1. Introduction
At ROME AI, we respect your privacy and are committed to protecting the personal data of our customers, clinic patients, recruitment candidates, and users. This Privacy Policy describes how we collect, use, share, and safeguard personal information when you use our SaaS platforms, clinic PMS integrations, recruitment ATS tools, and AI chatbots.
2. Information We Collect
We collect information to provide better AI operational automation. This includes:
- Account Information: Name, professional email address, corporate phone number, company name, and payment/billing details.
- Patient & Candidate Information: Inquiries, screening questionnaires, appointments, ATS profiles, and messaging logs processed by our automated systems on behalf of clinics and recruitment clients.
- Usage Data: Technical logs, IP addresses, browser types, and operational event flows to optimize chatbot speed and accuracy.
3. How We Use Your Information
ROME AI uses collected information for the following business purposes:
- To run, configure, and maintain our AI chatbots, ATS, and PMS solutions.
- To securely process client appointment bookings and candidate screenings.
- To improve and train our proprietary AI pipelines under anonymous, strict data policies.
- To comply with regulatory standards, including HIPAA in healthcare and GDPR/CCPA for global operations.
4. Data Sharing and Transfer
We do not sell, rent, or trade your personal data. We only share information with certified subprocessors (such as secure database hosts, secure SMS gateways, and verified clinic PMS platforms) necessary to perform our automation services, all governed by strict Data Processing Agreements (DPAs).
5. Data Security
We apply advanced technical and organizational measures to safeguard your information, including standard AES-256 encryption at rest, TLS 1.3 encryption in transit, strict access control lists, and automated threat monitoring.
6. Your Privacy Rights
Depending on your location, you may have rights to access, correct, delete, or limit the processing of your personal data. To exercise these rights, please contact our support team at privacy@romeai.com.