Privacy policy

1. Who we are

Roanote provides software for creating and managing product demo recordings. Roanote is headquartered in London, United Kingdom. For privacy questions or requests, email hello@roanote.com.

2. Information we collect

Depending on how you use Roanote, we may collect:

• Account and contact details, such as your name, work email, organisation, and authentication identifiers.
• Service content you choose to provide, such as recordings, journeys, scripts, uploaded assets, and configuration information.
• Technical and usage data, including IP address, browser and device information, timestamps, pages viewed, diagnostics, and security logs.
• Communications you send to us, including support and sales enquiries.
• Billing and subscription information. Payment card details may be processed by our payment provider rather than stored by Roanote.

3. How we use information

We use personal information to:

• Provide, maintain, secure, and improve the service.
• Authenticate users and administer workspaces.
• Process requests, subscriptions, and customer support.
• Monitor performance, prevent abuse, troubleshoot faults, and protect users and Roanote.
• Send service messages and, where permitted, relevant product or commercial communications.
• Meet legal, regulatory, and contractual obligations.

4. Legal bases

Where UK or European data protection law applies, we process information where necessary to perform a contract, pursue legitimate interests such as operating and securing Roanote, comply with law, or act with your consent. You may withdraw consent at any time where consent is the applicable basis.

5. Service providers and sharing

We may share information with trusted providers that support hosting, authentication, infrastructure, storage, analytics, communications, payments, and AI-enabled product features. They may process information only for the services they provide to us and under appropriate contractual protections.

We may also disclose information where required by law, to protect rights and safety, in connection with a corporate transaction, or when you direct or authorise us to do so. We do not sell personal information.

6. Customer content and AI features

Roanote processes customer-provided content to deliver requested features, which may include analysing scripts, generating narration, or producing recordings. Customers are responsible for ensuring they have the necessary rights and permissions for content they submit, including personal information and third-party materials.

7. International transfers

Roanote and its providers may process information outside your country. Where required, we use recognised safeguards for international transfers, such as adequacy regulations or approved contractual clauses.

8. Retention

We retain information for as long as reasonably necessary to provide the service, maintain security and business records, resolve disputes, and comply with legal obligations. Retention periods vary by the type of information and the customer's instructions.

9. Security

We use reasonable technical and organisational measures designed to protect information. No internet service is completely secure, so we cannot guarantee absolute security. Please contact us promptly if you believe your account or information has been compromised.

10. Your rights

Depending on your location, you may have rights to access, correct, delete, restrict, object to, or receive a copy of your personal information, and to complain to a data protection authority. In the UK, you may contact the Information Commissioner's Office. To exercise a right, email hello@roanote.com. We may need to verify your identity.

11. Cookies and similar technologies

We may use necessary cookies for authentication, security, and core functionality, plus limited analytics or preference technologies. You can control cookies through your browser, although disabling necessary cookies may prevent parts of the service from working.

12. Changes to this policy

We may update this policy as Roanote develops. We will post the revised version here and update the date above. Material changes may also be communicated through the service or by email.