1. Who We Are
ROMANOS (“ROMANOS”, “we”, “us”, or “our”) is a business operations and management platform designed to help organisations manage staff, clients, projects, communications, calendars, payments and related business information.
This Privacy Policy explains how we process personal information when you use the ROMANOS website, application, client portal, staff portal, integrations or related services (collectively, the “Services”).
2. Information We Collect
We may collect information you provide directly, information generated through your use of the Services, and information received from connected services.
- Account information: name, email address, password or authentication identifiers, role, organisation and profile information.
- Business information: client records, project information, tasks, notes, invoices, payment status, campaign information and other information entered by authorised users.
- Communications: messages, support requests, approvals and other content submitted through the Services.
- Calendar and integration data: where you connect services such as Google Calendar or other supported platforms, we may receive the data and permissions necessary to provide the requested integration.
- Technical information: IP address, device and browser information, log data, approximate location derived from IP, usage events, cookies and similar technologies.
- Payment information: payment details may be processed by third-party payment providers. ROMANOS generally does not store complete payment card numbers.
3. How We Use Information
We use personal information only as reasonably necessary to provide, secure and improve the Services and to operate our business.
- Create and administer accounts and user permissions.
- Provide dashboards, project management, calendars, communications, approvals and other requested functionality.
- Connect third-party services when a user authorises an integration.
- Process subscriptions, invoices and payments through authorised payment providers.
- Provide customer support and service communications.
- Monitor performance, troubleshoot errors and maintain security.
- Detect, prevent and investigate fraud, abuse, unauthorised access and other security incidents.
- Improve features, reliability and user experience.
- Comply with applicable legal, regulatory and contractual obligations.
4. Google and Other Third-Party Integrations
If you connect ROMANOS to Google or another third-party service, ROMANOS will access only the information required for the functionality you authorise. Your use of those third-party services is also governed by their own privacy policies and terms.
Google user data obtained through an API is used only to provide or improve the user-facing feature for which access was authorised. ROMANOS does not sell Google user data, use it for advertising, or transfer it to third parties except as necessary to provide the requested service, comply with law, or protect users and the Services. Where applicable, access is limited to the scopes requested during authorisation, and users may revoke access through their Google account settings.
5. Cookies and Similar Technologies
We may use cookies, local storage and similar technologies to keep users signed in, remember preferences, maintain security, measure performance and understand how the Services are used. Where required by law, we will obtain consent before using non-essential cookies.
6. Sharing Information
We do not sell personal information. We may share information in the following circumstances:
- With service providers that process information on our behalf, such as hosting, authentication, analytics, communications, payment and infrastructure providers.
- With third-party integrations when you or an authorised administrator enables the integration.
- With other users within your organisation where the platform’s permissions and your administrator’s configuration allow it.
- Where necessary to comply with law, legal process or a valid governmental request.
- Where reasonably necessary to protect the rights, safety, security or property of ROMANOS, our users or others.
- In connection with a merger, acquisition, financing, restructuring or sale of all or part of our business, subject to applicable law.
7. Data Retention
We retain personal information for as long as reasonably necessary to provide the Services, maintain legitimate business records, resolve disputes, enforce agreements and comply with legal obligations. Retention periods may vary by data type and account configuration.
When an organisation or user deletes information, it may remain temporarily in backups or security logs before being securely deleted or anonymised in accordance with our retention procedures.
8. Security
We use reasonable technical and organisational safeguards designed to protect information against unauthorised access, alteration, disclosure or destruction. No online service can guarantee absolute security, and users are responsible for maintaining the confidentiality of their credentials and using appropriate access controls.
9. International Data Transfers
ROMANOS and its service providers may process information in countries other than the country where you live. Where required, we use appropriate safeguards for international transfers, such as contractual protections or other legally recognised mechanisms.
10. Your Rights
Depending on your location and applicable law, you may have rights to access, correct, delete, restrict or object to certain processing of your personal information, receive a portable copy of certain information, withdraw consent where processing is based on consent, and lodge a complaint with a relevant data protection authority.
Requests may be subject to identity verification and legal limitations. If you use ROMANOS through an organisation, that organisation may control the relevant business data and may be the appropriate party to contact first.
11. Children
The Services are intended for business users and are not directed to children. We do not knowingly collect personal information from children in circumstances where such collection is prohibited by applicable law.
12. Third-Party Websites and Services
The Services may contain links to third-party websites or services. We are not responsible for their privacy practices, content or security. Review the privacy policy of each third party before providing information.
13. Changes to This Policy
We may update this Privacy Policy from time to time. We will post the updated version and revise the “Last updated” date. Material changes may also be communicated through the Services or other reasonable means where required.
14. Contact Us
For privacy questions, requests or concerns, contact ROMANOS through the official support or contact channel provided within the Services or on the ROMANOS website.
Because the correct legal contact details depend on the entity operating ROMANOS, the final published version should include the registered legal entity name, business address and dedicated privacy contact email before launch.