Privacy Policy
This policy explains how Rook LLC ("Rook," "we") handles personal information. We do not sell personal information.
On this page
Who this covers
- Clients: businesses that use Rook, and the people who use Rook's dashboard on their behalf.
- Customers of our clients: people who text, call or chat with a business that uses Rook.
- Website visitors to rooksync.com.
Our role
When you contact a business that uses Rook, that business decides how your information is used, and we process it on the business's behalf to provide the service. For questions about your relationship with the business, contact the business directly. We will also help with requests sent to us (see "Your choices and rights").
Information we collect
- From clients: business name and contact details, account logins, billing details (processed by our payment provider; we do not store full card numbers), and business information such as services, prices, hours, policies and service area.
- From people who contact a client: name, phone number, messages, photos you send, addresses you share, appointment details, preferences you state (for example, "please text instead of calling"), and records of calls to the business's Rook number (phone number, time and whether it was answered; calls are not recorded).
- Records a client imports, such as past customer and job history. We store what those records contain and do not add information that is not in them.
- From connected services a client chooses to link, such as calendar events and busy times.
- Automatically: basic technical data such as IP address, browser type and pages visited on our website and dashboard, used for security and to keep the service working.
How we use information
- To answer customers, give approximate prices from the client's approved list, schedule and confirm appointments, send reminders and follow-ups, and alert the client when a person is needed.
- To remember the relationship over time (for example, a customer's stated preferences and the work done at a property) so customers don't have to repeat themselves.
- To check whether an address is within a client's service area.
- To operate, secure, support and improve the service, and to prevent misuse.
- To bill clients and communicate with them about their account.
- To comply with law.
Artificial intelligence
Rook uses third-party AI providers to understand messages, describe photos and write replies. We send them only what is needed for the task. Under their commercial terms, our AI providers do not use this information to train their models.
How we share information
We share information only as needed to run the service:
- With the client business you contacted.
- With service providers that work for us under contract: hosting and database, text messaging and calling (such as Twilio), AI processing (such as Anthropic), maps and address lookup (such as Google Maps), calendar services a client connects (Google, Microsoft, Apple), email delivery, payment processing and error monitoring.
- For legal reasons, when required by law or to protect people's safety or rights.
- In a business transfer, such as a merger or sale, under this policy's protections.
We do not sell personal information or share it for cross-context advertising.
Text messaging
No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties, except service providers that deliver messages on our behalf. Reply STOP to any message to opt out.
Google and Microsoft account data
When a client connects a Google or Microsoft calendar, Rook uses it only to provide scheduling for that client:
- It reads the calendar's events (times, titles, locations and notes) to know when the client is busy, and to recognize an event as one of the client's customers' visits when the customer's phone number appears on it. From an event's notes, Rook keeps only phone numbers, never the notes themselves.
- For a customer who texts the client, Rook may use the dates and titles of that customer's visits on the calendar (with dollar amounts and phone numbers removed) to answer their questions, such as when their visit is. This can include passing that information to our AI provider to write the reply, which does not use it to train its models.
- It creates, updates and removes the appointment events it books.
We do not use this data for advertising, do not sell it, and do not use it to train AI models. Rook's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements. Clients can disconnect a calendar at any time from the dashboard or their account settings.
How long we keep information
We keep information while the client uses Rook. After a client cancels, we delete their data within 90 days unless the law requires us to keep it longer. Photos and messages may be deleted sooner under the client's retention settings. Backups are overwritten on their normal cycle.
Security
We use reasonable safeguards, including encryption in transit, access controls, separation of each client's data, and activity logs. No system is perfectly secure.
Your choices and rights
- Stop texts: reply STOP.
- Access, correct or delete your information: contact the business you dealt with, or email support@rooksync.com and we will work with that business to respond.
- Depending on where you live, you may have additional rights under state privacy laws. We will not discriminate against you for using them.
Children
Rook is not directed to children under 13, and we do not knowingly collect their personal information.
Changes to this policy
We will post any updates here with a new effective date, and notify clients of material changes by email or in the dashboard.
Contact
Rook LLC, American Fork, Utah, support@rooksync.com