, report generation, and natural language processing of intelligence data. Prompts and responses may be processed by OpenAI's API. See openai.com/privacy.
• ElevenLabs — Text-to-speech services for audio briefings. Text content is sent to ElevenLabs for audio generation. See elevenlabs.io/privacy.
• Google — Email delivery and related services. See Google's privacy policy.

We only share the minimum data necessary for each service to function. We do not sell your personal data to any third party.

4. Data Retention

We retain your data as follows:

• Account data — Retained while your account is active and for up to 30 days after account deletion to allow for recovery
• Usage logs — Retained for up to 12 months for analytics and security purposes
• Chat messages — Retained while your account is active; anonymized upon account deletion
• Payment records — Retained as required by applicable tax and financial regulations
• Geofence and asset data — Deleted when you remove them or upon account deletion

5. Your Rights

You have the following rights regarding your personal data:

• Access and Export — You can export a copy of your account data, saved focuses, and alert history at any time from your Account Settings page in JSON or CSV format.
• Correction — You can update your profile information, display name, and preferences through your account settings.
• Deletion — You can delete your account from your Account Settings page. This will anonymize your personal data and deactivate your account. Some data may be retained as required by law.
• Notification Preferences — You can adjust or disable email notifications and alerts at any time through your account settings.

To exercise any rights not covered by the self-service options above, contact us at privacy@roamintelligence.com.

6. Data Security

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

• Encryption of data in transit (TLS/SSL)
• Secure password hashing (bcrypt)
• Role-based access controls within the platform
• Rate limiting on authentication endpoints
• Regular security reviews of our infrastructure

No system is completely secure. While we strive to protect your data, we cannot guarantee absolute security. You are responsible for maintaining the confidentiality of your account credentials.

7. Cookies and Local Storage

We use cookies and browser local storage for:

• Session management — To keep you logged in and maintain your session state
• Preferences — To remember your map settings, filter selections, and display preferences
• Security — To protect against cross-site request forgery and unauthorized access

We do not use third-party advertising or tracking cookies. Our cookies are essential for platform functionality.

8. Children's Privacy

ROAM Intelligence is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If we learn that we have collected data from a child under 18, we will take steps to delete it promptly.

9. International Data

ROAM Intelligence operates globally and your data may be processed in countries other than your country of residence. By using our platform, you consent to the transfer and processing of your data in these locations. We take steps to ensure your data receives an adequate level of protection regardless of where it is processed.

10. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will notify you by email or through a notice on the platform. The "Last updated" date at the top of this page indicates the most recent revision.

11. Contact

If you have questions or concerns about this Privacy Policy or our data practices, please contact us at privacy@roamintelligence.com.