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Privacy Policy

How Roam-AI handles information for the Hub and Applications you access through it.

Last updated: October 2, 2026

1. Scope and Our Role

This Privacy Policy describes how Roam-AI LLC ("Roam-AI," "we," "us," "our") processes information in connection with the ROAM-AI Hub and Applications accessed through it (the "Services") by you, the End User, acting for Roam-AI's company client ("Client").

Your use is subject to the MSA between the Client and Roam-AI. Roam-AI acts as a service provider / data processor processing information on behalf of and at the direction of the Client; the Client is the controller that decides how and why Client-related information is processed. Your company's administrators can restrict or terminate your access, and can access information associated with your use of the Services as permitted under the MSA.

This Policy does not govern third-party sites or services linked from the Services. Capitalized terms not defined here have the meaning in the Terms of Service.

2. What Information We Collect

  • User Account Data: corporate email address, and role or permissions assigned for each Application; name and title when provided.
  • Authentication and session data: sign-in events, multi-factor authentication status, password-reset and invitation flows, and tokens or cookies used to maintain a Hub session across Applications.
  • Application Usage Data: technical logs such as IP address, feature usage, and performance metrics for security, support, and improvement.
  • Client Data: operational and technical data the Client (or people acting for the Client) supplies for Applications — for example well and lift telemetry, tank or surveillance data, production volumes, alerts, and related configuration. Ownership and confidentiality of Client Data are governed by the MSA.

3. How and Why We Use Information

  • To provide and maintain the Hub and Applications, including sign-in, access control, launching Applications, and administration.
  • To provide technical support and troubleshoot issues.
  • To secure the Services, prevent fraud or abuse, and analyze usage (including anonymized or aggregated data) to improve products.
  • To comply with law and enforce agreements, as described under Legal Compliance.

4. How We Share Information

We do not sell Client Data or User Account Data. We share information only in limited cases:

  • With the Client: administrators can access account and activity information for their Organization.
  • With subprocessors: cloud hosting and similar providers that help operate the Services, under confidentiality and security obligations.
  • As required by law, or in connection with a merger, acquisition, or sale of assets, subject to the MSA and this Policy.

6. Sensitive Information

We do not knowingly collect sensitive or special categories of personal information (for example Social Security numbers, health, biometrics, or precise religious or political data). Do not send such information to us by email or chat.

7. Data Retention

We retain personal information, Client Data, and account data for the duration of the applicable MSA, as needed to provide the Services, and as required to comply with law, the MSA, this Policy, the Terms, and to resolve disputes.

8. Cookies and Similar Technologies

We use essential cookies and similar technologies for authentication and session management on the Hub (including storing session tokens and preferences such as theme). These may provide device and network information and can be combined with other information we collect.

  • Third-party analytics may be used to improve the Services; those providers may have their own practices.
  • You can refuse non-essential cookies in your browser; disabling essential cookies may prevent sign-in.
  • We do not currently respond to browser Do Not Track signals.

9. Log Data

Like many cloud services, we collect log data for security and administration — for example IP addresses, browser type, pages or features used, timestamps, and diagnostic data. We may share this with providers who help with hosting, analytics, and security, and retain it only as long as needed for those purposes.

10. Promotional Messages

If we send marketing email, you may unsubscribe using the link in the message or by contacting info@roam-ai.io. You cannot opt out of transactional or administrative messages about your account or the Services.

11. Your Obligations and Rights

Keep your account information accurate. Subject to applicable law and the MSA, you may request access, correction, or deletion of personal information we hold; we may involve the Client in that request. Deleting account data may end your ability to use the Services. Processing already completed before a consent withdrawal is not undone.

12. Data Security

We maintain administrative, technical, and physical safeguards appropriate to the Services, including encryption in transit and at rest where designed into the platform, access controls, and monitoring. No method of transmission or storage is perfectly secure.

13. Changes to This Policy

We may update this Privacy Policy from time to time. The "Last updated" date at the top of this page will change when we do. Continued use of the Services after an update constitutes acceptance of the revised Policy where permitted by law.

14. Contact

For questions about this Privacy Policy, contact us at info@roam-ai.io.

  • Roam-AI LLC
  • 3000 W Memorial Road, STE #123344, Oklahoma City, OK 73120
  • Email: info@roam-ai.io