Privacy notice

Information we collect

We collect account identity supplied by the sign-in provider, organisation and capability details, work briefs, files and evidence you choose to submit, product activity needed for audit records, and contact or pilot-program enquiries including your name, role, company, email, optional phone number, requested work, delivery regions and provider capability details.

Website measurement

We use privacy-limited PostHog analytics to understand which public pages and calls to action are useful. This measurement runs without cookies or a persistent visitor profile. We do not send names, email addresses, company names, phone numbers, form answers, uploaded files or private campaign references to PostHog. Automatic form and click capture, session recording and console-log capture are disabled. Measurement is disabled when your browser sends Global Privacy Control or Do Not Track, or when robotatom_analytics is set to off in local storage or a cookie.

How we use information

We use information to operate the solution-design and delivery workflow, assess and respond to pilot enquiries, provide authorised participants with relevant records, secure the service, respond to enquiries and improve RobotAtom. New enquiry summaries are delivered to authorised RobotAtom operators through the company mailbox and a restricted operational copy. We do not sell personal information.

Optional model-assisted review

If you select “Check my answers,” RobotAtom sends only the typed answers in that assessment to OpenAI to create a structured suggestion. We do not include your name, email or uploaded files in that request. The request is optional, the suggestion must be reviewed, and it does not choose a robot or provider.

Project workspace AI drafts

When a workspace editor requests planning, deployment or investigation drafting, selected project descriptions, records, extracted document text and supported PDF or image attachments are sent to OpenAI. Requests use store: false. Drafts retain source references and must be reviewed; no proposal is sent or approved automatically. Ordinary saving and deterministic calculations do not request AI processing.

Project workspace controls

Organisation owners manage named invitations and can revoke access, export projects and permanently delete their workspace and stored documents. Workspace deletion removes its platform records and history; earlier enquiries and assessment records remain subject to the retention process below. Provider access is limited to explicitly shared records and their own submissions. Downloaded copies held by recipients are outside workspace deletion controls.

Work brief and provider visibility

Private work records are available only to authorised users, approved delivery organisations and RobotAtom administrators who need access to operate the service. We do not publish customer or provider names as endorsements without permission.

Retention and control

Unsubmitted assessment drafts expire after 30 days. Submitted records and pilot enquiries are retained while an engagement is active and as reasonably required for follow-up, security, dispute handling and legal obligations. Contact privacy@robotatom.com to request access, correction or deletion, subject to applicable retention requirements.

Security and international processing

We use access controls and service providers to host and protect the platform. Information may be processed in countries where our infrastructure providers operate. No internet service can guarantee absolute security.