Privacy Policy

Beacon Labs ("we," "us," or "our") operates Rovo, a lead audit and reply tool that helps contractors identify customer leads in Gmail, monitor new leads, and send approved replies. This Privacy Policy describes how we collect, use, and protect your information when you use our service.

When you use Rovo, we may collect the following information:

• Account information: Your name and email address received through Google OAuth when you sign in or connect Gmail.
• Gmail read data: Email metadata and content from your Gmail inbox, accessed through Google APIs, to identify customer leads. For an explicit inbox scan, Rovo requests read-only Gmail access.
• Gmail dashboard access: If you start a trial and activate the live dashboard, Rovo requests Gmail read and send access after payment so it can monitor new leads and send only the replies you approve. We do not delete or modify your existing Gmail messages.
• AI-processed data: Classifications, summaries, lead sources, phone-number extraction, and sanitized classifier traces generated by our AI analysis of your emails, plus draft replies when dashboard features are used.
• Business and contact information: Information you provide during onboarding or settings, such as business name, trade, service area, response preferences, phone number, and SMS consent.
• Billing information: Subscription status and Stripe customer or subscription identifiers. Payment card details are handled by Stripe and are not stored by Rovo.
• Usage data: Basic information about how you interact with the service, such as pages visited and features used.

We use the information we collect to:

• Scan your Gmail inbox to identify customer leads
• Classify emails using AI to determine lead status and category
• Generate audit reports showing customer leads and reply status
• Process new or changed Gmail threads to monitor lead status after you activate the live dashboard
• Generate dashboards, draft replies, track follow-ups, and send replies only when you approve sending through Rovo
• Send transactional SMS notifications and reply-review prompts if you provide phone consent
• Improve our service using aggregated, redacted, or de-identified diagnostics and eval review data

Your data is stored in secure, hosted database infrastructure. We use industry-standard encryption in transit (TLS) and at rest to protect your information. Access to your data is restricted to authorized personnel only.

Email content is processed and summarized for classification purposes. Full Gmail thread payloads are retained only for rows classified as customer leads, where thread context is needed to generate your audit report, dashboards, drafts, replies, follow-ups, and reply tracking. For non-leads, we store the classification, non-sensitive sync markers, and a compact redacted classifier trace for review; we do not retain the full raw Gmail payload.

Gmail push notifications, sync logs, and operational records are stored as metadata only. We do not store raw Pub/Sub push payloads as long-lived customer data.

We do not sell your personal information. We do not share your email content with third parties except as necessary to provide the service:

• AI processing:Email content is sent to our AI provider for classification, summaries, and draft generation. This data is processed to provide Rovo's user-facing features and is not used by us to train generalized AI models.
• Infrastructure providers: We use third-party hosting and database services to store and process your data securely.
• Payments and messaging: Stripe processes subscription payments. Twilio processes transactional SMS messages when you enable SMS features.
• Legal requirements: We may disclose information if required by law or to protect our rights.

Rovo's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, the Google Workspace API User Data and Developer Policy, and the Limited Use requirements. Specifically:

• We request Gmail read access to identify customer leads. An explicit inbox scan uses read-only Gmail access. After you start a trial and activate the live dashboard, Rovo may request Gmail read and send access so it can monitor new or changed email threads and send replies that you approve.
• We request permissions only for user-facing Rovo features, such as lead scanning, lead monitoring, draft preparation, and approved reply sending.
• Gmail read access may use scopes such as gmail.readonly, and approved Gmail sending may use gmail.send.
• We do not use Gmail data for serving advertisements or for any purpose other than providing the lead audit service.
• We do not sell Gmail data, use it to determine creditworthiness, or use it to create, train, or improve generalized machine-learning or AI models.
• We do not allow humans to read your email content unless: (a) you give explicit consent, (b) it is necessary for security purposes such as investigating abuse, (c) it is necessary to comply with applicable law, or (d) our use is limited to internal operations and the data has been aggregated and anonymized.

• Access: You can request a copy of the data we hold about you by emailing us.
• Deletion: You can request deletion of your data by emailing support@beaconlabs26.com.
• Revoke access:You can revoke Rovo's access to your Gmail at any time through your Google Account Permissions.

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

Rovo is not intended for use by children under the age of 13. We do not knowingly collect personal information from children.

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated revision date. Your continued use of Rovo after any changes constitutes acceptance of the updated policy.

If you have questions about this Privacy Policy or your data, please contact us at support@beaconlabs26.com.