Privacy Policy

1. Who We Are

This Privacy Policy describes how Robot in the Loop Technology Inc. ("Robot ITL", "we", "us", "our") collects, uses, stores, and shares information when you use our products and services, including the Robot billing portal (www.iamtherobot.io), Inque (inque.ai), and any other applications we operate (collectively, the "Services"). By using our Services you agree to the practices described in this policy. If you do not agree, please discontinue use of the Services.

2. Information We Collect

• Account data: name, email address, profile picture, and authentication credentials managed through Supabase Auth. You may also sign in using third-party OAuth providers (Google, GitHub), in which case we receive the profile information those providers share.
• Organization data: organization name, membership roles (owner, admin, member, viewer), invitation records, and organization settings.
• Billing data: Stripe customer ID, subscription details, payment method metadata (card brand, last four digits), invoice history, and metered usage records. Full payment card numbers are never stored on our servers — they are handled entirely by Stripe.
• Usage data: token consumption by product, operation type, AI model, and user; quota and overage records; and billing-period usage summaries.
• Project and document data (Inque): uploaded files, pasted text, imported URLs, citation maps, chat sessions and messages, generated reports, alignment metadata, and analysis outputs.
• Cloud-integration data: when you connect Google Drive or Microsoft SharePoint, we store encrypted OAuth tokens and file-link metadata so you can import and sync documents. We only access files you explicitly select or authorize.
• BYOK (Bring Your Own Key) data: if you provide your own API keys for AI providers, those keys are encrypted at rest using AES-256-GCM and are only decrypted server-side when making API calls on your behalf.
• Support data: support ticket subject, description, severity, chat context, and any attachments you provide.
• Audit and diagnostic data: server-generated audit logs (action type, user ID, IP address, timestamp) and anonymized error logs for reliability monitoring.

3. How We Use Your Information

• Provide the Services: authenticate you, manage organizations and memberships, process billing, enforce quotas, and deliver product features including document processing, AI chat, alignment, analysis, and report generation.
• Communicate with you: send transactional emails (e.g., support-ticket confirmations, billing receipts), product updates, and security notices.
• Improve and protect the Services: analyze aggregated usage patterns, diagnose errors, detect abuse, and enhance performance and security.
• Comply with legal obligations: respond to lawful requests from authorities and enforce our Terms of Service.

4. AI and Language Model Processing

When you use AI-powered features (chat, analysis, report generation), your prompts and relevant document context are sent to one or more language-model providers to generate responses. We support multiple providers including OpenAI, Anthropic, Google (Gemini), Mistral, and Azure OpenAI. Which provider processes your data depends on your configuration and your organization's settings. If you use BYOK (Bring Your Own Key) mode, your API key is used to call the provider directly; your data is governed by that provider's terms. We do not use your documents, prompts, or AI responses to train our own models or any third-party models. AI outputs are stored in your project workspace and are subject to the same retention and deletion practices as other project data.

5. Google API Services — Limited Use Disclosure

Our use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements (https://developers.google.com/terms/api-services-user-data-policy). When you connect Google Drive, we request the following OAuth scopes: • openid, profile, email — to authenticate you and display your name and avatar. • drive.file — to let you browse, select, import, and sync files you choose through the Google Picker. How we use Google user data: • We download the files you select so they can be processed within your Inque project workspace. • Imported file content is stored in our encrypted Supabase Storage and is scoped to your organization. • We do not use Google user data for advertising, retargeting, or interest-based profiling. • We do not sell or transfer Google user data to third parties except as necessary to provide the Services (e.g., sending document content to an AI provider you have explicitly configured). • We do not allow humans to read your Google-sourced data unless (a) you give explicit consent, (b) it is necessary for security purposes such as investigating abuse, or (c) we are required to by applicable law. You can disconnect your Google account and revoke access at any time from your account settings or from https://myaccount.google.com/permissions. Upon disconnection, we delete your stored Google OAuth tokens. Previously imported files remain in your project workspace until you delete them.

6. Cookies and Session Management

We use only essential cookies required to maintain your authenticated session. No advertising, analytics, or tracking cookies are set. We do not use tracking pixels, fingerprinting, or cross-site trackers. Authentication cookies are issued by Supabase Auth and are scoped as follows: • Robot (www.iamtherobot.io) and subdomain products: cookies are set on the .iamtherobot.io domain so that your session is shared across these properties automatically. • Inque (inque.ai): cookies are set on the .inque.ai domain. When you navigate from Robot to Inque, a short-lived signed token (60-second TTL, HMAC-SHA256) is used to transfer your session without requiring you to sign in again. This token is never stored and cannot be reused. Session cookies expire when you sign out or when the Supabase session expires (typically after one hour of inactivity, extended automatically while you are active).

7. Third-Party Services and Subprocessors

• Supabase (auth, database, file storage) — your account data, project data, and files are stored in Supabase-managed infrastructure with encryption at rest (AES-256) and in transit (TLS 1.2+).
• Stripe (payment processing) — billing and payment information is processed by Stripe under their privacy policy. We do not store full card numbers.
• Vercel (hosting) — application code and serverless functions run on Vercel infrastructure.
• Resend (transactional email) — used to send support-ticket confirmations and billing notifications; receives only your email address and the message content.
• AI providers (OpenAI, Anthropic, Google Gemini, Mistral, Azure OpenAI) — prompts and document context are sent to the provider you or your organization have configured. Each provider's own terms govern their handling of that data.
• Google APIs (Drive, Picker) — used when you connect Google Drive to import files. Access is limited to files you select. See Section 5 for Limited Use details.
• Microsoft Graph (SharePoint) — used when you connect SharePoint to import files. Access is limited to files you browse and select.

8. Data Sharing

We do not sell your personal information. We share data only in the following circumstances:

• With subprocessors listed in Section 7, solely to operate the Services.
• Within your organization: organization admins can view aggregated usage data, member lists, and billing information for their organization.
• With your consent: for example, when you explicitly choose to send document content to an AI provider.
• For legal compliance: when required by law, regulation, legal process, or governmental request.
• Business transfers: in connection with a merger, acquisition, or sale of assets, with prior notice to affected users.

9. Data Retention and Deletion

We retain your data for as long as your account is active or as needed to provide the Services. • Project data (documents, chat logs, reports): retained until you delete them or delete your project. • Account data: retained until you request account deletion. • Billing records: retained as required by applicable tax and financial regulations (typically 7 years). • Audit logs: retained for up to 2 years for security and compliance purposes. • Cloud-integration tokens: deleted when you disconnect the integration. You may delete individual files, projects, or your entire account at any time. To request full account deletion, contact support@iamtherobot.io. Upon deletion, data is purged from our primary systems within 30 days and from backups within 90 days.

10. Security

• All data is encrypted in transit using HTTPS/TLS 1.2+ and at rest using AES-256.
• Row Level Security (RLS) in Supabase ensures tenant isolation — your data is never accessible to other organizations.
• BYOK API keys are encrypted using AES-256-GCM with a dedicated encryption key and are only decrypted in memory during API calls.
• Cloud-integration OAuth tokens are stored encrypted and scoped to your user account.
• Administrative access to production systems is restricted, audited, and protected by multi-factor authentication.
• We conduct regular security reviews and are working toward SOC 2 Type II certification.

11. Your Rights

Depending on your jurisdiction, you may have the right to:

• Access the personal data we hold about you.
• Correct inaccurate or incomplete data.
• Delete your personal data (subject to legal retention requirements).
• Export your data in a portable format.
• Object to or restrict certain processing activities.
• Withdraw consent for optional data processing (e.g., disconnect a cloud integration).

12. Children's Privacy

Our Services are not directed to children under 13 (or the applicable age of consent in your jurisdiction). We do not knowingly collect personal information from children. If you believe a child has provided us with personal data, please contact us and we will delete it promptly.

13. International Data Transfers

Our infrastructure is hosted in data centers located in North America. If you access the Services from outside this region, your data may be transferred to and processed in a jurisdiction with different data-protection laws. By using the Services, you consent to such transfers. We apply appropriate safeguards, including encryption and access controls, to protect your data regardless of where it is processed.

14. Changes to This Policy

We may update this Privacy Policy as our Services evolve. Material changes will be communicated via in-app notice or email at least 14 days before they take effect. Continued use of the Services after the effective date constitutes acceptance of the revised policy.

15. Contact Us

If you have questions about this Privacy Policy or wish to exercise your data rights, contact us at: Robot in the Loop Technology Inc. Email: support@iamtherobot.io Website: https://www.iamtherobot.io