Privacy Policy

Updated on: December 16, 2024

We are Roof AI Inc. ("Roof AI"), a Canadian registered company with a registered address at 3 Place Ville Marie Suite 400, Montreal, Quebec, Canada. Our Canadian federal corporation number is 928923-2. We provide conversational Artificial Intelligence ("AI") solutions and customer service and marketing bots (our "Services"). We also operate the website available at: https://www.roofai.com (the "Website").

This Privacy Policy explains what personal information Roof AI collects about you and why, what we do with that information, how we share it, and how we handle the content you place in our products and services. For the purpose of this Privacy Policy, "Personal Information" means any information related to an identifiable individual or that may be used to identify an individual. Please read the following carefully to understand our practices regarding Personal Information, including Personal Information of end users ("End Users") of our customers who employ the Services for their customer support (our "Customers").

For the purposes of the European General Data Protection Regulation (the GDPR) :

Roof AI is the Data Controller as a supplier of services, an employer, and where dealing with its suppliers;
Roof AI is the Data Processor in respect of Personal Information about End Users of the Services, which it processes on behalf of its Customers, as explained further below. Such End Users should be notified of this processing by the Data Controller in each case.

For data protection inquiries, you can contact us at privacy@roof.ai.

Changes to our Privacy Policy

We reserve the right to update or change our Privacy Policy at any time and you should check this Privacy Policy periodically. Your continued use of our Website or Services after we post any modifications to the Privacy Policy on this page will constitute your acknowledgment of the modifications and your consent to abide and be bound by the modified Privacy Policy. If we make any material changes to this Privacy Policy, we will notify you either through the email address you have provided us, or by placing a notice on our website.

Information you provide us

You may give us Personal Information by:

Interacting with our Services as an End User. This will usually occur where you make a customer inquiry to another organization, which is a Customer of Roof AI and which uses our Services to assist their customer service and marketing function. The type of Personal Information collected includes details of your account with that organization such as your name, email address; phone number; address; IP address; location; transcripts of conversations which take place using our Services (i.e. through chat bots supported by us) and any other information which you may choose to disclose when making a customer service inquiry through our Services. Note that our Services do not request or collect payment information; all payment processing is handled through a third-party payment processor.
Using our service as a Customer of ours. Where you are our Customer or are an employee of our Customer you may provide us with Personal Information. The type of information collected includes your name; company name; business address; email address; phone number; username; password; business tax number and basic site information i.e. URL/Channel/Impression Traffic etc.
Corresponding with us by phone, e-mail or otherwise. We ask you to disclose only as much information as is necessary to provide you with our products or services or to submit a question/suggestion/comment in relation to our Website or our services or products.
Filling in forms on www.roofai.com (our Website) such as the contact us form or through a chat bot on our Website supported by us.
Applying to work with us. The type of information you may provide in your CV, a cover letter, your name, address, e-mail address and phone number. CVs should include information relevant to your employment history and education (degrees obtained, places worked, positions held, relevant awards, and so forth). We ask that you do not disclose sensitive personal information (e.g. gender, height, weight, medical information, religion, philosophical or political beliefs, financial data) in your application.
Supplying us with goods or services. Suppliers may provide us with information which may include a contact name; email address; business address; and telephone number.

Information we collect from your use of Roof AI Service

Roof AI may also collect certain information from visitors to and customers of the Website and Services, such as Internet addresses. This information is logged to help diagnose technical problems, to administer our Website and in order to constantly improve the quality of the Services. We may also track and analyze non-identifying and aggregate usage and volume statistical information from our visitors and customers and provide such information to third parties.

We receive message logs and user names when End Users interact with our Customer's bot. Message logs may contain information such as, without limitation, names, email addresses, phone numbers, addresses, passwords, payment information and any other content that End Users choose to submit when they make a customer service inquiry. We may retain the content of those messages together with responses to those messages and any outcome from those messages.

Technologies such as cookies, beacons, scripts and tags are used by us and our third-party partners. These technologies are used in analyzing trends, administering the Website and Services, tracking End Users' movements around the Website and our Customer's website, and gathering demographic information about our End User base as a whole. We may receive reports based on the use of these technologies by these companies on an individual and aggregated basis. Various browsers may offer their own management tools for removing these types of tracking technologies.

Our third-party partners also employ clear gifs (a.k.a. Web Beacons/Web Bugs), images, and scripts that help them better manage content on our Website. We do not tie the information gathered to our Customers' or End Users' Personal Information.

Cookies and Analytics

When you interact with our Website or Services, we strive to make your experience easy and meaningful. When you visit our Website or use our Services, our web server sends a cookie to your device. Cookies are small text files stored on your device that help us understand whether you’ve visited the Website or our Customer’s website before.

Types of Cookies We Use

We use the following categories of cookies:

Strictly Necessary Cookies: These are essential for the operation of the Website and Services. Without these cookies, certain features cannot function.
Performance Cookies: These collect information about how you use our Website, allowing us to improve its performance.
Functionality Cookies: These remember your preferences and personalize your experience.
Targeting/Advertising Cookies: These track your browsing habits to deliver relevant advertisements.

Session vs. Persistent Cookies

Cookies can be:

Session Cookies: These exist only during your online session and are deleted when you close your browser or turn off your computer.
Persistent Cookies: These remain on your device until they expire or you delete them. They store a unique identifier for your browser and help us recognize you as a returning visitor.

How We Use Cookies

To enhance your experience and functionality on the Website.
To process transactions and requests securely.
To analyze website performance and improve our Services.
To identify and remember returning users, whether you are a Roof AI customer or an End User.

Third-Party Cookies

We may also use third-party services, such as Google Analytics, which may set cookies on your device. These cookies collect data on user behavior to help us improve the Website and understand its usage. For more information, see our Privacy Policy.

Managing Cookies

You can manage your cookie preferences via your browser settings or by using tools like those available at http://www.aboutads.info/choices and http://www.youronlinechoices.eu. Please note that disabling cookies may impact your ability to use certain features of the Website and Services.

How we use information we collect

We collect the Personal Information described above in order to provide our Services to our Customers and their End Users, to market our products and services, to improve our Website and to recruit staff.

We will use the information we collect in the following ways:

End Users

To answer your Customer service questions, where you are a customer or End User of an organization which uses our Services (i.e. our customer service and marketing chat bots).
To improve the quality of our Services. Your interactions (i.e. your conversations with our chat bots) are used to determine the effectiveness of our Services and to improve the quality of our Services; Roof AI utilizes anonymized "End User" interactions to information and train our natural language understanding and machine learning algorithms.
The legal bases for the processing of your data should be set out in your contract with the Data Controller and details provided in the Data Controller's Privacy Notice.

Customers

To fulfill our obligations arising from our contract with you i.e. to provide you with our Services;
To set your company up as a customer on our systems.
To liaise with you about projects that we are undertaking with you.
To deliver information about our products and services, where you have subscribed to receive same.
To ensure payment of our invoices.

Candidates

To create a candidate profile for you if you are a prospective employee.

Website users

To administer and improve our Website and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes.
As part of our efforts to keep our Website safe and secure.
To measure or understand the effectiveness of advertising we serve to you and others, and to deliver relevant advertising to you.
To make suggestions and recommendations to you and other users of our Website about services that may interest you or them;

Who we share your information with

We may share your Personal Information with our selected business partners, suppliers and sub-contractors for the performance of any contract we enter into with them or you. For example, these business partners may include our web hosting provider and our IT service providers.

In addition, we may disclose your Personal Information to third parties:

In the event that we sell or buy any business or assets, in which case we may disclose your Personal Information to the prospective seller or buyer of such business or assets.
If we or substantially all of our assets are acquired by a third party, in which case information held by us about our Customers and their End Users will be one of the transferred assets.
If we are under a duty to disclose or share your information in order to comply with any legal obligation, or in order to enforce or apply our terms of use and other agreements; or to protect our rights, property, or safety, our customers, or others. This includes exchanging information with other companies and organizations for the purposes of fraud protection and credit risk reduction.

You can find a list of subprocessors with whom your Personal Information is shared at https://www.roofai.com/subprocessors.

Data Storage

Data Locality

The data that we collect from you may be transferred to, and stored at, United States of America outside the European Economic Area ("EEA") for which there is an adequacy decision relating to the safeguards for personal data from the European Commission. For information about the adequate security safeguards that have been put in place for data based in the United States of America, you can reach out to privacy@roof.ai.

Data Retention

The time periods for which we retain your information depends on the type of information and the purposes for which we use it. We will keep your information for no longer than is required or permitted.

Automated decision making & profiling

We use automated decision-making/profiling in the administration of the employment or contractual relationship. Roof AI uses automated decision making when deciding on the correct answer to serve based on a customer question. The exact logic of the automated decision may change based on the natural language algorithm or machine learning model employed.

Your data rights

You have the following rights in respect of your Personal Information:

The right to access the Personal Information we hold about you.
The right to require us to rectify any inaccurate Personal Information about you without undue delay.

As a customer of Roof AI, you have the following rights:

The right to have us erase any Personal Information we hold about you in circumstances such as where it is no longer necessary for us to hold the Personal Information or, in some circumstances, if you have withdrawn your consent to the processing.
The right to object to us processing Personal Information about you such as processing for profiling or direct marketing.
The right to ask us to provide your Personal Information to you in a portable format or, where technically feasible, for us to port that Personal Information to another provider provided it does not result in a disclosure of Personal Information relating to other people.
The right to request a restriction of the processing of your Personal Information.
The right to address a challenge concerning the personal information handling policies and practices at Roof AI.

Where our processing of your Personal Information is based on your consent to that processing, you have the right to withdraw that consent at any time but any processing that we have carried out before you withdrew your consent remains lawful. You may exercise any of the above rights by contacting privacy@roof.ai. Where Roof AI is acting as the Data Processor, End Users should contact the Data Controller, i.e. the entity with which End User has a relationship, to exercise these rights.

If you are a resident of the European Union, you may also lodge a complaint with your local privacy commissioner or other Supervisory Authority with respect to our processing of your Personal Information. The local Supervisory Authority in each European country can be found here.

California Residents

This section provides additional details about the Personal Information we collect about California consumers and the rights afforded to them under the California Consumer Privacy Act (the CCPA).

For more details about the Personal Information Roof AI has collected over the last 12 months, please see the section “Information you provide us” above. We collect this Personal Information for commercial purposes described in the section “Information we collect from your use of Roof AI Service” above. Roof AI will only share this information when you make a customer service query to another organization, which is a Customer of Roof AI and which uses our Services to assist their customer service and marketing functions. Roof AI does not sell (as that term is defined in the CCPA) the Personal Information we collect.

Subject to certain limitations, the CCPA provides California consumers the right to request to know more details about the categories or specific pieces of Personal Information we collect (including how we use and disclose this Personal Information), to delete their Personal Information, to opt out of any “sales” of Personal Information that may be occurring, and to not be discriminated against for exercising these rights.

California consumers may make a request pursuant to their rights under the CCPA by contacting us at privacy@roof.ai. We will verify your request using the information associated with your account, if available, including email address. Government identification may be required. Consumers can also designate an authorized agent to exercise these rights on their behalf.

Contact Us

For data protection inquiries, you can contact us at privacy@roof.ai.