Privacy Policy

Last updated: 12/16/2025

1. WHO WE ARE

This Privacy Policy explains how Robo Meister LLC ("Robo Meister", "we", "us", "our") collects, uses, and shares personal data when you use:

• AccordFlow,
• FlowBeacon AI,
• Atlas OCR,
• Robo Connector and related websites, apps, and services

(collectively, the "Services").

Robo Meister LLC is the data controller for personal data processed in connection with the Services. Our registered address is 30 N Gould St Ste R, Sheridan, WY 82801, USA. You can contact us at privacy@robo-meister.com.

2. SCOPE

This Privacy Policy applies to personal data processed through the Services, including when you: create an account, visit our websites, submit support requests, purchase subscriptions, or use product features such as workflow automation, document processing, integrations, and app packs.

This Policy does not apply to third-party products or websites that are not operated by us, even if they are linked from our Services. Those third parties have their own privacy notices.

3. DATA WE COLLECT

Depending on how you use the Services, we may collect:

• Account and profile data (name, email address, company name, password hash, account settings).
• Usage and device data (log events, IP address, browser type, diagnostics, and telemetry).
• Customer content (files, prompts, workflow inputs/outputs, OCR source materials, and metadata).
• Communications data (support requests, feedback, and message history with our team).
• Billing data (plan, invoices, and payment status; full card data is handled by our payment providers).
• Cookie and similar data used for session management, preferences, security, and analytics (where allowed).

3.x Data provided through templates, packs, and App Store apps

When you use templates, packs, or third-party apps available through the App Store / package manager, we may process personal data you enter into those templates (e.g., client details, contract terms, accounting data). For such data, you remain the data controller and are responsible for the legal basis and purpose of processing.

4. HOW WE USE YOUR DATA

We use personal data to:

• provide, maintain, and secure the Services;
• authenticate users and manage accounts;
• process transactions and administer subscriptions;
• deliver product features, including AI and OCR processing requested by you;
• provide customer support and respond to legal or compliance requests;
• analyze usage to improve performance, reliability, and user experience;
• send service notices and, where permitted, product updates and marketing communications.

5. LEGAL BASES (GDPR ETC.)

Where required by applicable law (including GDPR/UK GDPR), we process personal data based on one or more of the following: performance of a contract, compliance with legal obligations, legitimate interests, and consent (where required). More details for EEA/UK residents are provided in Section 16.

6. SHARING OF DATA

We may share personal data with trusted service providers who help us operate the Services, such as hosting, security, analytics, communications, customer support, and payment providers. These parties process data under contractual obligations and only as needed for the services they provide to us.

We may also disclose personal data when required by law, legal process, or to protect the rights, safety, and security of our users, our company, or others.

• AI model providers used for FlowBeacon AI and Atlas OCR, acting as processors. At the time of this Policy, we configure such providers (where technically available) to use your data only for processing your requests and not for training or improving their models beyond our account or tenant.

If we later introduce optional features that allow training on your data or on aggregated datasets, we will:

• clearly inform you before enabling such features, and
• provide a way to opt out or to use configurations where training is disabled, where reasonably possible.

7. INTERNATIONAL TRANSFERS

Our infrastructure is currently hosted primarily in data centers operated by third parties (for example, OVH) located in Canada. As we grow, we may add additional regions closer to our users and sector-specific clusters.

Your data may be processed and stored in countries other than your country of residence, including the United States and Canada. Where required by law, we implement appropriate safeguards (such as standard contractual clauses or equivalent) to protect personal data transferred internationally.

8. DATA RETENTION

We retain personal data for as long as necessary to provide the Services, comply with legal obligations, resolve disputes, enforce agreements, and maintain security and audit records.

Retention periods vary depending on data type, your account configuration, and applicable legal requirements. When data is no longer required, we delete it or anonymize it, unless continued retention is required by law.

9. SECURITY

We use administrative, technical, and organizational safeguards designed to protect personal data against unauthorized access, loss, misuse, or alteration. These measures include access controls, encryption in transit where appropriate, logging, and ongoing monitoring of our systems.

No method of transmission or storage is completely secure. We therefore cannot guarantee absolute security, but we continuously work to improve our protections.

10. YOUR RIGHTS

Depending on your location and applicable law, you may have rights to access, correct, delete, restrict, or object to certain processing of your personal data, and to receive a copy of your data in a portable format.

You may also withdraw consent at any time where we rely on consent. To exercise your rights, contact us at privacy@robo-meister.com. We may request verification of your identity before completing a request.

11. CHILDREN'S PRIVACY

The Services are not directed to children under 18 years of age, and we do not knowingly collect personal data from them.

If we become aware that a child under 18 has created an account or provided personal data to us without verifiable parental or guardian consent, we will take steps to delete such data as required by law.

If you believe a child has provided us with personal data, please contact us at privacy@robo-meister.com.

12. PRODUCT-SPECIFIC DETAILS

12.1 AccordFlow

AccordFlow processes documents, signer information, audit logs, and workflow events to enable e-signature, approval, and contract lifecycle processes configured by your organization.

12.2 FlowBeacon AI

• We process prompts, workflow configurations, and content submitted for automation to generate outputs and trigger actions you configure.
• Where we use third-party AI providers, they act as processors and are contractually restricted to processing your data only to provide the requested functionality (no general model training), as described in Section 6.

12.3 Atlas OCR

Atlas OCR processes uploaded files and images to extract text and structured fields, generate searchable outputs, and support downstream automations configured by you.

12.4 Robo Connector

Robo Connector moves and transforms data between systems based on user-defined integrations and workflows. For most business data processed through these integrations, you act as data controller and determine the purposes and legal basis of processing.

13. MARKETING COMMUNICATIONS

Where allowed by law, we may send you product news, updates, and promotional messages. You can unsubscribe at any time by using the unsubscribe link in emails or by contacting us.

We will continue to send non-marketing service communications that are necessary to operate your account and provide the Services.

14. CHANGES TO THIS POLICY

We may update this Privacy Policy from time to time to reflect changes in our Services, legal requirements, or data practices. If we make material changes, we will update the "Last updated" date and provide notice as required by law.

15. CONTACT

If you have questions about this Privacy Policy or our data practices, you can contact us at:

privacy@robo-meister.com
Robo Meister LLC
30 N Gould St Ste R, Sheridan, WY 82801, USA

16. ADDITIONAL INFORMATION FOR EEA/UK RESIDENTS

If you are located in the European Economic Area (EEA) or the United Kingdom, the following additional information applies:

16.1 Controller and processor roles

For most activities related to your own account, billing, support and our marketing, Robo Meister LLC acts as a data controller.

When you use our Services to process personal data about your own customers, employees or other individuals (for example, by uploading documents, running workflows, or using our App Store packs), you are the data controller and Robo Meister LLC acts as your data processor, processing such data on your documented instructions under a separate data processing agreement.

16.2 Legal bases

We process personal data on the following legal bases under the GDPR:

• Performance of a contract (Article 6(1)(b)), for example to create and manage your account, provide the Services, and process payments.
• Legitimate interests (Article 6(1)(f)), for example to secure and improve the Services, prevent abuse, and communicate with you about similar products you already use, where permitted.
• Compliance with legal obligations (Article 6(1)(c)), for example to keep certain records.
• Consent (Article 6(1)(a)), for example for certain types of marketing emails or non-essential cookies, where required.

Where we rely on legitimate interests, we balance our interests against your rights and expectations and implement safeguards.

16.3 International transfers

Your personal data may be transferred to and processed in countries outside the EEA/UK, including Canada and the United States. These countries may have data protection laws that are different from those in your country.

Where required by law, we implement appropriate safeguards, such as the European Commission’s standard contractual clauses or equivalent mechanisms, to protect your personal data when it is transferred internationally.

16.4 Your rights

In addition to any rights described elsewhere in this Policy, under the GDPR you may have the right to:

• request access to your personal data,
• request correction or deletion of your personal data,
• request restriction of processing,
• object to certain processing (including where we rely on legitimate interests),
• request data portability.

You can exercise these rights by contacting us at privacy@robo-meister.com. You also have the right to lodge a complaint with your local data protection authority.