Privacy Policy

Caesar Labs Inc. (“Caesar Labs,” “we,” “us,” or “our”) provides Roman, an AI-powered teammate that operates through Slack and other connected applications (“Roman” or the “Service”).

This Privacy Policy describes how we collect, use, disclose, and protect information when you use Roman, visit roman.ai, or otherwise interact with us.

Roman is designed for business and professional use.

1. Information We Collect

Account and contact information

We may collect information you provide to us, including your:

• name;
• email address;
• company or organization;
• account information;
• support requests and communications; and
• preferences or settings.

Slack information

When an organization installs Roman in Slack, Roman may access information permitted by the Slack permissions authorized by that organization.

Depending on the permissions granted and how Roman is used, this may include:

• messages and threads;
• channel information;
• files and attachments;
• reactions;
• Slack user and workspace information;
• message, channel, and workspace metadata; and
• other information made available through authorized Slack APIs.

We refer to information obtained through the Slack APIs as “Slack Data.”

Roman accesses and processes Slack Data only as necessary to provide the functionality requested by users and their organizations.

Connected applications

You or your organization may connect Roman to third-party applications and services.

Depending on the integration and permissions granted, Roman may access information from those services in order to perform requested tasks.

We only receive access authorized by you or your organization through the applicable service.

Information submitted to Roman

We may process prompts, instructions, files, documents, messages, feedback, and other content that users provide to Roman or authorize Roman to access.

Payment information

Paid features may be processed through Stripe.

Stripe processes payment method information, including credit and debit card details, on our behalf. Caesar Labs generally does not receive or store full payment card numbers.

We may receive information from Stripe such as your subscription status, payment status, billing contact information, transaction identifiers, and limited payment method details.

Stripe's handling of personal information is governed by Stripe's own privacy practices.

Usage and technical information

We may automatically collect information about use of the Service and our website, including:

• IP address;
• browser and device information;
• operating system;
• timestamps;
• features used;
• pages viewed;
• approximate location derived from IP address;
• diagnostic and error information; and
• security and activity logs.

We may use cookies and similar technologies to operate, secure, understand, and improve our website and Service.

2. How We Use Information

We use information to:

• provide and operate Roman;
• understand and complete user requests;
• authenticate users and workspaces;
• connect Roman with Slack and authorized third-party applications;
• generate AI-powered responses and work product;
• execute actions users request or authorize;
• maintain account and workspace settings;
• provide support;
• process subscriptions and payments;
• prevent fraud, abuse, and security incidents;
• troubleshoot and maintain the Service;
• understand Service usage;
• develop and improve the Service using permitted usage, diagnostic, aggregated, or de-identified information;
• enforce our agreements; and
• comply with applicable law.

We do not use Slack Data to train large language models.

We do not use Slack Data for advertising, user surveillance, or unrelated profiling.

3. AI and Service Providers

Roman uses artificial intelligence technologies to process instructions and perform tasks.

To provide the Service, we may use third-party vendors that provide services such as:

• cloud infrastructure and hosting;
• databases and storage;
• artificial intelligence models and computing infrastructure;
• authentication;
• security and monitoring;
• analytics;
• customer support;
• communications; and
• payment processing, including Stripe.

These providers may process information on our behalf only as necessary to provide their services to Caesar Labs and subject to applicable contractual and legal restrictions.

Roman may transmit information to an AI service provider when necessary to complete a task.

AI systems can make mistakes. Roman's outputs and actions should be reviewed as appropriate for the particular use case.

4. How We Disclose Information

We may disclose information:

To service providers

We may provide information to vendors that help us operate Roman and our business.

To connected applications

If you instruct Roman to interact with another application or service, information may be sent to that service as necessary to complete your request.

To your organization

If you use Roman through an employer or other organization, that organization may control your Roman workspace and may have access to information relating to your use of Roman.

For legal, security, and safety purposes

We may disclose information if reasonably necessary to:

• comply with applicable law or valid legal process;
• investigate fraud or abuse;
• protect the security of Roman;
• protect Caesar Labs, our users, or others; or
• establish or defend legal claims.

In a business transaction

Information may be transferred in connection with a financing, merger, acquisition, reorganization, sale of assets, bankruptcy, or similar corporate transaction.

We do not sell Slack Data.

We do not use or disclose Slack Data for targeted or cross-context behavioral advertising.

5. Organizations Using Roman

Roman is primarily a business-to-business service.

When Caesar Labs processes information from Slack or another workplace system on behalf of an organization, that organization generally determines why and how its information is used.

The organization is responsible for:

• determining whether Roman is appropriate for its use;
• configuring Roman's permissions;
• determining which systems and information Roman may access;
• providing notices to employees and other individuals where required; and
• obtaining any consents or authorizations required by applicable law.

If you submit a privacy request relating to information controlled by your employer or another organization, we may direct your request to that organization.

6. Slack Data

We limit our access to and processing of Slack Data to what is reasonably necessary to provide Roman.

We do not:

• sell Slack Data;
• use Slack Data to train large language models;
• use Slack Data for advertising;
• use Slack Data for surveillance;
• use Slack Data to create unrelated user profiles; or
• use Slack Data from one organization to directly benefit another organization.

If Roman is removed from a Slack workspace, or if we discontinue Roman, we will delete associated Slack Data within the period required by Slack's applicable developer requirements, currently 14 business days, unless retention is required by applicable law.

Certain non-Slack information, such as billing records, fraud-prevention records, or information required for legal compliance, may be retained separately as permitted or required by law.

7. Data Retention

We retain personal information for only as long as reasonably necessary for the purposes described in this Privacy Policy, including providing the Service, maintaining security, resolving disputes, and satisfying legal obligations.

Retention periods may vary depending on the type of information and how Roman is configured.

Information processed temporarily to perform a task may be deleted sooner than account information, configuration information, billing records, security logs, or other information needed to operate the Service.

We may retain aggregated or de-identified information that cannot reasonably be linked to an individual or customer.

8. Security

We use reasonable administrative, technical, and organizational measures designed to protect information against unauthorized access, loss, misuse, or alteration.

However, no internet-based service, artificial intelligence system, or security measure is completely secure.

Accordingly, we cannot guarantee the absolute security, confidentiality, availability, or integrity of information processed through Roman.

You and your organization are responsible for appropriately configuring permissions for Slack and connected applications and for protecting your own accounts and credentials.

9. Your Privacy Rights

Depending on where you live and applicable law, you may have rights to:

• request access to personal information;
• request correction of inaccurate personal information;
• request deletion of personal information;
• obtain a copy of certain personal information;
• object to or restrict certain processing; or
• withdraw consent where processing is based on consent.

To make a privacy request, email team@roman.ai.

We may need to verify your identity and authority before processing a request.

Where information is controlled by your organization, we may refer your request to that organization.

10. California Residents

California residents may have additional rights under California privacy laws where those laws apply to Caesar Labs.

These may include rights to access, know, correct, or delete certain personal information and rights regarding certain uses or disclosures of personal information.

Caesar Labs does not sell Slack Data or use Slack Data for cross-context behavioral advertising.

Where legally required, we will honor applicable privacy preference signals and other privacy rights.

Requests may be submitted to team@roman.ai.

11. International Users

Caesar Labs is based in the United States.

If you access Roman from outside the United States, information may be transferred to and processed in the United States and other countries where Caesar Labs or its service providers operate.

Where required by applicable law, we will use appropriate safeguards for international transfers of personal information.

12. 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 with Caesar Labs.

We do not knowingly collect personal information directly from children.

13. Third-Party Services

Roman may integrate with third-party services, including Slack, Stripe, AI service providers, and applications selected by users.

Third-party services are governed by their own terms and privacy practices.

Caesar Labs is not responsible for the privacy, security, availability, or practices of third-party services.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time as Roman develops.

When we make changes, we will update the effective date above.

If required by law, we will provide additional notice of material changes.

15. Contact

For privacy questions or requests, contact:

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