Privacy Policy
Last updated August 20, 2026
This is a working draft. It describes accurately how Robinario handles your data today, but it has not yet been reviewed by legal counsel and is not a final agreement.
This policy explains what Robinario collects, why, and what you can ask us to do about it. It covers both organisers who hold accounts and attendees who register for an event.
1. Who is responsible for your data
For account data (your name, email and workspace settings), Robinario is the controller. For registration and attendance data, the organiser running the event is the controller and Robinario is their processor. That distinction matters: an attendee's request about their registration is answered by the organiser.
2. What we collect from organisers
Your name, email address, password hash, preferred language, and any avatar you upload. If you sign in with Google we receive your name, email and profile picture from Google, and nothing else.
3. What we collect from attendees
The fields the organiser chose to ask for on their registration form (always an email address, usually a name) plus whether you attended, for how long, and how you interacted with chat, polls and questions. Organisers see this; we do not use it for anything of our own.
4. What we collect automatically
Sign-in records including IP address, browser and approximate country, kept so you can see where your account is signed in and so we can spot a sign-in that does not look like you. Administrators of a workspace can read an audit trail of actions taken inside it.
5. Cookies
We set a session cookie so you stay signed in, a language cookie and a theme cookie holding your display preferences, and a short-lived registration cookie that unlocks materials an organiser gated behind registration. We do not set advertising cookies and we do not track you across other sites.
6. Why we are allowed to hold it
To perform the contract you entered when you created an account or registered for an event; because we have a legitimate interest in keeping the service secure; and, for marketing email, because you opted in. You can withdraw an opt-in at any time without affecting anything else.
7. Who else sees it
The services we need to run Robinario, each bound to use the data only to provide that service: our hosting provider, which stores the application, its database and recordings; an email delivery provider, for sign-in, registration and reminder emails; Anthropic, for the AI features where they are switched on (drafting event and landing-page copy, checking chat messages for abuse, grouping and drafting answers to questions, summarising poll answers, drafting recording summaries and chapters, reading whiteboard sketches, and translating captions), which receives only the content the feature works on, such as the chat message being checked or the whiteboard being read; and Google, when you choose to sign in or fill in a registration with Google, and when an organiser picks a custom typeface for their event page, which your browser then loads from Google Fonts. When live captions are turned on in an event, the speaker’s browser turns their speech into text with its own speech recognition service, so the speaker’s microphone audio is sent to the browser’s maker for as long as captions run: Google for Chrome, Microsoft for Edge. Robinario receives only the resulting text, which is shown to the audience and kept as the event’s transcript. Live video runs on our own media server, not a third-party video service. We do not sell data to anyone.
8. Where it is stored
In the European Union. Where a provider processes data outside the EU (Anthropic, Google and Microsoft are based in the United States), that transfer is covered by standard contractual clauses.
9. How long we keep it
Account data for as long as the account exists, then 30 days after deletion. Recordings for the workspace's retention window, 365 days by default. Sign-in records and audit entries for 12 months. Registration data for as long as the organiser keeps the event.
10. Your rights
You can ask for a copy of your data, correct it, delete it, restrict how it is used, or object to a particular use. Organisers can do all of this from Settings. Attendees can do it from the link in their confirmation email, or by asking the organiser. We answer within 30 days.
11. Getting in touch
Write to us at the address below with any question about this policy or about the data we hold. If you are not satisfied with our answer, you may complain to the data protection authority in the country you live in.