Privacy Policy
1. Information We Collect or Receive
Depending on how you use RoveLogics, we may process the following categories of information:
- Account information: name, email address, phone number, login method, profile details, account type, team membership, and verification status.
- Business information: business name, logo, service descriptions, prices, policies, service areas, schedules, locations, website settings, and subscription information.
- Client information: names, contact details, service addresses, booking history, preferences, forms, agreements, notes, and other information a business user is authorized to enter.
- Appointment and order information: services, dates, times, status, pickup/return workflow data, cancellations, waitlist activity, and route context.
- Location and routing information: service addresses, provider base or dispatch locations, route calculations, estimated travel time and distance, mileage records, and location-related scheduling rules.
- Payment information: payment status, processor references, amounts, refunds, external-payment confirmations, and processor account identifiers. RoveLogics is designed not to store full payment-card numbers.
- Communications information: email/SMS preferences, delivery status, reminder history, and messages or support requests sent through supported features.
- Files and uploads: logos, receipts, business files, and other files users choose to upload.
- Security and technical information: IP address, device/browser information, sessions, login events, audit logs, rate-limit events, error logs, and suspicious-activity signals.
- Support-access information: support grants, permission level, duration, access history, and actions taken during authorized delegated support sessions.
- Safety information: incident reports, risk categories, matching signals, report status, moderation metadata, and correction/dispute information.
2. Sources of Information
We receive information directly from account holders, practitioners, clients, team members, public booking users, and authorized support interactions. We may also receive limited information from connected services such as Google authentication/calendar tools, mapping providers, payment processors, communications providers, and other integrations chosen by the user.
3. How We Use Information
We use information to operate and secure the Platform; create and manage accounts; calculate route-aware availability; process bookings and changes; provide client-management and business tools; support payment workflows; send authorized notifications; provide reports and exports; prevent abuse; investigate incidents; provide support; maintain backups; improve reliability; conduct trust and compliance reviews; and comply with legal obligations.
We may use de-identified or aggregated information to understand feature usage, reliability, and product performance where that use does not identify an individual or expose a business customer's private records.
3.1 Trust, safety, and compliance monitoring
RoveLogics may use automated systems and human review to identify possible fraud, account evasion, prohibited activity, materially false credential claims, security threats, exploitation, or other violations of our Terms. Automated reviews may consider account information, public business and service content, verification information, security events, abuse reports, and other information reasonably relevant to the potential violation.
We design compliance reviews to use information proportionate to the issue being investigated. The current automated account-audit system does not inspect private clinical records or use protected characteristics as evidence of wrongdoing.
An automated flag does not by itself establish that a violation occurred. Material enforcement decisions are ordinarily reviewed by a person, and human reviewers receive access only to information reasonably necessary for the review. RoveLogics may temporarily restrict functionality while investigating a serious concern where reasonably necessary to protect users, the Platform, or the public.
4. Business Customer Responsibilities
Business customers determine much of the client information they choose to collect through RoveLogics. They are responsible for collecting only information they have a lawful basis and appropriate authority to process, providing legally required notices, honoring applicable client rights, and configuring forms and communications appropriately.
5. Healthcare and Specially Regulated Information
Unless RoveLogics expressly confirms in writing that a healthcare-specific deployment has been approved under appropriate contractual and technical safeguards, including any required business associate agreement, users must not enter protected health information subject to HIPAA or other specially regulated clinical data into RoveLogics.
Until a separate healthcare-specific environment is expressly approved, users must not enter protected health information or other regulated clinical records into the standard RoveLogics platform.
6. How Information Is Shared
No sale of personal data
RoveLogics does not sell personal data. We do not sell customer lists, booking information, contact information, location data, safety records, usage data, or other personal information to advertisers, data brokers, marketers, or other third parties.
Who may receive information
Information may be disclosed only as reasonably necessary with:
- The business that collected it and authorized members of that business workspace.
- Clients and practitioners where needed to complete bookings, forms, payments, receipts, or communications.
- Service providers and subprocessors supporting hosting, database infrastructure, email, mapping, authentication, storage, payment processing, analytics, or other requested features.
- Authorized support personnel when a business expressly grants temporary delegated access.
- Legal or safety recipients when disclosure is required by law or reasonably necessary to respond to valid legal process, prevent serious harm, investigate fraud, or protect rights and security.
- A successor organization in connection with a merger, acquisition, financing, reorganization, or sale of RoveLogics or substantially all relevant assets. Such a transaction is a transfer of the business, not the sale of personal information as a standalone product, and remains subject to applicable privacy law and contractual obligations.
7. Payments, AI-Assisted Features, and Connected Services
Payment processing
Connected payment processors handle payment-card details under their own terms and privacy practices. RoveLogics stores only the references and status information needed to support payment workflows.
AI-assisted features
Some features may use an AI service provider to perform a task, such as extracting bookkeeping fields from a receipt, proofreading business website copy, assisting with setup or scheduling explanations, powering the provider assistant, screening public business media for content-policy or relevance concerns, or assisting authorized personnel with trust-and-safety triage.
Assistant choices and security monitoring
The user-facing Rook the Raven is optional and may be disabled by a provider. Platform safety, fraud, abuse, and security monitoring, including the AI-assisted Auditor / Security Guard, is part of RoveLogics' security infrastructure and cannot be disabled through the Assistant preference. RoveLogics sends only the content reasonably necessary for the specific feature or review.
Human review and safeguards
AI-assisted output is not treated as automatically correct. User-facing suggestions remain reviewable, and automated compliance, safety, or media flags do not by themselves establish that a person engaged in prohibited conduct. Human supervision and intervention are used for material account or safety decisions, except temporary protective controls reasonably necessary to address immediate technical, security, or safety threats.
Public media screening
Public media screening may classify an uploaded image as approved, potentially unrelated to the business, or potentially in violation of public-content standards. Clearly prohibited public content may be blocked from publication; uncertain or relevance-related results may be flagged for human review or later removal.
Other connected services
When users connect third-party services, RoveLogics may send or receive information needed to perform the requested function. Those providers may process information under their own privacy policies and contractual terms.
7.1 QuickBooks Online integration
If a business chooses to connect QuickBooks Online, RoveLogics may access or exchange only the accounting information reasonably necessary for the features the business enables. Depending on the enabled sync, this may include QuickBooks company identifiers, customers, products or services, estimates, invoices, payments, expenses or purchases, accounting categories, tax-related transaction fields, time activity, and synchronization identifiers or status information. RoveLogics does not request QuickBooks Payroll API access or QuickBooks Payments API access for the standard accounting integration.
QuickBooks data is used solely to provide user-requested accounting synchronization, reconciliation, bookkeeping exports, error recovery, and related RoveLogics functionality. RoveLogics does not sell QuickBooks data, use it for advertising, or make it available to third parties for their independent use. Where a service provider processes QuickBooks data on RoveLogics' behalf, that provider is permitted to use the data only to support RoveLogics and is subject to contractual confidentiality, privacy, and security obligations.
RoveLogics and Intuit each independently determine the purposes and means of their own processing and are not acting as joint controllers merely because a user connects the services. RoveLogics does not process QuickBooks data on Intuit's behalf.
A business may disconnect QuickBooks from RoveLogics at any time. Disconnecting revokes or invalidates the stored authorization credentials and stops future access and synchronization. RoveLogics will not continue accessing QuickBooks data after authorization is revoked. QuickBooks-derived synchronization tokens, connection metadata, and temporary caches are deleted when they are no longer needed for the disconnected integration. Business records that originated in RoveLogics remain part of the RoveLogics account, while QuickBooks-originated data is subject to the account's deletion controls, applicable retention requirements, and verified user deletion requests.
Users may request deletion of QuickBooks-originated personal information held by RoveLogics, subject only to records RoveLogics is legally required to retain. Disconnecting RoveLogics does not itself delete records from the user's QuickBooks company. Intuit processes information under its own terms and privacy statement.
7.2 Google Calendar connection
Google Calendar connection. Connecting Google Calendar is optional. When you connect it, RoveLogics receives your verified Google email address and information about calendars available to your Google account so you can choose calendars for availability checks and a writable calendar for appointment publishing. RoveLogics accesses event information from the calendars you select to identify unavailable times, recognize events it created, and account for travel around events with a location. Where route-aware scheduling uses an event location, the location may be processed by the mapping provider used for that calculation, including Google Routes or Mapbox, to estimate travel time and distance.
When appointment publishing is enabled, RoveLogics creates, updates, and removes matching Google Calendar events as your RoveLogics appointments are confirmed, rescheduled, or cancelled. Published events use a generic service category and duration rather than client names, service addresses, intake details, or clinical notes. RoveLogics stores the connection information needed to operate the integration, including encrypted authorization credentials, your connected Google email, selected calendar identifiers, synchronization metadata, and appointment-event identifiers. The Calendar sync implementation does not retain a separate copy of external calendar event bodies. RoveLogics may retain keyed route-cache identifiers and estimated travel time and distance for route planning and provider reporting. User-entered mileage records are stored separately.
You can disable availability blocking or appointment publishing separately, or disconnect Google Calendar in your RoveLogics integration settings. Disconnecting removes the regular connection credentials for that provider profile and stops new Calendar reads, writes, and synchronization. Existing events remain in Google Calendar. Disconnecting a single provider profile does not revoke Google's account-wide authorization, which may be used by another profile you connected. You can also remove the application's access in your Google Account's third-party connection settings. RoveLogics business records remain subject to account deletion and retention controls. Contact support@rovelogics.com for privacy questions or deletion requests.
The temporary cleanup retention described here is enabled only for explicitly enrolled test profiles and their selected test calendar; other profiles do not use this process. For those test profiles, RoveLogics may retain an encrypted copy of a currently valid access token only to stop that calendar’s existing notification channels—not to read or change events. No refresh token is retained for cleanup, and the access is never renewed. Permitted use ends at the earliest of 60 seconds before the token’s existing expiry, the channel’s confirmed expiry, or 24 hours after disconnection. The active copy is scheduled for deletion when cleanup finishes or permitted use ends; delayed task execution may delay physical removal. Per-job cleanup records are scheduled for deletion 24 hours after their first terminal result. Temporary test-control records are scheduled for deletion 24 hours after first being disabled. Both are scheduled for deletion no later than seven days after creation, including unresolved records; delayed tasks may delay physical deletion. These temporary-record limits do not remove ordinary account records or the approved test identity stored in configuration. Encrypted residual copies may remain in technical backups under the Platform’s backup-retention controls and are not used to resume the connection. If Google cannot confirm cleanup, the profile remains locally disconnected and incomplete cleanup is distinguished from confirmed channel expiry.
RoveLogics will handle and share Google-sourced information in accordance with the Google API Services User Data Policy and its Limited Use requirements. These requirements take precedence over broader descriptions of analytics, service improvement or AI elsewhere in this policy.
8. Workspace Separation and Support Access
Business workspaces are access-controlled and designed to prevent one business from accessing another business's private client information. Access controls are enforced server-side rather than relying only on hidden interface elements.
RoveLogics support does not require a customer password. Temporary delegated support access must be initiated or approved by the business, is time-limited and permission-scoped, can be revoked, and is audited.
9. Safety Reports
At present, incident reports, private safety notes, and business-specific booking blocks remain available only to the reporting business and authorized RoveLogics personnel with a legitimate operational need. RoveLogics may use privacy-preserving internal matching, including hashed contact or booking identifiers, to identify repeat safety patterns for staff review. That internal matching does not disclose another business's allegation to a provider.
High or urgent reports, and qualifying repeated medium-severity patterns, may automatically create an internal staff-review case so authorized RoveLogics personnel can assess whether intervention is appropriate. Automated systems may assist with triage and prioritization, but a user-submitted report is not treated as proof of criminal conduct or verified danger merely because it exists in the Platform.
RoveLogics may moderate, restrict, correct, or remove safety information and may investigate misuse of safety tools. Before any cross-business disclosure of identifiable safety information is activated, RoveLogics will implement appropriate safeguards for identity matching, moderation, disputes, corrections, retention, access, and notice. See the Safety & Trust Policy.
10. Retention
We retain information for as long as reasonably necessary to provide the Services, maintain security, satisfy legal obligations, resolve disputes, enforce agreements, maintain reliable backups, and support the specific purposes described in this Policy.
Different categories may have different retention periods. When an account is deleted, operational account and customer records are scheduled for deletion subject to technical backup windows and any lawful retention requirement. Safety information will not be retained indefinitely merely because a report once existed; any retention beyond ordinary account deletion must be tied to a documented legal, security, fraud-prevention, dispute, or safety purpose.
11. Account Deletion and Data Export
Eligible users may export supported account data through Platform tools. Account holders may request deletion through the available account controls.
Deletion is intended to remove account-linked operational records, authentication records, uploaded files, and other private workspace data after applicable processing and backup windows. Certain records may be retained where required for law, fraud prevention, security, dispute resolution, or a documented safety purpose.
12. Security
RoveLogics uses administrative, technical, and organizational safeguards including server-side authorization, tenant isolation, secure sessions, rate limiting, audit logging, private file storage, encrypted transport, encrypted backups, tokenized payment handling, least-privilege support access, and security-event monitoring.
No system can guarantee absolute security. Users are responsible for safeguarding credentials, enabling available account-security features, and notifying RoveLogics promptly if they suspect unauthorized access.
13. Analytics, Cookies, and Similar Technologies
Essential cookies and site protections
RoveLogics uses essential cookies or comparable storage where needed for authentication, security, session continuity, booking functions, and user preferences. A signed, HTTP-only, first-party route-search protection cookie may remain for up to 30 days to recognize repeat visitors, prevent automated abuse and control third-party mapping costs. The cookie is not used for advertising. Rate-limiting records use keyed hashes rather than raw searched addresses or browser identifiers, and expired records are cleared during routine maintenance. Browser signals are not used as proof of a visitor's identity. RoveLogics also provides a separate choice for optional product analytics.
Privacy choices and preferences
We remember your privacy selection (essential only or optional analytics allowed) for up to 180 days using first-party browser storage and a preference cookie. This preference stores your choice and its expiration time, not your identity, booking details, or advertising profile. It may be shared across rovelogics.com subdomains. The banner normally stays hidden on return visits until the preference expires; it can reappear if you clear or block site storage, use another browser or device, or if an important change requires renewed consent. You can change your selection any time using the Privacy choices control. Changing your selection begins a new 180-day preference period.
Optional RoveLogics site metrics
With a fresh opt-in through Privacy choices, RoveLogics counts selected public marketing-page views and broad referral groups such as search, social, direct, or other. The collector runs on rovelogics.com and stores daily totals by fixed public page and referral group, without visitor IDs, full referrer URLs, URL query strings or fragments, account or client details, or booking and payment data. Signed-in browser sessions, recognized bots, Global Privacy Control and Do Not Track signals are excluded. Privacy preference storage remembers your choice rather than identifying you. Counts are estimates, not unique-person totals or verified conversions. The reporting window is 90 UTC days; older aggregate buckets are removed when the collector next accepts a visit. You can withdraw consent through Privacy choices. Withdrawal stops future collection but cannot identify or subtract your contribution from anonymous totals. Hosting, delivery and security systems may still process technical request information separately as described in this Policy. Declining metrics does not disable booking or security functions. Built-in hosting-provider visitor analytics is disabled in this configuration.
Optional PostHog aggregate reporting
After you explicitly choose analytics with the updated Privacy choices control, RoveLogics may send coarse daily count milestones to PostHog as a reporting processor. This contains only approved public-page categories, broad referral groups, dates and aggregate counts. PostHog does not receive individual pageview events, visitor or account identifiers, booking records, personal details, original referrers, or query strings. PostHog receives these summaries through a RoveLogics server call, not through an embedded browser recorder. Earlier first-party metrics consent alone does not activate PostHog: you must make a new selection. Withdrawing analytics permission stops future reporting. PostHog may process this limited data in accordance with its service agreements and privacy documentation.
Optional Google Analytics
With a separate, explicit Google Analytics choice, Google receives standard browser, device and network information and visits to selected public marketing pages on rovelogics.com. Google Analytics is not loaded before that choice or on signed-in, signup, account, booking, payment or other private screens. We send fixed public-page URLs and titles without query strings or URL fragments and do not send account, client or booking details. Analytics cookies are limited to the current host. Google Analytics is currently disabled in the application configuration. If separately activated, this Google choice is separate from RoveLogics site metrics, lasts no longer than 180 days, and can be withdrawn in Privacy choices. An optional, nonunique internal-browser marker lasts 30 days and can be removed; it does not grant consent or verify that unmarked visitors are external. Google Analytics is not configured for advertising features.
14. Your Privacy Rights and Choices
Depending on your location and applicable law, you may have rights to request access, correction, deletion, portability, restriction, objection, or other treatment of personal information. Requests may be subject to identity verification and lawful exceptions. Where the Oregon Consumer Privacy Act applies, RoveLogics will ordinarily respond within 45 days, subject to any legally permitted extension.
Users may also control notification preferences, revoke connected integrations, end support access, sign out active sessions, and delete their account through available Platform controls.
RoveLogics does not sell personal information and does not use private customer records, booking information, precise location data, or safety reports to create third-party targeted-advertising profiles.
15. Children
RoveLogics business account owners must be adults. A parent or legal guardian may own and manage a business account for a minor who provides services, but the minor may not be the RoveLogics account owner. Businesses using RoveLogics remain responsible for complying with laws that apply when minors provide services, receive services, or have information collected about them.
16. Security Incidents
RoveLogics will investigate confirmed security incidents, take reasonable steps to contain and remediate them, preserve relevant evidence where appropriate, and provide notices required by applicable law or contractual commitments.
17. Changes to This Policy
We may update this Privacy Policy to reflect changes in law, technology, security practices, product functionality, or business operations. Material changes will be communicated through reasonable channels such as email or in-product notices, and additional consent will be obtained when legally required.
18. Contact
Privacy questions, access or deletion requests, and complaints may be submitted through the RoveLogics support or privacy-request channels made available through the Platform. Requests may be subject to reasonable identity verification before account-linked information is disclosed or changed.