Privacy Policy

Last updated: February 4, 2026

Introduction

RIO (“we”, “our”, or “us”) is a complete AI-powered business communication platform designed to help organizations automate conversations, workflows, and decisions across multiple channels while keeping humans in control.

This Privacy Policy explains how we collect, use, store, protect, and share information when you use the RIO platform, website, applications, and services (collectively, the “Services”).

By accessing or using RIO, you agree to the practices described in this Privacy Policy.

Information We Collect

We collect information to operate, improve, and secure the RIO platform.

1. Information You Provide

This includes information submitted directly by you or your organization, such as:

• Account and contact details (name, email address, company name)
• Login credentials
• Billing and payment information
• Support requests and communications
• Uploaded documents and knowledge base content
• Configuration data (services enabled, workflows, escalation rules)

2. Customer Communication Data

When businesses use RIO to communicate with their customers, we may process:

• Chat messages
• Emails
• SMS messages
• Social media messages
• Voice call recordings and transcripts (if enabled)

This data is processed on behalf of the business using RIO and remains under that business’s control.

3. Automatically Collected Information

We automatically collect certain technical data, including:

• IP address
• Device type and browser information
• Operating system
• Usage data and interaction logs
• Timestamps and session information

This data helps us ensure security, performance, and reliability.

How We Use Information

We use collected information to:

• Provide and operate the RIO platform
• Process conversations and workflows
• Train AI agents only on approved business content
• Enable AI + human collaboration
• Improve system performance and reliability
• Monitor usage and enforce budgets
• Provide customer support
• Detect, prevent, and respond to security threats
• Comply with legal obligations

RIO does not use customer data to train public or shared AI models.

AI, Automation & Human Control

RIO is designed with strict controls around AI usage:

• AI responses are generated only from approved business knowledge
• Uploaded documents go through approval workflows
• AI does not invent or infer information beyond approved content
• Human handoff is always available
• Admins can override AI decisions at any time

All AI activity follows the configuration set by each business.

Data Ownership & Control

Businesses using RIO retain ownership of:

• Their uploaded documents
• Customer communication data
• AI configurations and workflows

RIO acts as a data processor for customer communications handled on behalf of businesses.

Admins can update, export, or delete data in accordance with platform capabilities and applicable laws.

Data Sharing & Disclosure

We do not sell personal data.

We may share information only in the following circumstances:

• With service providers who support platform operations (hosting, payments, analytics)
• When required by law or legal process
• To protect the rights, safety, and security of RIO, our users, or others
• In connection with a business transfer, merger, or acquisition

All third parties are bound by confidentiality and data protection obligations.

Data Security

We implement industry-standard security measures, including:

• Data isolation per business
• Encrypted data transmission
• Access controls and authentication
• Audit logs and activity tracking
• Secure infrastructure and monitoring

While no system is 100% secure, we continuously improve safeguards to protect your data.

Data Retention

We retain information only as long as necessary to:

• Provide the Services
• Fulfill contractual obligations
• Comply with legal requirements
• Resolve disputes
• Enforce agreements

Businesses may control retention periods for customer communications through platform settings where available.

Cookies & Tracking Technologies

RIO uses cookies and similar technologies to:

• Maintain sessions
• Improve user experience
• Analyze platform usage
• Ensure security

You can control cookie preferences through your browser settings. Disabling cookies may affect certain features.

Your Rights & Choices

Depending on your location, you may have rights including:

• Accessing your personal data
• Correcting inaccurate information
• Requesting deletion of data
• Restricting or objecting to processing
• Data portability

Requests can be made by contacting us at the email listed below in the contact section.

International Data Transfers

RIO may process data in multiple regions depending on service configuration and infrastructure. We take appropriate measures to ensure data protection when transferring information internationally.

Children’s Privacy

RIO is not intended for use by individuals under the age of 16. We do not knowingly collect personal data from children.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Updates will be posted on this page with a revised “Last updated” date.

Continued use of the Services after changes indicates acceptance of the updated policy.