Privacy Policy

01Who we are

RMS Automation LLC is the controller of personal information processed through the RMS Automation platform. Reach us at legal@rmsautomation.com.

Where you use the Service to process information about your own customers and employees, you are the controller and we act as your processor, following your instructions.

02Information we collect

You give us

• Account details — name, work email, company name, role, password hash.
• Billing details — plan, billing address and tax status. Card numbers go directly to our payment processor; we never see or store them.
• Content you upload — field forms, photographs of completed sheets and nameplates, coordination studies, FAT reports, test-software exports, customer and site records, your letterhead and branding.
• Support correspondence — what you send us when you ask for help.

We collect automatically

• Usage data — features used, forms generated, extraction volume, timestamps.
• Device and log data — IP address, browser and OS, referring page, error traces.
• Cookies and similar technologies — see the Cookie Policy.

We do not intentionally collect special-category data. Field paperwork occasionally carries a technician's name or signature; that is treated as ordinary employment data and processed only to produce your documentation.

03Why we process it, and our legal basis

• To provide the Service — running extraction, generating forms, storing test history. Basis: performance of a contract.
• To bill you — subscriptions, allowances, top-ups. Basis: performance of a contract.
• To support you — answering tickets, investigating faults. Basis: legitimate interests.
• To secure the Service — abuse detection, rate limiting, audit logging. Basis: legitimate interests.
• To improve the Service — aggregated, de-identified usage analysis. Basis: legitimate interests.
• To meet legal obligations — tax, accounting, lawful requests. Basis: legal obligation.
• To send product email — optional updates you can unsubscribe from. Basis: consent.

04AI processing

Form scanning, nameplate reading and document extraction send the relevant content to a third-party model provider so it can be read and structured.

Under our agreements with those providers, your content is processed only to return a result to you. It is not used to train their models and is not retained beyond what is needed to serve the request and meet the provider's own limited abuse-monitoring window.

Extraction output is always presented to you for review before it is committed to a record.

05Sharing

We do not sell personal information and we do not share it for cross-context behavioural advertising. We disclose it only to:

• Subprocessors — cloud hosting, AI inference, payment processing, transactional email, error monitoring and product analytics, each under a written data-processing agreement.
• Professional advisers — auditors and lawyers, bound by confidentiality.
• Authorities — where legally required. We review each request and, unless prohibited, notify you.
• An acquirer — in a merger, acquisition or asset sale, subject to this policy. We will notify you.

A current subprocessor list is available on request at legal@rmsautomation.com.

06International transfers

We are based in the United States and our infrastructure is primarily US-hosted. If you access the Service from elsewhere, your information is transferred to the US. Where required, we rely on Standard Contractual Clauses or another approved transfer mechanism.

07Retention

We keep account and content data for as long as your account is active. After closure, content is retained for 30 days so it can be restored or exported, then deleted from live systems; encrypted backups age out within a further 90 days.

Billing and tax records are kept for the period required by law, typically seven years. Security and audit logs are kept for 12 months.

08Your rights

Depending on where you live, you may have the right to access, correct, delete, port, restrict or object to processing of your personal information, and to withdraw consent. If you are in California, you also have rights to know, delete, correct and opt out of sale or sharing — we do neither — and not to be discriminated against for exercising them.

Exercise any of these by writing to legal@rmsautomation.com. We verify requests before acting and respond within the time the applicable law allows. You may also complain to your local supervisory authority.

Most account and content data can be exported or deleted directly from your account settings without contacting us.

09Children

The Service is a business tool and is not directed to anyone under 16. We do not knowingly collect information from children. If we learn that we have, we delete it.

10Security

Encryption in transit and at rest, scoped access controls, tenant isolation and audit logging. Full detail is on the Security & Data page.

11Changes

We will post any update here and revise the effective date. Material changes are notified by email or in-product at least 30 days in advance.

12Contact

Privacy questions, requests or complaints: legal@rmsautomation.com.