Privacy policy

Who we are

Rumai is an app that helps freelancers, agencies and other service businesses manage clients, contracts, invoices, projects and their team in one place. In this policy, "Rumai", "we" and "us" mean Rumai and the company that runs it.

This policy explains what personal data we collect when you use our website, web app and mobile apps, why we collect it, and the choices you have. It applies to account holders and their team members ("you"), and to the clients you invite into Rumai.

What we collect

Information you give us.Your name, email address, phone number, business name, password, profile photo, job title and team details. When you answer "Where did you hear about us?" at signup, we keep that answer too.

Information you put into Rumai. Everything you add while using the app, such as leads, client records, contracts, signatures, invoices, projects, tasks, files, messages, content calendar items and knowledge base documents.

Payment information.Payments are handled by Paystack and Stripe. We don't store your full card details. We receive limited information such as the payment amount, date, status and the last digits of the card.

Information collected automatically. Your device and browser type, IP address, approximate location, the pages and features you use, and log and error data. We also use cookies and similar tools, explained below.

Information from connected services. If you connect a tool such as Google Drive, Google Calendar or Gmail, we receive only the information needed to make that connection work, based on the permissions you approve.

How we use it

We use your information to:

• create and run your account and workspace
• provide Rumai's features, including the client portal, contracts, invoices and payments
• process subscription payments and send receipts
• send important messages about your account, such as security alerts, billing notices and changes to our terms
• provide customer support
• understand how Rumai is used so we can fix problems and improve it
• send product news and offers, which you can unsubscribe from at any time
• keep Rumai secure and prevent fraud or misuse
• meet our legal obligations

We do not sell your personal data, and we do not use the content of your workspace or your clients' data to advertise to you or to anyone else.

Our legal reasons

Where data protection laws such as the Nigeria Data Protection Act 2023 or the GDPR apply, we rely on these legal reasons to use your data:

• Contract: to provide the service you signed up for.
• Legitimate interests:to keep Rumai secure, prevent fraud and improve the product, in ways that don't override your rights.
• Consent: for marketing emails and non-essential cookies. You can withdraw consent at any time.
• Legal obligation: to keep records required by tax, accounting and other laws.

Your clients' data

When you add information about your clients or invite them to a client portal, you decide what data goes into Rumai and why. For that data, you are the controller and Rumai acts on your behalf as a processor. We only use it to provide Rumai to you.

Each client can only see the projects, files, invoices, contracts and messages you share with them. They never see your internal notes, team chats or other clients' records. Clients don't need to create a paid account or download an app to use their portal.

You are responsible for having the right to share your clients' information with us and for telling them how you use it. If one of your clients asks us about their data, we will direct them to you.

Who we share it with

We only share personal data with trusted service providers that help us run Rumai, and only as much as they need:

• Payment processors: Paystack and Stripe, to take subscription and invoice payments.
• Hosting and storage: the cloud providers that store Rumai's data.
• Email and messaging: to send account emails, notifications and reminders.
• AI providers: to power the knowledge assistant. Your content is sent only to answer your request and is not used to train their models.
• Analytics and support tools: to understand how Rumai is used and to answer your questions.
• Tools you connect: such as Google Drive or Google Calendar, when you choose to connect them.

These providers must protect your data and may only use it to provide their service to us. We may also share information if the law requires it, to protect the rights and safety of Rumai or its users, or as part of a merger or sale of the business, in which case this policy will continue to apply.

International transfers

Rumai is used in many countries, and our service providers may store or process data outside the country you live in, including in the United States and Europe. When we transfer data across borders, we use safeguards required by applicable law, such as standard contractual clauses, to keep it protected.

How long we keep it

We keep your data for as long as your account is active. If your plan ends, you have 30 days to export your data, and we will email you before that time runs out. After 30 days, your workspace and its data are permanently deleted. Copies in our backups are removed on a rolling basis shortly after.

We may keep some records for longer where the law requires it, for example payment and tax records.

How we protect it

We protect your data with encryption in transit, role-based access, separation between each client's records, two-factor login and an activity log of important actions. Only authorised staff who need access to support you can reach your data.

No system is completely secure. If we become aware of a breach that affects your personal data, we will tell you and the relevant authorities as the law requires.

If you find a security problem in Rumai, please report it to security@rumai.com so we can fix it quickly.

Your rights

Depending on where you live, you may have the right to:

• see the personal data we hold about you
• correct data that is wrong or incomplete
• delete your data
• get a copy of your data in a portable format
• object to or limit how we use your data
• withdraw consent you have given
• complain to a data protection authority, such as the Nigeria Data Protection Commission

You can update most of your information in your account settings. For anything else, email us at privacy@rumai.com and we will respond within 30 days.

Cookies

We use essential cookies to keep you logged in and keep Rumai secure. With your permission, we also use analytics and advertising cookies to understand how people use our website and which of our ads work. You can change your cookie choices at any time from the cookie settings on our website or in your browser.

Children

Rumai is a business tool and is not meant for anyone under 18. We do not knowingly collect data from children. If you believe a child has given us their data, email privacy@rumai.com and we will delete it.

Changes to this policy

We may update this policy as Rumai changes. If we make important changes, we will tell you by email or in the app before they take effect. The date at the top shows when it was last updated.

Contact us

For any question about this policy or your data, email privacy@rumai.com. For help with your account, email support@rumai.com. For anything else, you can reach us at hello@rumai.com.