Rondo Privacy Policy
This policy explains what personal information Foundry One Labs, Inc. ("Foundry One Labs", "we", "us" or "our") handles when you use Rondo, including the application at app.rondohq.com, any Rondo application we make available, and our website at rondohq.com (together, the "Service"); why we handle it; who we share it with; how long we keep it; and the choices and rights you have.
1. Who we are
Foundry One Labs, Inc. is a Delaware corporation. Our address is 1401 21st St #15341, Sacramento, CA 95811, United States. For anything in this policy, email nelson@foundryonelabs.com.
Rondo is a business product. It is meant for organizations and their people at work, and not for personal, family or household use.
2. Our two roles
We handle personal information in two different roles, and which one applies changes who you should talk to.
For workspace content, your organization is in charge and we are its processor. Everything inside a workspace, such as messages, posts, files, meeting recordings, transcripts, calendar items and AI output, is handled by us on behalf of the organization that runs the workspace (the "Customer") and on its instructions. In legal terms, the Customer is the controller (or "business") and we are its processor (or "service provider"). The Customer decides what is collected and why, and its own privacy notice applies. If you want workspace content accessed, corrected or deleted, ask the Customer first. If you ask us, we will pass your request to the Customer and help it respond.
For a narrower set of data, we are the controller. That covers your account record, billing, our website and marketing, support conversations with us, and security and abuse prevention. For that data, this policy applies in full and you can exercise your rights directly with us.
If you use Rondo through your employer, assume that your employer controls your workspace content.
3. Information we collect
3.1 Account and profile information (we are controller)
Your name, email address, username, profile photo (avatar), time zone and country, and your job title, department and team where you or your organization add them. If you sign up with an email address and password, we also ask for your phone number. If you sign in with Google or Microsoft, we receive your name, email address and an account identifier from them. If you sign in with an email address and password, we store your password only as a one-way hash, we send device verification codes to your email, and we keep an identifier for each device you have verified.
3.2 Workspace content (we are processor)
Whatever the Customer and its users put into Rondo or create with it, including:
- chat and team messages, posts, comments, reactions, polls, and questions and answers;
- files and attachments;
- meeting, huddle and live room information, such as participant lists and join and leave times;
- audio and video recordings, live captions and transcripts (section 6);
- AI recaps, summaries, action items and follow-ups, and facts that users tell Rondo's AI features to remember (section 7);
- calendar items and tasks.
3.3 Information from connectors you choose to turn on (we are processor)
Only if a user connects an account and grants access:
- Microsoft 365: read and write calendar events; and, only if the user turns on those features, OneDrive and SharePoint files, reading and sending Outlook mail, and reading and sending Teams chats. Microsoft's permissions are broader than Google's: when a user turns on OneDrive or SharePoint, Rondo can open the files that user can open, not only files they pick.
- Google Workspace: calendar events; Drive, Docs, Sheets and Slides, limited to the individual files the user picks or that Rondo created (we cannot see the rest of your Drive); sending email from Gmail that the user has approved (Rondo cannot read your Gmail); and Google Tasks.
Section 5 explains how we handle this information.
3.4 Billing information (we are controller)
Company name, billing contact name and email, billing address, tax details, plan, seat count, invoices and payment status. Stripe processes all payments. We never see or store your full card number.
3.5 Usage, device and technical information (we are controller)
IP address, browser and device type, operating system, approximate location derived from your IP address, pages and features used, timestamps, error reports and request logs. We use this to run and secure the Service, fix problems, and understand how Rondo is used. Some of it comes from cookies and similar technologies (section 12).
3.6 Website and support (we are controller)
- Contact and demo form on rondohq.com: your name, work email, company, phone number (optional), company size and any note you add. The form emails this to our team (through Resend), sends you a confirmation email, and may also post it to our own team's Rondo workspace so that we can follow up.
- Meeting recap links: if you open a meeting recap that a host shared with you and choose to keep it, our website may fill in your name and email from Rondo so that you do not have to type them.
- Support: support requests you open in Rondo, emails you send us, and our replies.
3.7 What we do not collect
- We do not knowingly collect information from anyone under 18.
- We do not create, receive or store voiceprints or face geometry, we do not use voice or facial recognition to identify anyone, and we do not ask for your date of birth.
- We do not ask for sensitive information such as health, religious or political information. We cannot control what people say in a recorded meeting, which is one reason section 6 matters.
3.8 Notice at collection
This section is our notice at collection under California law. When we collect personal information as controller, through the website, sign-up, billing or support, we collect the categories in sections 3.1 and 3.4 to 3.6, for the purposes in section 4, and keep them for the periods in section 10. We do not sell or share it for cross-context behavioral advertising. Section 13 lists the categories in the form California law uses and explains your rights.
4. How we use information, and our legal bases
| What we do | Legal basis under the EU and UK GDPR |
|---|---|
| Provide the Service to the Customer and its users | Performance of a contract; for workspace content, the Customer's legal basis |
| Sign you in and keep accounts secure | Contract; our legitimate interest in keeping the Service secure |
| Sync calendars, open files and send email through connectors you turn on | Contract; your choice to connect at the Google or Microsoft consent screen |
| Produce transcripts, live captions, recaps, summaries and other AI features | Contract (these are features the Customer buys) |
| Bill the Customer and keep financial records | Contract; legal obligation |
| Send service emails, such as trial reminders, receipts and security notices | Contract |
| Answer demo requests and, where the law allows, send marketing emails (each marketing email has an unsubscribe link) | Legitimate interests, or consent where the law requires it |
| Measure how the app is used and improve it | Legitimate interests |
| Prevent, detect and investigate abuse, fraud and security incidents | Legitimate interests; legal obligation |
| Comply with the law and respond to lawful requests | Legal obligation |
We do not use workspace content for our own purposes, other than to provide, secure and support the Service for the Customer.
Rondo's AI features help people write, summarize and find things. We do not use them, or any other automated processing, to make decisions about you that have legal or similarly significant effects.
5. Google and Microsoft connectors
When a user connects Google or Microsoft, we store the access and refresh tokens encrypted at rest (AES-256-GCM) and use them only for the features that user turned on: showing calendars and finding meeting times, adding events the user books in Rondo, opening files, and sending email or messages that the user has approved. A user can disconnect at any time, which removes our stored tokens.
Google API Services User Data Policy (Limited Use). Rondo's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. In particular, data we receive from Google APIs is used only to provide and improve the user-facing features the user connected it for; is not transferred to others except as needed to provide those features, for security, to comply with the law, or as part of a merger or acquisition; is not used for advertising; and is not read by people except with the user's permission, for security or legal reasons, or when aggregated and anonymized for operations.
No AI training on Google or Microsoft data. We do not use data from Google or Microsoft, or any other workspace content, to develop, improve or train generalized AI or machine learning models. We apply the same commitments to data we receive from Microsoft Graph.
We request no Google "restricted" scopes. Rondo cannot read your Gmail, and it can open only the Drive files a user picks or that Rondo created.
6. Recordings, transcripts and live captions
- The workspace controls recording. Whether a session is recorded is set by its host within the workspace's settings. Meetings are not recorded unless recording is turned on. Some session types, such as live stages and team huddles, are set to record by default.
- Participants are shown a recording indicator while a session is being recorded.
- Consent is the Customer's responsibility. Some places, including several US states such as California, require every participant's consent before a conversation is recorded. The Customer is responsible for giving notice and getting consent.
- Processing. LiveKit carries the live audio and video and makes the recording. Deepgram turns the audio into transcripts and live captions. OpenAI generates recaps, action items and follow-ups from the transcript. Recordings and files are stored in Cloudflare R2 or Google Cloud Storage.
- Who said what. Where Rondo has each participant's own audio track, the speaker is simply the person whose track carried the speech. Where it has only a combined recording, Deepgram separates the different voices within that one recording (this is called diarization), and Rondo then matches each voice to a participant using who was speaking at the time, the live captions, the participant list and names used in the conversation. An AI model may also suggest a match from the words in the transcript. Diarization only tells voices apart within a single recording. It does not identify who a person is, we do not receive or keep any voice features from Deepgram, and we do not create voiceprints or recognize anyone's voice across sessions.
- Guests. People who join by guest link are recorded in the same way as members.
If you were recorded and want a recording deleted, ask the organization that hosted the session. If you cannot reach it, email us and we will pass on your request.
7. AI features
Rondo's AI features send the content they need (for example a meeting transcript) to our AI providers: Deepgram for transcription and captions, and OpenAI for recaps, summaries, catch-up summaries, speaker matching and assistant features. Some features remember facts that users tell them; that memory is workspace content. AI features only use content that the person using them can already see.
We do not use your content to train AI models. What our providers do with it:
- OpenAI does not use data sent through its API to train its models. It may keep that data for up to 30 days, for example to monitor for abuse, before deleting it.
- Deepgram runs a model improvement program, and we have not opted out of it. This means Deepgram may keep audio and transcripts that we send it and use them to improve its own speech recognition models, under its own terms. If this matters to your organization, contact us before you record.
Your own AI assistant. A user can connect their own AI assistant, such as Claude, ChatGPT or Copilot, to Rondo through Rondo's MCP server. Rondo then returns data to that assistant, limited to what that user can see in Rondo. From that point, the data is handled by the assistant's provider under the user's or Customer's own account and terms, not by us, and that provider is not one of our service providers.
9. International transfers
Rondo is hosted in the United States. If you are in the European Economic Area, the United Kingdom or Switzerland, your information is transferred to and processed in the United States. Where the law requires a transfer mechanism, we rely on the European Commission's Standard Contractual Clauses, together with the UK International Data Transfer Addendum and the Swiss equivalent where they apply, and on safeguards such as encryption in transit and at rest and access controls. Our Data Processing Addendum, which includes these clauses, is available on request at nelson@foundryonelabs.com.
10. How long we keep information
- Workspace content is kept for the life of the workspace unless someone deletes it. Users and administrators can delete content at any time, and a workspace owner can ask us to delete a workspace's content. Rondo does not currently delete workspace content automatically on a schedule, even where a workspace has saved retention settings. We will update this policy before automatic deletion is switched on.
- When you delete your account, we anonymize your profile and remove your sign-in links and connector tokens, and the account is closed. Content you added to a workspace stays under the control of the organization that runs it.
- When a subscription ends, we keep the workspace data for 30 days, during which a workspace administrator can ask us by email to export it or delete it. We then delete it from our active systems. Copies in backups are removed as the backups roll off on their normal cycle.
- Billing records are kept for as long as tax and accounting laws require.
- Security and technical logs are kept for a limited period, as long as needed to run and secure the Service.
- Demo requests and support requests are kept for as long as we need them to follow up and to keep a record of our conversations.
- Copies held by our providers are kept under their terms, for example up to 30 days at OpenAI (section 7).
11. Security
We protect information with encryption in transit and at rest, encrypted storage of connector tokens (AES-256-GCM), access controls that are enforced on our servers, least-privilege staff access and error monitoring. No system is perfectly secure. If we learn of a security breach affecting personal information, we will notify affected Customers, and individuals and regulators where the law requires, without undue delay.
13. Your rights and choices
Everyone. You can ask us to access, correct, delete or export your personal information, or to restrict or object to how we use it. For workspace content, we will pass your request to the Customer and help it answer. You can unsubscribe from marketing emails at any time with the link in the email.
EEA, UK and Switzerland. You have the rights of access, rectification, erasure, restriction, data portability and objection, and the right to withdraw consent at any time where we rely on it. We do not make decisions based solely on automated processing that have legal or similarly significant effects on you. You can complain to us first, and we will acknowledge your complaint within 30 days. You can also complain to your local data protection authority, or in the UK to the Information Commissioner's Office.
California
California residents have the right to know what personal information we collect, use and disclose; to access it; to correct it; to delete it; and to opt out of its sale or sharing. We do not sell or share personal information, and we have not done so in the past 12 months. We do not knowingly sell or share the personal information of anyone under 16. We do not use automated decision-making technology to make significant decisions about you. We use sensitive personal information (such as account sign-in details, and the content of messages and mail that users choose to bring into Rondo) only to provide the Service, so the right to limit its use does not apply. We will not discriminate against you for using your rights, and we offer no financial incentives for personal information.
In the past 12 months we collected the categories below, and disclosed each of them for business purposes only to the service providers in section 8 and, for workspace content, to the Customer. We keep each category for the periods in section 10.
| Category | Examples | Sources | Why we use it |
|---|---|---|---|
| Identifiers | Name, email, username, phone number, IP address, account and device identifiers | You, your organization, Google or Microsoft sign-in, your device | Provide and secure the Service, support, service emails |
| Commercial information | Plan, seat count, invoices, payment status | You, Stripe | Billing and records |
| Internet or network activity | Pages and features used, logs, error reports | Your device | Run, secure and improve the Service |
| Approximate location | Country, time zone, location derived from IP address | You, your device | Settings, security, analytics |
| Audio and visual information | Recordings, video, captions, transcripts, profile photos | You and other participants | Provide recording, transcription and AI features |
| Professional information | Company, job title, department, team, workspace role | You, your organization | Provide the Service |
| Sensitive personal information | Account sign-in details; content of messages and mail that users bring into Rondo | You, your organization, services you connect | Provide and secure the Service only |
Other US states
Residents of states with comprehensive privacy laws, such as Colorado, Connecticut, Delaware, Indiana, Iowa, Kentucky, Maryland, Minnesota, Montana, Nebraska, New Hampshire, New Jersey, Oregon, Rhode Island, Tennessee, Texas, Utah and Virginia, may have rights to access, correct, delete and export their personal information, and to opt out of targeted advertising, sale and profiling. We do none of those three things. Most of these laws do not cover information about people acting in a business or employment role, but you can still make a request and we will handle it in the same way. If we decline a request, you can appeal by replying to our decision or emailing us with "Appeal" in the subject line. If we deny your appeal, you can contact your state attorney general.
How to make a request
Email nelson@foundryonelabs.com. We will verify your identity, which may include confirming that you control the email address on your account. An authorized agent may make a request for you if they give us your signed written permission, and we may also ask you to confirm your identity with us directly. We will respond within the time the law requires (for example, within 45 days in California, or one month in the EEA and UK), and tell you if we need more time.
14. Children
Rondo is not for anyone under 18, and we do not knowingly collect their information. If you believe someone under 18 has given us information, email us and we will delete it.
15. Changes to this policy
We will post any change on this page and update the date at the top. If a change is material, we will give at least 30 days' notice by email or in Rondo before it takes effect.
16. Contact
Foundry One Labs, Inc.
1401 21st St #15341, Sacramento, CA 95811, United States
Privacy, legal and security: nelson@foundryonelabs.com