1. Who we are
Roo is a product of Webaroo LLC. This policy covers the Roo service, the Roo Slack app, and the connections you make between Roo and systems such as Google Drive, Slack and Gmail. It does not cover the Webaroo company website, which has its own terms.
Roo is sold to organisations. Your employer decides what to connect and is the controller of that content; Webaroo processes it on their instructions. If you use Roo through your employer and want content removed, they are usually the right first contact — though you can always reach us directly.
2. What we handle
Account information
Your name, work email address, the organisation you belong to, and your role within it. This comes from your organisation when your account is created, or from the identity provider you sign in with.
Content from the systems you connect
When an administrator connects Google Drive, Slack or Gmail, Roo reads content from those systems so it can answer questions about it: documents and their text, message threads, email messages, file names, authors, timestamps, and the sharing permissions attached to each item.
Roo reads permissions as well as content. That is how it knows which answers each person is allowed to receive.
Questions and answers
The questions you send Roo and the answers it returns, together with which documents each answer drew on.
Operational records
Logs and metrics recording that the system did something — a document was imported, a question was asked, an administrator changed a setting. These record actions and identifiers rather than the content of your documents and messages.
3. Google user data
Roo's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.
Roo requests read-only access to Google Drive. It cannot create, edit, move or delete anything in your Drive, because it never asks for the permission to do so. It also reads your email address and basic profile, so it can show which Google account was connected.
Content Roo reads from Drive is used for one purpose: answering questions asked by people in your organisation who already have access to that content. It is not used for advertising, not sold, and not used to train generalised artificial intelligence or machine learning models. Where it is passed to the service providers listed in section 8, it is passed solely to deliver that answering feature, and we do not permit those providers to use it for anything else.
4. How your content is used
Roo prepares your content so it can be searched by meaning rather than by keyword, and builds a working model of what your organisation knows. Concretely:
- Documents and messages are split into passages and converted into numerical representations that let Roo find relevant material.
- Roo extracts and organises what your content states, so it can answer questions that no single document answers on its own.
- When you ask something, Roo retrieves the passages you are allowed to see and uses a language model to compose an answer from them.
- Answers name the documents they came from.
Preparing content and composing answers both involve sending content to the service providers in section 8.
5. What we never do
- We do not sell your content or your organisation's content.
- We do not use your content to train generalised AI or machine learning models, and we do not permit our providers to.
- We do not use your content to improve what any other organisation's Roo knows. One organisation's knowledge is never visible to another.
- We do not use your content for advertising, and we do not run advertising.
- We do not create, edit, move or delete anything in the systems you connect. The only thing Roo writes is its reply to you.
6. Who can see your content
Within your organisation: Roo answers each person only from content they could already open themselves. It does not widen anyone's access. If your access to a document is removed, answers you receive afterwards reflect that.
Between organisations: never. Each organisation is a hard boundary in the system, not a filter applied after the fact.
At Webaroo: our staff do not read your content as a matter of course. Access happens only where it is necessary to operate the service — investigating a fault you have reported — or where we are legally required to.
7. Answers delivered in Slack
Roo replies in a direct message to the person who asked. It does not post in channels. A reply in a channel would be visible to everyone in it, including people with no access to the documents behind the answer.
Once Roo sends a reply, that message is part of your own Slack workspace. It is kept under your workspace's retention settings and is subject to your workspace's export and administration controls, which are yours rather than ours. A deletion request to Webaroo removes content from Roo; it does not remove messages already delivered into your Slack.
8. Service providers
These are the third parties that receive content from Roo, what each one receives, and how long each keeps it. We name them rather than describing them generally, because "trusted third parties" tells you nothing you can assess.
| Provider | What it receives | Why | How long it keeps it |
|---|---|---|---|
| Amazon Web Services | All content, stored and in transit | Hosting, storage and databases | As long as we do — see section 10 |
| Anthropic | Passages of your content relevant to a question, and passages processed while building Roo's understanding | Composes answers and extracts meaning | Deleted within 30 days |
| Voyage AI | Passages of your documents and messages | Converts text into the representations used for retrieval | Not retained — deleted once processed |
| Clerk | Name, email address and sign-in identifiers. No document content. | Sign-in and identity | For the life of the account |
Two exceptions apply to the providers that process your content. Where a provider's automated safety systems flag something, that content may be held longer — up to two years — and any provider may retain content it is legally required to. Neither is specific to Roo; both are standard across this class of service, and we would rather state them than have you discover them.
An organisation can choose to run Roo on its own account with a language-model provider, in which case that usage is billed to them and governed by their own agreement with that provider.
9. Where content is stored
Content is stored in the United States, in Amazon Web Services' Ohio region. If your organisation is in the European Union or the United Kingdom, this means your content is transferred outside your region — contact us before connecting a source if that matters to you, and we will tell you where the arrangement currently stands.
10. Keeping and removing content
Roo keeps content from a connected source for as long as that connection is active and your organisation is using Roo.
When a document is deleted in the source system, or a source is disconnected, Roo stops answering from that content and removes it from what it can retrieve.
An organisation can ask us to delete everything Roo holds for it, and we will. Backups of our systems are retained for a limited period for disaster recovery, so deleted content can persist in backups for a short time after removal before ageing out.
11. Your rights
Depending on where you live, you may have rights to access, correct, export or delete personal information we hold about you, and to object to certain processing. Because most content in Roo belongs to your employer rather than to you, requests about that content are usually best directed to them, and we will support them in responding. You can also contact us directly using the address in section 14.
12. Security
Content is encrypted in transit and at rest. The credentials for the systems you connect — the tokens that let Roo read your Drive — are held in a dedicated secrets store rather than in our application database, and each connection's credential is isolated from every other's.
If you believe you have found a security problem in Roo, please write to us at the address in section 14 and we will respond.
13. Changes to this policy
If we change how Roo handles your content, we update this policy and change the date at the top. Where a change materially affects what we do with content already collected, we will tell affected organisations directly rather than relying on you to notice.
14. Contact
Questions about this policy, about what Roo holds for your organisation, or about a security issue: support@webaroo.us.