Privacy policy

1. Overview

This policy explains how Milo Mode Inc. (“Roma”, “we”) collects, uses, shares and deletes personal data when you use our website at roma.app, our web, Mac and iPhone apps, when you connect Roma to other apps, and when you connect another AI app (such as ChatGPT, Claude, Muse or Cursor) to your Roma account (together, the “Service”). Milo Mode Inc. is the data controller for this data. Questions and requests go to hello [at] roma.app.

2. Information we collect

a. Account information

When you sign up with Google, Apple or email, we receive your name, email address and, where your sign-in provider shares it, your profile photo. We also keep your timezone, settings and preferences.

b. Your content

What you keep in Roma: your lists and the items on them (tasks, notes, the rows of any list you keep), automations, files and images you attach, your conversations with Roma's assistant, meeting recordings and their transcripts, and the version history of your items.

c. Memory

Short facts about you and how you like to work, which the assistant keeps so it does not have to ask again. You can see, edit and delete them in Settings.

d. Connected apps

If you connect an app such as Gmail, Google Calendar, Dropbox, Linear, Notion, GitHub or Slack, we access it only to do what you ask or what an automation you set up asks, and only within the permissions you granted. Connections run through our integration provider, Composio, which holds the connection credentials. Google services are described in section 4.

Some connections run on your own device rather than through a provider. If you switch on Messages or WhatsApp in Roma on your Mac, the app on your Mac reads your recent conversations once a day and when you ask, and sends the lines it needs to our servers to put what needs you on your Tasks from messages list; the text is not kept in your chat history or indexed, and Roma never sends a message for you. If you switch on Screenshots or Photos of documents in Roma on your iPhone, the app reads your photo library on the phone, decides there which pictures might be something to do, and sends only those, reduced in size and with the text it read off them, to our servers to create tasks; a picture judged to be nothing is deleted from our servers at once, and one that became a task or a note is stored with it until you delete it. If you add a folder in Roma on your Mac, every file you put in it is uploaded and attached to a task, and nothing is written back into the folder.

e. Voice

When you use voice input or record a meeting, the audio is transcribed by our speech provider. Audio from voice input is used for transcription only. A meeting recording is stored with its note, together with its transcript, until you delete it.

f. Usage, device and diagnostic data

A log of changes in your workspace (created, edited, completed, deleted), records of the assistant's requests, tool calls and errors used to find and fix problems, basic device and app information, push-notification tokens, and the standard server logs (IP address, browser type, timestamps) that come with running a web service.

g. Cookies and similar technologies

We use cookies and local storage to keep you signed in and to remember your preferences. We do not use advertising cookies, and we currently do not use third-party analytics trackers.

h. Communications

Messages you send us, and your email address if you join a waitlist.

3. How we use your information

• To provide the Service: store, sync, search and show your workspace on your devices.
• To run the assistant: answer your requests, organize what you capture, remember what you tell it, run automations on the schedule you set, and act in the apps you connected when you ask.
• To make your content searchable, including by meaning.
• To send the notifications and emails you asked for, and essential account emails.
• To keep the Service secure and reliable, prevent abuse, and find and fix errors.
• To comply with the law and to enforce our terms.

Where the GDPR or a similar law applies, we rely on the performance of our contract with you, on our legitimate interests in running and securing the Service, on your consent where we ask for it (for example when you connect an app), and on our legal obligations.

We do not sell your personal data, and we do not use it for advertising.

4. Google user data

This section applies when you sign in with Google or connect a Google service such as Gmail or Google Calendar. It describes how Roma accesses, uses, stores and shares data received from Google APIs.

What we access

• Sign in with Google: your name, email address and profile photo, to create and identify your account.
• Gmail, if you connect it: your messages and threads, including their content and attachments, labels, drafts and basic mailbox settings, within the permissions you approve on Google's consent screen.
• Google Calendar, if you connect it: your calendars and events.

Roma reaches your Google account only through a connection you set up yourself. You choose what to connect, and you can disconnect at any time.

How we use it

• To do what you ask in the moment: find, read, summarize, draft, reply to, send, label or archive email, and find, create or update calendar events.
• For features you turn on that read your mail or calendar for you: the morning briefing, suggestions of things worth doing based on recent mail, memory (facts about you drawn from your mail and calendar, which you can see, edit and delete), and watching for things you asked Roma to keep an eye on, such as a delivery or a reply you are waiting for.
• To unsubscribe from or archive a sender when you ask, which may create a filter in your Gmail.
• To read a sign-in code or link a website emailed you, when you asked Roma to act on that website for you.

Each of these is a feature you can see and control in Roma. We do not use Google user data for advertising, we do not sell it, we do not use it to determine creditworthiness or for lending, and we do not use it to train AI models.

How we store it

• The connection credentials are held by our integration provider, Composio; Roma stores a reference to the connection.
• Roma does not copy your mailbox or calendar into Roma. It stores what it shows you and what the features above need to run: the tasks, notes and events it created for you, briefing and suggestion items, memory entries, a short view of your upcoming events, and records such as which messages it already surfaced, with links back to the original in Google.
• The content of a message or event is processed while a request runs and, like the rest of your conversation, stays in your chat history in Roma until you delete it.

How we share it

Google user data is shared only with the service providers that process it on our behalf to provide these features: our AI model provider, which reads the relevant content to answer a request and does not train on it (section 5), and Composio, which connects to Google. It is never sold, never transferred to data brokers or advertising platforms, and never shared with anyone else except with your consent, as required by law, or as part of a security or abuse investigation. No one at Roma reads your Google user data unless you ask us to (for example for support), it is needed to investigate abuse or a security incident, or the law requires it.

Retention and revoking access

You can disconnect a Google service in Roma's Settings at any time, or revoke Roma's access from your Google Account permissions. When you disconnect, the connection credentials are removed and Roma stops accessing the service. Content Roma already created for you, such as a task, a memory entry or a briefing, stays in your workspace until you delete it or delete your account (section 8).

Limited Use disclosure

Roma's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

5. AI processing

To answer a request, organize an item, transcribe audio or run an automation, the relevant part of your workspace, and the relevant data from an app you connected, is sent to our AI model provider, OpenAI. Under OpenAI's API terms, data sent through the API is not used to train their models. We do not train AI models on your data. When the assistant acts on your behalf, it acts only on your instruction or on an automation you set up, and it asks for your approval where the Service says it will.

6. Connecting other AI apps

You can connect an AI app such as ChatGPT, Claude, Muse or Cursor to your Roma account. You approve each connection on a Roma screen that lists what it will be able to do: view and manage your lists and the items on them, read the facts Roma remembers about you, and see and run your automations. The connected app acts only as you, only on your own workspace.

Whatever that app reads from Roma is then also handled under its provider's own privacy policy. What that app saves in Roma is your own content and stays in your workspace until you delete it (section 8). You can remove the connection in that app at any time; to have us revoke its access on our side as well, email hello [at] roma.app.

7. Sharing of information

We share personal data only:

• With service providers that run parts of the Service on our behalf, under contractual safeguards. They currently include Supabase (database, sign-in and file storage), Vercel (hosting), Inngest (background processing), OpenAI (AI models and speech-to-text), Composio (connections to the apps you connect), Braintrust (records of AI requests, used to find and fix errors), Loops (email), Tavily and Exa (web search and page reading the assistant does for you), Browserbase and Browser Use (the cloud browser the assistant uses when you ask it to act on a website) and Apple (push notifications).
• With people you choose: when you share a task or note by link, or invite someone to it, they can see it and the conversation about it. Nothing else you keep is public.
• With an AI app you connect to your Roma account (section 6).
• When required by law, to protect the rights, safety or property of Roma, our users or others, or to investigate fraud, abuse or a security incident.
• In connection with a merger, acquisition, financing or sale of assets, in which case we will tell you before your data becomes subject to a different policy. Google user data is transferred in such a case only with your explicit prior consent.

8. Data retention and deletion

We keep your data while your account is active. Anything you delete goes to the trash, where it stays recoverable for about 30 days and is then permanently deleted.

The diagnostic records of section 2f are kept for a limited time and then deleted: records of the assistant's requests for 14 days, our hosting provider's request logs for up to 30 days, and the server logs of our database and sign-in provider for up to 90 days. The log of changes in your workspace stays with your account.

You can delete your account at any time in Settings. This permanently deletes your workspace, files, recordings, memory, chats and activity from our systems, and it is removed from backups within a reasonable period. We keep only what we must for legal, security or accounting reasons, and a record of AI usage cost (model, token counts, price) that contains none of your content and is no longer linked to you. Disconnect the apps you connected before you delete your account, or revoke Roma's access from the other app's own settings.

9. Security

We use industry-standard practices, including encrypted connections, encrypted storage, access controls that scope every request to the signed-in account, and limited staff access. No system is 100 percent secure. If we learn of a breach that affects your data, we will notify you as the law requires.

10. Your rights

You can see, correct and delete most of your data directly in the apps. For anything else, including a copy of your data, deletion, a question about how your data is used, or an objection to how we use it, email hello [at] roma.app. We will verify the request and respond within the time the law allows.

Depending on where you live, you may have further rights under laws such as the GDPR, the UK GDPR or the CCPA: to access, correct, delete, receive a copy of or restrict the processing of your personal data, to withdraw consent, and to complain to a data protection authority. We do not discriminate against you for exercising them. We do not sell personal data, and we do not share it for cross-context behavioral advertising.

11. Children's privacy

Roma is not directed to children under 16, and we do not knowingly collect their data. If you believe a child has given us personal data, email hello [at] roma.app and we will delete it.

12. International data transfer

We are based in the United States, and your data is processed there and in other countries where our service providers operate. Where the law requires it, transfers rely on appropriate safeguards such as standard contractual clauses.

13. Changes to this policy

We may update this policy and will change the date above when we do. If a change is significant, we will tell you in the app or by email before it takes effect.

14. Contact

Milo Mode Inc., United States. Email hello [at] roma.app.