Privacy Policy

Beacon Labs ("we," "us," or "our") operates Rovo, a product that helps home-service contractors find and respond to customer leads. Depending on the features you enable, Rovo can help you identify leads in Gmail, monitor new leads, send replies you approve, notify you by text, answer missed calls when you set that up, and send transactional connection or scheduling texts to your customers. This Privacy Policy describes how we collect, use, and protect information when you use our service.

This policy covers two main audiences: you (the contractor / Rovo user) and, when you use Voice or customer texting, your customers and callers whose contact details appear in leads or calls you handle through Rovo.

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 and related outputs when dashboard or messaging features are used. When Voice is enabled, AI may also produce call summaries, structured lead details, and draft customer messages.
• 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 for contractor notifications.
• Lead and customer contact data: When a lead comes from email, a phone call, or related product features, we may store customer name, phone number, email address (if present), job description, timing notes, and other details needed to create a lead record and follow up. We do not buy or rent marketing lists of consumer phone numbers for outbound outreach.
• Voice and call-related data (when enabled): If you enable Voice features, we may process call metadata (for example time, duration, and numbers involved), structured information collected during the call, and other details needed to create or update a lead and notify you. Call recording and full transcription are off unless a product setting or configuration expressly turns them on. If recording or transcription is enabled for your account, we process that audio or transcript only to provide the Voice features you use.
• SMS and messaging metadata: Delivery status, timestamps, and content of transactional messages we send or receive on your behalf (contractor notifications and, when enabled, customer connection or scheduling texts), including opt-out signals such as STOP.
• 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 to you (the contractor) if you provide a phone number and consent
• When you enable customer texting, send transactional SMS to your customers or callers about connecting and scheduling for a specific job or missed call—not for unrelated marketing
• When Voice is enabled, answer or handle calls according to your setup, create or update lead records from those calls, and notify you of important outcomes
• Honor opt-out and help requests for SMS (including STOP and HELP) and apply product settings that turn customer texting on or off
• Improve our service using aggregated, redacted, or de-identified diagnostics and eval review data

SMS program (Rovo / Beacon Labs). Rovo may send transactional SMS in two separate programs:

• Contractor notifications (to you, the Rovo user). Who texts: Rovo (Beacon Labs), about your account and leads. What: new leads, draft review, reply actions, and related product notices. Opt-in: you provide a mobile number in Rovo and agree to the in-product SMS consent language. Opt-out: reply STOP. Reply HELP for help information about the messaging program, or email support@beaconlabs26.com. You can also turn notifications off in settings where available.
• Customer connection and scheduling texts (to your customers or callers). Who texts: messages are sent from a phone number assigned for your business, on your behalf, when you turn customer texting on (default off). What: transactional connection after a missed call (when your settings allow it) and scheduling or coordination texts for a real job, call, or service request—not bulk advertising or unrelated marketing. How someone is contacted: only after they called or contacted your business (or otherwise gave you their number for that job), and only if you enabled customer texting and authorized the relevant send in product settings. Opt-out: recipients reply STOP to that number. Reply HELP for help information about the messaging program, or contact the business / email support. We honor STOP and do not use purchased, rented, or scraped consumer phone lists.

For both programs: message and data rates may apply; message frequency varies with lead and call activity; SMS is not for emergencies; delivery is not guaranteed.

Consent for contractor notifications is collected when you provide your phone number in Rovo and accept the in-product SMS consent language. For customer texts, you (the contractor) are responsible for having a lawful right to contact each recipient about that job or call—for example, they called your business, left a voicemail, or provided their number while requesting service—and for enabling customer texting only when that is true. We do not use purchased consumer phone lists for customer SMS.

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.

SMS content and delivery metadata, lead records, and call-related event data are kept while your account is active and for a reasonable period afterward for support, fraud prevention, and legal compliance, unless you request earlier deletion where we can honor it. Call recordings and full transcripts, if you expressly enable them, are retained only as long as needed for the Voice features you use or as required by law. You may request deletion as described under Your Rights.

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

• AI processing:Email content, and when Voice or messaging features are used call-related or message-related content needed for the feature, may be sent to our AI provider for classification, summaries, structured extraction, 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: Stripe processes subscription payments.
• Messaging: Twilio processes transactional SMS messages when you enable contractor notification SMS and/or customer texting, including delivery and opt-out handling where Twilio provides those carrier features.
• Voice providers (when enabled): If you use Voice features, our voice infrastructure partners (for example Vapi and telephony providers such as Twilio) process call routing, audio, and related metadata as needed to answer or handle calls and return results to Rovo.
• 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 user-facing Rovo features (such as lead scanning, lead monitoring, draft preparation, approved reply sending, and related product workflows you enable).
• 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.
• SMS and feature controls: You can manage contractor notification preferences and turn customer texting or Voice features off in product settings where available. End customers can opt out of texts from a Rovo-assigned business number by replying STOP.

If you are an end customer who received a text from a business using Rovo and have privacy questions, contact that business first, or email us at the address above and we will help route the request.

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.

Beacon Labs operates Rovo at getrovo.io. If you have questions about this Privacy Policy, your data, or SMS help, please contact us at support@beaconlabs26.com.