Privacy Policy

1. Introduction

RouteRobin ("we", "us", "our") operates the RouteRobin scheduling and lead routing platform. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our service.

2. Information We Collect

Account Information: When you create an account, we collect your name, email address, and organization name. If you sign in via Google or Microsoft, we receive your profile information and calendar access tokens.

Booking Data: When someone books a meeting through RouteRobin, we collect the information they provide in the booking form (e.g., name, email, company, phone number) and scheduling details.

Calendar Data: With your permission, we access your calendar to check availability and create events. We do not read or store the content of unrelated calendar events.

Usage & Analytics: We collect UTM parameters, referrer URLs, and IP-based geolocation (country/city level) for lead attribution purposes.

AI Enrichment: For leads booked through routing forms, we may use AI-powered web search to find publicly available business information (company website, industry, LinkedIn profiles, job titles). This data is derived from public sources only.

3. How We Use Your Information

• To provide and maintain the scheduling service
• To check calendar availability and create meeting events
• To send booking confirmations, reminders, and cancellation notices
• To route leads to the appropriate team member or event type
• To enrich lead data with publicly available business information
• To sync data with your connected CRM (e.g., HubSpot) when configured
• To provide analytics and attribution data for your leads

4. Third-Party Services

We integrate with the following third-party services when you connect them:

• Google: Calendar access, Google Meet link generation, OAuth authentication
• Microsoft: Calendar access, Teams meeting link generation, OAuth authentication
• HubSpot: Contact and meeting synchronization
• Zoom: Meeting link generation
• Anthropic (Claude AI): Lead enrichment via web search

Each service is governed by its own privacy policy. We only share the minimum data necessary for each integration to function.

5. Data Storage & Security

Your data is stored in encrypted databases. OAuth tokens for calendar and CRM integrations are encrypted at rest. We use HTTPS for all data transmission. We do not sell your data to third parties.

6. Data Retention

We retain your account data for as long as your account is active. Booking and contact data is retained as long as your organization account exists. You can delete your data by contacting us or removing your account.

7. Your Rights

You have the right to:

• Access, correct, or delete your personal data
• Disconnect any third-party integration at any time
• Export your data
• Withdraw consent for data processing

8. Cookies

We use essential cookies for authentication and session management. We do not use third-party tracking cookies.

9. Changes to This Policy

We may update this policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last updated" date.

10. Contact Us

If you have questions about this Privacy Policy, please contact us at privacy@routerobin.com.