This Privacy Policy explains how Roomote collects, uses, shares, and protects information when you visit roomote.dev and the other websites we operate, such as our documentation site and the servers that deliver our install script and downloads (together, the "Sites"). It also explains the anonymous usage analytics that self-hosted Roomote deployments send us by default.
1. Scope: This Policy Covers Our Websites
Roomote is source-available software that you deploy and run on infrastructure you control. This policy covers only the Sites — it does not cover Roomote deployments themselves. If you use Roomote Cloud, our hosted service, the separate Cloud Privacy Policy applies to your account and your hosted deployment. This policy covers only the Sites.
When you or your organization self-host Roomote, the code, prompts, tasks, repository content, integration data, and model traffic in that deployment are processed on your infrastructure and by the providers you configure. Roomote does not receive that content, and the organization operating the deployment is responsible for how it is handled. The only data a deployment sends us by default is the anonymous, admin-controlled usage analytics described in the next section.
2. Anonymous Analytics From Self-Hosted Deployments
By default, self-hosted Roomote deployments send anonymous usage analytics to a telemetry endpoint we operate, which forwards it to our analytics provider. This data is designed to tell us how Roomote is used without telling us who is using it:
- Identifiers are random. Each deployment generates an instance identifier and per-user analytics identifiers locally; they are not derived from your name, email, company, domain, repositories, or any other identifying data.
- Events are limited to product usage, such as a task being created or completed, setup being finished, or a page being viewed — with page views reduced to route patterns before they leave the browser.
- Daily instance reports are aggregate only: counts of users, environments, repositories by provider, tasks, token totals, and which categories of providers and integrations are configured.
- This data never includes names, email addresses, repository names, task contents, prompts, code, tokens, or credentials.
Deployment administrators can turn anonymous analytics off during setup or later in the deployment settings. When disabled, tracking code is not loaded and usage events and daily reports are not sent. Separately, deployments check for new Roomote versions once a day; that check sends only the anonymous instance identifier and the running version. Optional error monitoring is configured by the deployment administrator and reports to the monitoring service they choose, not to Roomote.
3. What Identifies You and What Doesn't
The Sites have no user accounts, no sign-up forms, and no login. For most visits, we do not process information that identifies you personally:
- Analytics without non-essential cookies is cookieless. While non-essential cookies are off — because you refused them, or have not yet accepted them where the law requires consent — our analytics runs in memory-only mode: no analytics cookies or persistent identifiers are stored, and a random in-memory identifier is discarded when you leave. We can see that a visit happened; we cannot recognize you across visits or tie the activity to a named person.
- IP addresses are used transiently. Your IP address is processed to deliver pages, protect the Sites, and derive your approximate location (country level) so we can apply the correct cookie-consent behavior. We do not use it to build a profile of you.
We process information that can identify you only when:
- you contact us — for example by emailing our support, security, or privacy addresses;
- you chat with us through the support messenger, which only loads once non-essential cookies are enabled;
- non-essential cookies are enabled — either because you accepted them, or because they are on by default in regions where prior consent is not required (you can refuse them at any time). This enables persistent analytics identifiers and marketing measurement tags that can recognize your browser across visits.
4. Information We Collect
| Category | Details |
|---|---|
| Information you send us | Email correspondence, security reports, support conversations, and anything else you choose to share when you reach out, such as your name and email address. |
| Server and security logs | IP address, user agent, requested pages, and similar technical data processed by our hosting provider to deliver the Sites, prevent abuse, and diagnose problems. |
| Usage analytics | Pages viewed, referrer, campaign parameters, and browser or device details. Collected without persistent identifiers while non-essential cookies are off; tied to a persistent identifier only once non-essential cookies are enabled. |
| Consent preference | A first-party cookie that records your cookie-consent choice so we can respect it on later visits. |
| Anonymous deployment analytics | Anonymous usage events, aggregate daily reports, and version-check data from self-hosted deployments that have not opted out, as described in section 2. Contains no names, emails, repository names, prompts, code, or credentials. |
5. How We Use Information
- To operate, secure, and improve the Sites.
- To understand how visitors use the Sites and measure the effectiveness of our content and campaigns.
- To respond when you contact us or report a security issue.
- To comply with legal obligations, resolve disputes, and protect the rights and safety of Roomote, our users, and third parties.
6. Sharing and Service Providers
We share information with a small set of service providers that help us host and operate the Sites, analyze usage, and communicate with you. The current list is on our service providers page.
We may also disclose information when required by law, to protect rights or safety, in connection with a merger, acquisition, financing, or asset sale, or with your direction or consent. Roomote does not sell personal information.
7. Cookies and Similar Technologies
Essential cookies keep core site features working and remember your consent choice. Non-essential analytics, measurement, and support messaging technologies load based on your consent: where the law requires consent (for example, in the EU), they stay off until you accept; in other regions they are enabled by default, and you can refuse them at any time. For details, see our Cookie Policy.
8. Data Retention
We retain information only as long as reasonably necessary for the purposes described above — for example, keeping correspondence while we handle your request and maintaining logs and analytics for security and measurement. Retention periods vary by data type and applicable law.
9. International Transfers
Roomote and its providers may process information in the United States and other countries where we or our providers operate. By using the Sites, you understand that your information may be transferred to jurisdictions with different data protection rules than your home jurisdiction.
10. Security
We use administrative, technical, and organizational safeguards designed to protect information from unauthorized access, loss, misuse, or alteration. No system is completely secure, so we cannot guarantee absolute security.
11. Your Choices and Rights
- You can refuse non-essential cookies through the consent banner or your browser settings, and the Sites remain fully usable without them.
- You can ask about access, correction, deletion, or other privacy rights by contacting us. We may need to verify your identity and the scope of your request before acting.
12. Children's Privacy
The Sites are not directed to children under 13, and we do not knowingly collect personal information from children under 13.
13. Changes to This Policy
We may update this Privacy Policy from time to time. If we make a material change, we will post the updated version on this page.
14. Contact
Questions or privacy requests can be sent to privacy@roomote.dev.