Privacy Policy

1. Introduction

Routiq LLC ("Routiq," "we," "us," or "our") provides Rooutiq, an operational-state software platform for connecting systems, evidence, people, authority, and operational decisions. This Privacy Policy explains how we collect, use, disclose, and protect information when you use our website at rooutiq.com and our software platform (collectively, the "Service").

By using the Service, you agree to the collection and use of information in accordance with this policy. If you do not agree with this policy, please do not use the Service.

2. Information We Collect

2.1 Information You Provide Directly

• Account Information: When you create or use a Rooutiq account, we may collect information such as your name, email address, profile information, authentication information, and information about the organization or workspace you belong to. This information supports sign-in, account verification, profiles, and workspace membership. The email-and-password registration form does not request a job title, phone number, organization name, or payment details. You may add display names and profile photos through your profile.
• Workspace and Organization Data: Information you or authorized workspace participants enter or import when configuring or using a workspace, including its name, organizational structure, people, job titles, roles, responsibilities, access settings, and operational records. We use this information to describe how the organization operates and support configured workflows.
• Uploaded Documents and Files: Policies, SOPs, job descriptions, other uploaded files, pasted text, file metadata, and extracted content you supply to supported features. Rooutiq retains original policy documents and processed text for organizational knowledge, review, and configured analysis. Relevant text or files may be processed by an AI or document-extraction service as described in Section 4.
• Messages and Collaboration Content: Content you submit through available conversation and collaboration features, along with related participant, attachment, and workflow records. We process this content to maintain conversations, coordinate work, and record requests and decisions.
• Integration Credentials: API tokens, OAuth credentials, or other connection secrets supplied or issued when configuring supported systems or model providers. These are used to authenticate and operate the configured connection; security controls are described in Section 6.
• Communications and Optional Applications: Information you provide when contacting us, requesting a demo, subscribing to communications, or submitting a supported Ramp application. Depending on the specific form, this includes your name, email, organization name, message, or subscription preferences. The supported Ramp application form also requests an optional phone number. These details are used for that inquiry or application, not collected as required account-registration fields. Ramp application details are sent to Ramp when you submit that application.
• Billing Information: If your organization uses paid Rooutiq features, payment and billing information may be collected and processed by our payment processor, Stripe. Stripe collects payment-method information directly through its checkout and billing interfaces. Rooutiq supplies Stripe with the workspace name and billing contact email and may receive limited billing-related information, such as billing contact email, customer, subscription, invoice and payment-method identifiers, payment or billing status, amounts, and billing periods. For supported bank-debit billing, this may include mandate status and the last four digits of a bank account. Full payment card information is processed by Stripe; Rooutiq’s billing flows do not collect or store complete card numbers, CVVs, or full bank-account credentials. Billing collection occurs when billing or paid features are used, not simply when you register.

2.2 Information Collected Automatically

• Usage and Analytics Data: Page visits, certain feature events, referral information, and article-engagement events such as scroll milestones and elapsed reading time. We use these records to understand usage and improve the Service. With analytics consent, some authenticated page-view records are associated with the account email and SDK analytics may include the account identifier; analytics should not be assumed to be anonymous.
• Network, Device and Log Data: Requests provide technical information such as IP address and browser information. Rooutiq processes IP addresses for rate limiting and abuse prevention, and some inquiry submissions retain the submitting IP address. Page-view records include derived device category, browser, operating system, referring domain, timestamps, and country when available.
• Browser Storage: Sign-in state, verification progress, preferences, and conversation drafts may be stored in your browser. See Section 8 for details.

2.3 Information from Connected Systems

After a workspace authorizes a supported connection, Rooutiq may retrieve and process the records needed for that integration and its configured workflows. These may include people and organization records, work and asset records, operational observations, and connection status. The information processed depends on the connected system, granted permissions, and enabled features. This is distinct from account registration and billing information. Fleet-specific examples are described in Section 4.

3. How We Use Your Information

• To provide, operate, and maintain the Service, including connected-system observations, operational-state workflows, evidence, reconciliation, and configured domain features.
• To retrieve and process data from third-party systems that you or your organization choose to connect.
• To improve the reliability, security, and functionality of the Service using data in accordance with this policy and applicable contractual restrictions.
• To send service-related communications including maintenance alerts, billing notices, and product updates.
• To provide customer support and respond to inquiries.
• To detect and prevent fraud, abuse, and security incidents.
• To comply with applicable laws and regulations.
• To administer paid features and billing using Stripe and limited billing-related records.
• To provide configured AI analysis using relevant prompts, documents, and workspace context, and to assess fault and repair outcomes and calculate prediction weights where maintenance-analysis features are used.

4. Connected Systems, Telematics and AI Processing

Connected-system data is processed for the integration and workflows your workspace configures. Some workflows read records; others submit requests or updates subject to their authorization controls. A connection is not a blanket grant of permission for every operation.

• Geotab: Supported fleet features retrieve vehicle identifiers, diagnostic and fault records, engine hours, and available sensor readings through the MyGeotab API using configured credentials.
• Samsara: Supported imports retrieve vehicle records and available vehicle-location coordinates through the Samsara API using a configured connection.
• Operational Location Data: Connected vehicle records may contain precise GPS coordinates. Supported location-based features also process coordinates or a location you supply to find nearby service providers. The location may be sent to an external lookup service or the configured AI service when needed for that lookup. This is operational location information, not a required signup field or a request for your device’s GPS location during registration.
• Other Systems: The records, permissions, credentials, and supported operations depend on the particular integration and workspace configuration. We do not describe every integration as read-only.

AI and Model Data

When you use an AI-enabled feature, Rooutiq may send your prompt and relevant workspace context, conversation history, document text, or files to a Rooutiq-managed AI service or a model provider or gateway configured for your workspace, including an enabled managed fallback. Rooutiq saves conversation text, responses, and related records for conversation history, proposals, and operational evidence. Provider-side processing, retention, and any use for model training depend on the provider, the applicable account terms, and the settings used for the request.

Maintenance-analysis features may also process fault and repair-outcome records to calculate prediction weights, including shared statistical weights where configured. This is distinct from the handling of prompts by an external AI provider. This policy does not establish a uniform prompt-retention period or a universal training or no-training arrangement across providers.

5. Data Sharing and Disclosure

We may share your information with:

• Service Providers: Base44 provides application hosting, storage, authentication, and application services used by Rooutiq. Stripe is our payment processor. Email-delivery, document-processing, and AI services process information relevant to those features when used. Provider-side handling depends on the service, applicable terms, and configuration.
• Workspace Participants and Connected Providers: Workspace content is made available through configured access and workflow settings. Information may be sent to a connected provider or operational recipient when a configured workflow requires it, including details submitted for a supported Ramp application. This is separate from Stripe payment processing.
• Legal Requirements: When required by law, subpoena, or other legal process, or to protect the rights, property, or safety of Rooutiq, our users, or the public.
• Business Transfers: In connection with a merger, acquisition, or sale of all or substantially all of our assets, with notice to you.

6. Data Security

Rooutiq uses application-level access controls and encryption before storage for selected connection credentials. The controls used depend on the record type, integration, and workflow.

Supported application controls include:

• Encryption of selected integration credentials before storage
• Workspace-scoped data rules and server-side access checks for core operational records
• Role-based access and governed authorization on supported workflows
• Decision records that retain the actor, basis, and verdict of governed actions

No method of transmission over the Internet is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.

7. Data Retention

Rooutiq stores account and profile information, workspace records, documents, messages, saved AI exchanges, and operational evidence to support the Service. Retention differs by record type and workspace requirements; this policy does not assign a single fixed period to every category.

Account deletion is separate from organizational-record retention. The deletion process may remove personal profile records, detach membership or author links, and retain workspace-owned content and security, billing, or operational evidence. Some records or requests require ownership or retention review before deletion can be completed.

Deleting a Rooutiq account does not automatically delete a workspace, its records, or information held by Stripe or other providers. Provider-held information is subject to the relevant provider’s retention and deletion arrangements.

You may request deletion of your data at any time by contacting us at privacy@rooutiq.com.

8. Cookies and Browser Storage

Rooutiq uses local storage and session storage for sign-in state, verification progress, preferences, cookie-choice state, and conversation drafts. This browser storage is separate from server-side records. When you use an external authentication or Stripe billing interface, that provider’s own browser-storage and cookie practices also apply.

Optional page-view, feature, session, article-engagement, and account-linked analytics start only after you allow analytics. Choosing Reject optional keeps them off and does not prevent you from using Rooutiq. We remember your choice in local storage on this browser, including previous accept or reject choices. Browser privacy signals such as Global Privacy Control or Do Not Track also keep optional analytics off. No marketing or advertising trackers are enabled.

You can reopen Cookie settings in the public footer or Account Settings to change your choice. Revoking analytics consent stops future optional tracking and clears known optional first-party analytics and attribution identifiers where accessible. It does not delete previously collected server or provider records, and requests already sent may finish. Essential sign-in, security, billing, and operational audit records remain active; functional preferences and drafts support features you choose to use. If browser storage is unavailable, your choice applies for the current visit and may not persist after reload. External scheduling, authentication, and payment services have their own cookie controls; Rooutiq cannot erase their inaccessible cookies or historical records. You can also manage site storage through your browser.

9. Your Rights

Depending on your location, you may have the following rights regarding your personal data:

• Access: Request a copy of the personal data we hold about you.
• Correction: Request correction of inaccurate or incomplete data.
• Deletion: Request deletion of your personal data ("right to be forgotten").
• Portability: Receive your data in a structured, machine-readable format.
• Restriction: Request restriction of processing your data.
• Objection: Object to processing based on legitimate interests.
• Opt-out: Unsubscribe from marketing communications at any time.

To exercise any of these rights, contact us at privacy@rooutiq.com. We review requests in accordance with applicable law and may need to verify your identity or refer workspace-data requests to your organization.

10. Data Processing for EEA Users

If you are located in the European Economic Area (EEA), we process your personal data under the following legal bases:

• Contract Performance: Processing necessary to provide the Service you signed up for.
• Legitimate Interests: Improving our products, preventing fraud, and ensuring security.
• Legal Obligation: Compliance with applicable laws.
• Consent: Where you have explicitly consented (e.g., marketing emails).

Processing through hosting, authentication, payment, AI, or connected-system providers may involve processing outside your country. Processing locations and transfer arrangements depend on the providers and workspace configuration. Contact us for information about the arrangements applicable to your use of the Service.

11. California Privacy Rights

Depending on applicable law, California residents may have rights to know what personal information we collect and how it is used, request deletion, opt out of the sale or sharing of personal information where applicable, and not be discriminated against for exercising their privacy rights. To make a request, contact privacy@rooutiq.com.

12. Children's Privacy

The Service is not directed to individuals under the age of 18. Information submitted by a workspace can concern people who are not account holders. If you believe information about a minor has been submitted, please contact us for review.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or by posting a notice on the Service. Your continued use of the Service after such changes constitutes your acceptance of the updated policy.

14. Contact Us

For questions, concerns, or requests regarding this Privacy Policy or your personal data: