This Privacy Policy explains how Robn (Robn, we, us, our) collects, uses, stores and shares personal information when you visit our website or use our services.
1. Who We Are
Robn provides an AI-powered accounts receivable platform that connects with accounting and email services to manage invoice follow-ups and debtor communications.
For privacy enquiries, contact us at info@agentrobn.com.
2. Our Role
When we collect personal information about our customers, users and website visitors for our own purposes, Robn is responsible for that information.
When Robn processes personal information contained in Customer Data on behalf of a customer, including information about that customer’s debtors and customers, Robn processes that information on the customer’s instructions.
The Robn customer remains responsible for determining why that information is collected and used.
3. Personal Information We Collect
Depending on how you use Robn, we may collect:
- your name, email address, telephone number and business details;
- account and login information;
- subscription, billing and payment information;
- communications with us;
- IP address, browser, device and usage information;
- information received through Connected Services; and
- other information you choose to provide.
We may also process Customer Data described below.
4. Customer and Debtor Data
Customers may provide Robn with, or authorise Robn to access, information about their customers and Debtors.
This may include:
- names and contact details;
- invoices and amounts owing;
- payment and transaction information;
- invoice due dates and payment history;
- account notes;
- payment commitments and Payment Plans;
- emails and other Communications; and
- other information contained in connected accounting or email accounts.
We process this information to provide the Services on behalf of our customer.
Customers are responsible for ensuring they have the right to provide this information to Robn and use it through the Services.
5. Connected Services
If you connect Robn to services such as Xero, Gmail or Microsoft Outlook, you authorise Robn to access and process information from those services as necessary to provide Robn.
This may include accounting information, contact information, emails and email metadata.
We only access information permitted by the connection and required for the functionality you enable.
6. Google User Data
Where you connect a Google account, Robn’s use and transfer of information received from Google APIs will comply with the Google API Services User Data Policy, including applicable Limited Use requirements.
Robn uses Google user data only to provide or improve user-facing features that are prominent in the Robn service.
7. How We Use Personal Information
We may use personal information to:
- provide and operate Robn;
- create and manage accounts;
- connect and operate integrations;
- monitor invoices and payments;
- generate, send and manage Communications;
- respond to Debtor Communications;
- manage payment commitments and Payment Plans;
- provide customer support;
- process subscriptions and payments;
- maintain security and prevent misuse;
- analyse and improve Robn;
- communicate service updates;
- comply with legal obligations; and
- protect our legal rights.
8. AI Processing
Robn uses artificial intelligence to provide parts of the Services.
AI may process Customer Data and Communications to understand conversations, generate responses, determine appropriate follow-ups, identify payment commitments and perform other accounts receivable functions.
Robn does not use Customer emails or Debtor conversations to train public or shared AI models.
Customer Data may be processed by approved AI service providers where necessary to provide the Services.
We may use aggregated or de-identified information that does not identify you or a Debtor to analyse and improve Robn.
9. Automated Actions
Depending on a customer’s settings, Robn may automatically generate and send Communications or take other automated actions.
These actions are performed on behalf of the customer according to their instructions and configuration.
Robn does not make automated decisions intended to determine a person’s legal rights or eligibility for credit.
10. How We Collect Information
We collect personal information:
- directly from you;
- when you use Robn or our website;
- from Connected Services you authorise;
- from our customers where they provide Customer Data; and
- from service providers where necessary to operate Robn.
11. How We Share Information
We may share personal information with service providers that help us operate Robn, including:
- cloud hosting providers;
- AI service providers;
- accounting and email integration providers;
- payment processors;
- analytics and security providers; and
- professional advisers.
We may also disclose information where required by law, to protect our legal rights, or in connection with a sale, merger or restructuring of our business.
We do not sell personal information.
12. Third-Party Services
Robn integrates with third-party services including accounting and email platforms.
Those providers process information according to their own privacy policies when acting independently of Robn.
We are not responsible for the privacy practices of third-party services.
13. International Data Processing
Robn and its service providers may process or store personal information outside New Zealand.
Where information is transferred internationally, we take reasonable steps to ensure appropriate privacy and security protections are in place and comply with applicable privacy laws.
14. Data Retention
We retain personal information only for as long as reasonably necessary to provide the Services, meet legal and accounting obligations, resolve disputes and protect our legal rights.
Customer Data may be deleted or anonymised following termination of an account, subject to applicable legal requirements and reasonable backup retention periods.
15. Security
We use reasonable technical and organisational safeguards designed to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.
No electronic storage or transmission method is completely secure, and we cannot guarantee absolute security.
16. Data Breaches
If a privacy breach occurs, we will investigate and take appropriate steps to contain and address it.
Where required by applicable law, we will notify affected individuals and the relevant privacy regulator.
17. Your Privacy Rights
Depending on applicable law, you may have rights to:
- access personal information we hold about you;
- request correction of inaccurate information;
- request deletion where applicable;
- withdraw consent where processing relies on consent; and
- make a complaint about how your information has been handled.
To exercise these rights, contact info@agentrobn.com.
18. Debtor Privacy Requests
If Robn holds your information because you are a customer or Debtor of a business using Robn, that business is generally responsible for your personal information.
You should normally direct privacy requests to that business.
Where appropriate, we will assist our customer in responding to your request.
19. Marketing
We may send our customers and prospective customers information about Robn where permitted by law.
You can unsubscribe from marketing emails at any time using the unsubscribe link or by contacting us.
Service-related communications are not marketing and may still be sent where necessary.
20. Cookies and Analytics
Our website may use cookies and similar technologies to operate the website, remember preferences, understand usage, improve our Services and measure marketing performance.
Where required, we will obtain consent before using non-essential cookies.
You can manage applicable cookie preferences through our website or browser settings.
21. Children’s Privacy
Robn is a business service and is not intended for use by children.
We do not knowingly collect personal information directly from children through our website or customer accounts.
22. Changes to this Privacy Policy
We may update this Privacy Policy from time to time.
Where changes are material, we will provide reasonable notice where appropriate.
The current version will always state its latest update date.
23. Contact and Complaints
For questions, privacy requests or complaints, contact:
Robn Email: info@agentrobn.com
If you are not satisfied with our response, you may also have the right to complain to the Office of the Privacy Commissioner in New Zealand or another applicable privacy regulator.