Privacy Policy

Introduction

R.O. bot, Inc. ("R.O. bot," "we," "us," or "our") respects your privacy and is committed to protecting the personal information of our users, including automotive technicians, service managers, dealership staff, and other authorized users of our AI-powered automotive service documentation platform (the "Service").

This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our mobile application, web application, and related services. Please read this policy carefully to understand our practices regarding your information.

By using R.O. bot, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree with the terms of this Privacy Policy, please do not access or use the Service.

Information We Collect

Information You Provide Directly

Account Information

• Name and job title
• Email address
• Phone number
• Dealership or shop name and address
• User credentials (username and password)

Service Data

• Voice recordings and transcriptions
• Repair order documentation
• Vehicle identification numbers (VINs)
• Diagnostic trouble codes (DTCs)
• Technical service bulletins (TSBs) accessed
• Parts and warranty information
• Customer vehicle information (make, model, year)

Communication Data

• Support requests and correspondence
• Feedback and survey responses
• Training and onboarding communications

Information Collected Automatically

Device Information

• Device type, model, and operating system
• Unique device identifiers
• IP address
• Browser type and version
• Mobile network information

Usage Information

• Features used and actions taken within the Service
• Date and time of access
• Duration of use sessions
• Search queries within the platform
• Error logs and performance data

Location Information

• General geographic location based on IP address
• Precise location (only when you grant permission for specific features)

Information from Third Parties

We may receive information about you from:

• Your employer (dealership or service center)
• Third-party integrations (dealer management systems, OEM databases)
• Business partners and service providers

How We Use Your Information

Provide and Improve Our Service

• Enable voice-to-text documentation features
• Process and store repair orders
• Match repairs with relevant TSBs and warranty procedures
• Provide AI-powered documentation assistance
• Maintain and improve Service performance

Business Operations

• Create and manage user accounts
• Provide customer support
• Send service-related communications
• Process payments and subscriptions
• Conduct analytics and measure performance

Legal and Safety

• Comply with legal obligations
• Enforce our terms and policies
• Protect against fraud and unauthorized use
• Ensure the safety and security of our Service

Communications

• Send technical notices and updates
• Respond to your inquiries
• Provide training and onboarding materials
• Share product updates and new features (with your consent)

How We Share Your Information

We do not sell, trade, or rent your personal information. We may share your information in the following circumstances:

With Your Organization

• Administrators within your dealership or service center
• As directed by your employer for business purposes

Service Providers

We share information with third-party vendors who perform services on our behalf:

• Cloud hosting providers (data storage)
• Analytics services (Google Analytics)
• Form processing services (Netlify Forms)
• Payment processors
• Communication platforms
• Technical support tools

Business Transfers

If R.O. bot is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any change in ownership or control.

Legal Requirements

We may disclose your information if required to do so by law or in response to:

• Court orders or subpoenas
• Government requests
• Legal process or litigation
• Protection of our rights, property, or safety

Aggregated Information

We may share aggregated, anonymized data that cannot identify you personally for industry research, benchmarking, or marketing purposes.

Data Security

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

• Encryption of data in transit and at rest
• Secure cloud infrastructure with regular backups
• Access controls and authentication requirements
• Regular security assessments and updates
• Employee training on data protection
• Incident response procedures

While we strive to protect your information, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security.

Data Retention

We retain your information for as long as necessary to:

• Provide our Service to you
• Comply with legal obligations
• Resolve disputes
• Enforce our agreements

When you or your organization terminates use of our Service, we will delete or anonymize your personal information within 90 days, unless we are required to retain it for legal purposes.

Your Rights and Choices

Access and Correction

You may access and update your account information through the Service settings or by contacting us.

Data Portability

You may request a copy of your personal information in a structured, commonly used format.

Deletion

You may request deletion of your personal information, subject to certain exceptions required for legal or business purposes.

Opt-Out

• Marketing communications (through unsubscribe links or settings)
• Certain data collection through device settings
• Cookies and similar technologies through browser settings

International Data Transfers

R.O. bot is based in the United States. If you access our Service from outside the United States, your information will be transferred to and processed in the United States. By using our Service, you consent to this transfer.

Children's Privacy

Our Service is not intended for individuals under 18 years of age. We do not knowingly collect personal information from children.

California Privacy Rights

California residents have additional rights under the California Consumer Privacy Act (CCPA), including:

• Right to know what personal information is collected
• Right to know if personal information is sold or disclosed
• Right to opt-out of the sale of personal information
• Right to non-discrimination for exercising privacy rights

To exercise these rights, please contact us using the information below.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page, updating the "Last Updated" date, and sending an email notification for material changes.

Contact Information

Compliance

This Privacy Policy is designed to comply with applicable privacy laws and regulations, including the General Data Protection Regulation (GDPR), California Consumer Privacy Act (CCPA), and other applicable state and federal privacy laws.