1. Information You Provide Voluntarily

We collect information you voluntarily provide when you:

• Fill out the 'Schedule a Demo' form

• Contact our sales or support teams

• Share feedback or engage with us on our platform

This includes information such as Your name, email address, phone number, organization name, and any other data you submit through forms or messages. We retain this data as long as necessary to provide You with Services or as required by law.

2. Information We Collect Automatically

We collect certain data automatically when you interact with our Website or platform. This includes:

• Your IP address and general geolocation

• Device and browser type

• Session duration, page visits, and click patterns

• Usage logs and access times

• Cookies and tracking technologies (see Section 9)

This data helps us monitor system health, identify usage trends, and improve user experience.

3. Information from Platform Usage

When Rootflo is integrated into a customer's environment, we receive:

• Call recordings and transcripts

• Metadata such as timestamps, agent identifiers, and call tags

• End-user information shared during calls, such as name, phone number, or city

These recordings may be shared with us through:

• Secure API uploads

• Cloud storage access (e.g., AWS S3)

• Telephony platforms (e.g., Exotel, Twilio, Ameyo) via webhook or API

• Real-time call stream integrations (for live analytics or agent assist)

This data is processed strictly to generate reports, insights, and analytics as per customer agreements. We act as a Data Processor, and the Customer remains the Data Controller.

4. Use of Personal Data

We may use the collected information to:

• Deliver and maintain our Services

• Respond to queries and support requests

• Improve our products and services

• Notify you of product updates and feature changes

• Send marketing and educational materials (if consented)

• Comply with legal and regulatory requirements

Where applicable, we may also anonymize or aggregate personal data for internal research or product enhancement.

5. Legal Basis (GDPR)

If you are located in the European Union or the UK, we process personal data under the following legal bases:

• Consent (e.g., for newsletters or demo communications)

• Performance of a Contract (e.g., delivering our platform)

• Legitimate Interest (e.g., improving security or usability)

• Legal Obligation (e.g., tax and audit compliance)

Your GDPR rights include:

• Right to access, correct, or erase your data

• Right to restrict or object to processing

• Right to data portability

• Right to withdraw consent at any time

To exercise these rights, contact: hi @rootflo.ai

7. Data Security

We implement industry-standard security measures including:

• Encryption in transit and at rest

• Role-based access controls

• Regular audits and compliance checks

• Secure cloud infrastructure

Despite our efforts, no system can guarantee complete security. Users should protect their credentials and avoid sharing sensitive data unnecessarily.

8. Data Retention

We retain your data only as long as:

• Necessary to provide Services

• Required by applicable legal, regulatory, or tax laws

• Justified for security or fraud prevention purposes

If you request account deletion, we will delete or anonymize personal data unless required to retain it by law.

9. Cookies and Tracking Technologies

We use cookies and similar technologies to:

• Authenticate sessions

• Analyze website usage and visitor behavior

• Customize content and communication

Types of cookies used:

• Essential cookies (e.g., for login)

• Analytics cookies (e.g., to track site performance)

• Persistent cookies (e.g., to store preferences)

You can control or delete cookies via your browser settings. Disabling cookies may limit certain website functions.

10. Cross-Border Data Transfers

We may process or store data in countries outside your own, including countries without equivalent data protection laws. In such cases, we implement safeguards such as:

• Standard Contractual Clauses (SCCs)

• Data Processing Agreements (DPAs)

• Regional data hosting when applicable

11. Contact and Grievance Redressal

For privacy-related inquiries or complaints, please contact:
Email: hi@rootflo.ai
We will make reasonable efforts to respond within 30 days.

12. Updates to this Policy

We may revise this Policy periodically. Updated versions will be posted on our Website with a revised "Effective Date." In case of material changes, we will notify users by email or other appropriate means.

13. Governing Law and Jurisdiction

This Policy is governed by Indian law. Any disputes arising under this Policy shall be subject to the exclusive jurisdiction of the courts in Bengaluru, Karnataka.