Privacy Policy: Roman for Mac

Caesar Labs Inc. (“Caesar Labs,” “we,” “us,” or “our”) provides Roman, an AI-powered teammate. This Privacy Policy describes how we collect, use, disclose, and protect information when you visit the Roman for Mac page at roman.ai and its pages under roman.ai/desktop, download or use the Roman app for Mac (the “App”), or otherwise interact with Roman through the App (together with Roman, the “Service”).

If you also use Roman in Slack, our main Privacy Policy continues to govern Slack Data. Where the two differ for information you provide through the App, this policy applies.

Roman is designed for business and professional use.

1. Information We Collect

Account and contact information

When you create an account or sign in to the App, we may collect your:

• email address, which we use to send you a sign-in code and the emails described below;
• name and preferences;
• workspace and account information;
• support requests and communications; and
• settings you choose in the App.

Conversations and content you give Roman

We process and store the messages you send Roman in the App, the replies, and the files, documents, images, and other content you attach or authorize Roman to access, so that your conversations, workflows, schedules, and memory are available across sessions.

When you choose to give Roman context, such as the page open in a tab, a file from a folder you granted, or a picture of your screen or of a window you pick, that content is sent with your message. The App does not capture your screen unless you ask it to.

Recordings and dictation

If you record a meeting, the App records your microphone and the sound playing on your Mac, with the permissions macOS asks you to grant, and sends the recording to us to transcribe and produce notes. If you use dictation, the App records your microphone until you stop and sends the audio to us to turn into text. You are responsible for telling the other people in a call that it is being recorded, and for obtaining any consent the law requires.

The browser in the App, and your sign-ins

The App includes a web browser that Roman can use on your behalf. Pages you or Roman visit, and what is typed into them, are handled like any other browser would.

• Imported sign-ins. If you choose to import sign-ins from Chrome, Arc, Brave, Edge, or a password manager export, the App reads that browser profile’s cookies or the exported credentials on your Mac and stores them encrypted on your Mac.
• Saved passwords. Passwords you save in the App are stored on your Mac in a file encrypted with a key kept in your Mac’s Keychain. Roman types a saved password into a sign-in form only on the site it belongs to.
• “Also in the cloud.” Only if you turn it on for a site, that site’s cookies and saved password are copied, encrypted, to our servers, so Roman can sign in to it when it works for you while your Mac is closed. They are kept for you in that workspace, and are deleted when you sign out of the site, turn the option off, or leave the workspace.

Roman asks you before it takes high-risk actions in the browser, such as paying, deleting or cancelling something, sending something to other people, or changing passwords or account settings.

Connected applications and email

You may connect Roman to third-party applications and services, and to tools running on your Mac. Roman accesses those services only as you authorize, to perform the tasks you request. Roman may also give you an email address at in.roman.ai; email sent to it is processed by Roman as a request from you or to a workflow you set up. Resend receives that email on our behalf.

Emails we send you

We email you about your account: help getting started, how much of your trial or plan you have used, billing notices, and, if you stop using Roman for a while, a note asking whether something went wrong. If you ask for a sign-in code and do not use it, we may send one reminder.

To decide when to send these emails, our email provider, Resend, receives your email address, your first name, and records of steps you take in Roman, such as signing in, finishing a first task, using part of your trial, creating a workflow, or cancelling a plan. It does not receive the content of your conversations. Every email except sign-in and billing notices has an unsubscribe link, and unsubscribing does not affect your account.

Payment information

Paid plans are processed through Stripe, which handles your card details on our behalf. Caesar Labs generally does not receive or store full payment card numbers. We receive information such as your subscription status, payment status, billing contact information, billing address, and transaction identifiers.

Device, usage, and technical information

We automatically collect information about the App and our website, including:

• a random identifier the App creates when it is installed;
• App version, processor type, and macOS version;
• IP address and approximate location derived from it;
• browser and device information;
• pages viewed, features used, and timestamps;
• usage of credits and limits; and
• diagnostic, error, security, and activity logs.

2. Advertising and Measurement

We advertise Roman, including on Meta platforms (Facebook and Instagram), and we measure which ads lead people to download and use the App.

• On our website. roman.ai uses the Meta Pixel and analytics tools (PostHog). They set cookies that identify your browser and, if you arrived from an ad, the ad you clicked.
• From the download to the App. When you download the App, we record that browser’s cookie identifiers, IP address, user agent, and the campaign tags in the link. When the App first opens, we may match it to that download using the network it connects from. If you send the download page from your phone to your Mac, the link carries a random identifier for the same purpose. We keep these records for up to 30 days.
• What we send Meta. When certain steps happen (a download, the App’s first launch, your first sign-in to the App, reaching the limit of a plan or trial, and a purchase), our servers tell Meta through its Conversions API. A download is also reported to Meta by the Meta Pixel on our website. Each message may include the cookie identifiers above, your IP address and user agent, a hashed (SHA-256) form of your email address and of an account identifier, and approximate location. For a purchase, it may also include a hashed (SHA-256) form of your billing city, state, postal code, and country; the plan, amount, and currency; and, not hashed, the Stripe subscription identifier and the invoice identifier of the order. We do not send Meta the content of your conversations, files, recordings, browsing in the App, connected applications, or the sign-ins saved in the App.

Meta uses this information to measure our ads and to show them to people who may be interested, under its own privacy policy. You can limit this by blocking cookies in your browser, by changing your ad preferences on Meta, or by emailing team@roman.ai to ask us not to share your information for advertising. We handle these requests manually; they are not applied automatically.

Under some laws, including California’s, this may be considered “sharing” personal information for cross-context behavioral advertising. We do not sell personal information for money, and we never use the content you give Roman, or Slack Data, for advertising.

3. How We Use Information

We use information to:

• provide and operate Roman and the App;
• understand and complete your requests, and run the work you schedule;
• authenticate you and keep your account secure;
• connect Roman with the applications and sites you authorize;
• generate AI-powered responses, transcripts, notes, and work product;
• process subscriptions and payments;
• deliver updates to the App;
• send you emails about your account, your trial, and your plan;
• measure and improve our advertising, as described above;
• prevent fraud, abuse, and security incidents;
• troubleshoot, maintain, and improve the Service using usage, diagnostic, aggregated, or de-identified information;
• provide support; and
• enforce our agreements and comply with applicable law.

We do not use the content you give Roman to train large language models.

4. AI and Service Providers

Roman uses artificial intelligence to process your instructions and perform tasks, and may send information to an AI service provider when necessary to complete a task, transcribe a recording, or turn dictation into text.

We use vendors for cloud hosting, databases and storage, code sandboxes, cloud browsers, AI models, authentication (Auth0), email delivery and receiving (Resend), integrations, analytics, security and monitoring, customer support, and payment processing (Stripe). They process information on our behalf only as needed to provide their services and under contractual and legal restrictions.

AI systems can make mistakes. Review Roman’s outputs and actions as appropriate for your use.

5. How We Disclose Information

• to service providers that help us operate Roman and our business;
• to Meta, for advertising measurement, as described in section 2;
• to applications, sites, and people you instruct Roman to interact with, as needed to complete your request;
• to people you give a link to a shared conversation, who can read that conversation;
• to your organization, if you use Roman in a workspace your employer or another organization controls;
• if reasonably necessary to comply with law, investigate fraud or abuse, protect the security of Roman, protect Caesar Labs, our users, or others, or establish or defend legal claims; and
• in connection with a financing, merger, acquisition, reorganization, sale of assets, bankruptcy, or similar corporate transaction.

6. Information on Your Mac

Some information stays on your Mac: your sign-in token and saved passwords (in files encrypted with a key kept in your Mac’s Keychain), imported browser cookies (encrypted), App settings, and recordings until they are uploaded. Uninstalling the App, or signing out, does not by itself delete information already stored on our servers; to delete it, contact us as described below.

7. Data Retention

We keep personal information only as long as reasonably necessary for the purposes in this policy, including providing the Service, maintaining security, resolving disputes, and meeting legal obligations. Download and first-launch records used to measure advertising are deleted after 30 days, whether or not they have been tied to an account. Billing, security, and legal compliance records may be kept longer. We may keep aggregated or de-identified information that cannot reasonably be linked to you.

8. Security

We use reasonable administrative, technical, and organizational measures to protect information, including encryption of sign-ins we store and isolation of the App’s web content from the rest of your Mac. No internet-based service, AI system, or security measure is completely secure, and we cannot guarantee absolute security. You are responsible for protecting your Mac, your accounts, and the permissions you grant Roman.

9. Your Privacy Rights

Depending on where you live, you may have rights to:

• access or obtain a copy of your personal information;
• correct inaccurate personal information;
• delete personal information;
• object to or restrict certain processing, including for advertising;
• opt out of the sharing of personal information for cross-context behavioral advertising;
• withdraw consent where processing is based on consent; and
• stop receiving our emails, other than sign-in and billing notices, with the unsubscribe link in any of them.

To make a request, email team@roman.ai. We may need to verify your identity first. Where information is controlled by your organization, we may refer your request to it. To opt out of sharing for advertising, email us at that address; we handle opt-out requests manually, and the Service does not respond automatically to browser privacy signals. We will not discriminate against you for exercising your rights.

10. International Users

Caesar Labs is based in the United States. Information may be transferred to and processed in the United States and other countries where we or our service providers operate. Where required by law, we use appropriate safeguards for these transfers.

11. Children

Roman is designed for business use and is not intended for children. You must be at least 18 years old to create or control an account. We do not knowingly collect personal information from children.

12. Third-Party Services

The App works with third-party services, including websites you visit in its browser, applications you connect, Stripe, Meta, and AI service providers. They are governed by their own terms and privacy practices, and Caesar Labs is not responsible for them.

13. Changes to This Privacy Policy

We may update this policy as Roman develops. When we do, we will update the effective date above and, where required by law, give additional notice of material changes.

14. Contact

For privacy questions or requests, contact:

Caesar Labs Inc.
San Francisco, California
United States
team@roman.ai