Privacy Policy

LAST UPDATED: October 15, 2026 RoomSum ("we", "us") is a product of 10/10ths Development Corporation. This policy describes what we collect and how we use it. It covers the RoomSum website and web app at roomsum.com and the RoomSum add-ins for Microsoft PowerPoint: RS Start, RS Question, RS Extra, DS Check and DS Room (and RS Results, RS Action and RS Eval, which RS Question and RS Extra replaced in October 2026). WHAT WE COLLECT Staff accounts: the email address used to sign in. We never store passwords. Sign-in is by one-time email code, by a passkey, or by your Google or Microsoft account. When you sign in with Google or Microsoft, the provider confirms your email address and name to us and we store the provider's identifier for your account; we receive no password, no contacts, no files and no calendar, and we never post or send anything on your behalf. If you register a passkey, we store its public key and a label; the passkey itself stays on your device and we never receive your fingerprint, face, or device PIN. One email address may hold staff roles in more than one organization; each organization's administrators can see the email addresses and roles of their own members. An organization may also invite people from outside it, such as an independent course author, as members; anyone made a member can see that organization's session content. When someone on staff opens the RoomSum add-in in PowerPoint while signed in, we store which PowerPoint they are running (the application, the platform, and its version number) and which version of the RoomSum add-in it loaded. We use it only to help when someone reports a problem with the add-in, and each reading replaces the last rather than building a history. Participants: joining a session requires no account and no personal information. We assign an anonymous device identity so your submissions stay yours. If you choose to request a session's answers by email, we store that address for that purpose only: to confirm it, to send the published answers, and to send them again if the moderators update them. The address is never linked to anything you submitted. Action plans: if you choose to write an action plan, you give your name and an email address so the plan can be sent to you. We store the name, the address, the plan, and your reminder settings. Your plan is emailed to that address with a private link for reviewing and editing it, and reminders may be sent before each target date; you can turn them off from that link. Your organization's staff see how many plans were written, when commitments fall due, and a summary written in general terms from the areas, dates, and notes across all plans. The summary carries no names and no details that could identify a person, a company, or a place, and it never quotes a plan. If your organization has asked us to turn on the action item download, its administrators, and the facilitators and moderators who receive the session's action plans email, can also download the wording of the action items from a session's plans as one shuffled list. The list leaves out names, email addresses, steps, notes, dates, and any link between an item and the person who wrote it, and it replaces any email address, web address, @handle, or phone number typed into an item. It is only available for a session with at least five plans, and each download is recorded in the organization's activity log. Free text can still name its writer, so write an action item as you would say it in front of the room. They do not see your name, your address, your steps, your notes, your dates, or your individual plan. If the email carrying your plan bounces, your organization's admins and moderators can see your address and the plan's title in order to correct it and re-send; they never see the plan itself. Plans are stored separately from anonymous session submissions and are not linked to them. Course evaluations: if your organization turns on the course evaluation, you may be asked four questions at the end of a session: two scores from 0 to 10 and two optional comments. Evaluations are anonymous. We store the scores and comments against the session's anonymous device identity, with no name and no email address, so that you can change your answers until the evaluation closes, 20 hours after the session ends. Your organization's staff see the scores, the comments, and how many people responded, never who wrote them. Nobody is reminded or followed up individually, because nobody is identified. Session content: questions, poll responses, votes, and answers submitted during sessions are stored and processed on behalf of the organization running the session, which controls that content. Organization branding: organizations may upload a logo and choose brand colors, which display on their session screens and answer pages. Organizations are responsible for having the rights to what they upload. Usage information: we record per-organization usage measures (sessions run, submissions processed, and AI processing volume) for billing, capacity planning, and support. Add-in diagnostics: when a RoomSum add-in loads or runs in PowerPoint, it sends us short diagnostic notes about what it is doing, such as which step it reached or what went wrong. Each note carries a random identifier for that page load, a brief status that can include an organization or class code, the PowerPoint or browser version it ran in, and the time. It carries no name, no email address and none of a session's content, and it is not linked to any person or participant. We use it only to find and fix problems, and we keep it for about two days. Email delivery: our email provider reports back whether each message we send was delivered, bounced, was dropped, or was reported as spam. We keep those reports (the address, the outcome, the reason, and the kind of message) for 90 days to keep our sending reliable, then delete them. An address that cannot receive mail is left out of future sends until it is corrected. Billing: payments are processed by Stripe. We never see or store card numbers. HOW CONTENT IS PROCESSED Submissions are processed by AI services (currently Anthropic, Google, and OpenAI) to remove spam, correct spelling, and group similar entries. The same services also write summaries: of each session, a few minutes after it ends (and of a session or a class when a moderator asks), of the action plans written after it, and of the comments left on a course evaluation. Those summaries are generated from participants' questions and poll answers (and, for a multiple-choice question asked twice, the numbers of votes before and after), from plan areas, dates, and notes, and from evaluation comments, never from the answers an organization's moderators wrote and approved, never with names, and never with details that could identify whose plan it is. Content is sent for processing only. We do not permit its use for model training. Organizations that enable the DriveState integration additionally send the questions asked in their sessions (never poll responses) to DriveState, to draft suggested answers and to check which questions their DriveState knowledge base can answer. Moderators review every draft before anything is published, and an approved answer goes into that knowledge base only when a moderator adds it. HELP CHAT The Ask us button on our public pages and the Help button on the staff sign-in and facilitator pages open a chat provided by DriveState, loaded from drivestate.ai in a frame on the page. What you type there is sent to DriveState, which answers from our published documentation. The chat has no access to your RoomSum account or session, and participants' devices never load it. DriveState's own privacy policy, at drivestate.ai/privacy, applies to what happens inside that frame. CHECKPOINT LIVE An organization that connects its own DriveState account can run Checkpoint Live rounds: short spoken practice conversations that open on participants' phones at drivestate.ai. For each phone, we give DriveState an opaque token made from a random key stored on that device, never from a name or an email address, together with which session and class the round belongs to and the session's name and reference, so that DriveState's report can say which run of a course it was. The conversation itself runs between the phone and DriveState, which does not ask for a name or an email address when it receives the token, and DriveState's own privacy policy, at drivestate.ai/privacy, applies to it. We receive back only counts of how many people have finished and, for each phone, whether it has a conversation left in the open round, which only that phone is shown and which we do not keep. FEEDBACK The Send feedback item in the account menu sends us your message together with your name, email address, organization, roles, and the page you were on, so that we can follow up. We keep these messages while we act on them and for our records afterwards; ask us at the address below to have yours deleted. COOKIES AND DEVICE STORAGE Staff sign-in uses a strictly necessary authentication cookie valid across roomsum.com and its subdomains, so one sign-in works for all of your organizations. Participant devices hold an anonymous identity in browser storage and, in organizations that run Checkpoint Live, the random device key described above. If a moderator allows browser notifications for new submissions, those notifications are produced on the moderator's own device; nothing is sent to a notification service. We set no advertising cookies. The only third-party cookies we use are the analytics cookies described in the next section, only on our public pages, and any cookies DriveState sets inside the help chat frame. ANALYTICS ON OUR PUBLIC PAGES We use Google Analytics on our public pages: the marketing site, the documentation, downloads, events, signup, and these legal pages. It sets cookies whose names begin with _ga and reports to Google the pages visited, the referring site, the browser and device type, and an approximate location derived from the connection. Google states that Google Analytics 4 does not log or store IP addresses. We use this to learn which pages are useful. We do not use it for advertising, we do not enable Google Signals, and nothing you type is sent to it. It never loads inside a session, in the moderation panel, in the action planner, in the PowerPoint add-ins, or on an organization's own subdomain. Analytics data is retained for 14 months. You can block it with your browser's cookie settings or with Google's opt-out browser add-on at https://tools.google.com/dlpage/gaoptout. SERVICE PROVIDERS We use Supabase (database and authentication), Vercel (hosting), Stripe (payments), Postmark (email), Google Analytics (public-page analytics), the AI providers listed above, and DriveState (the Ask us and Help chat on our public and staff pages, optional answer drafting when an organization enables it, and Checkpoint Live rounds for organizations that connect their own DriveState account), and Cloudways and OpenRouter (the operations assistant described under Operator access). Each processes data only to provide their service to us. OPERATOR ACCESS Our own operations staff can view account metadata (organization membership, sign-in times, plan and billing status, usage counts, and the limits set on an account), email delivery reports, and the status of open sessions (codes and counts, not content) in order to provide support and run the service. For an action plan they can see the author's email address, the plan's title, its organization, and the date, so that a mistyped address can be corrected and the plan re-sent on request. Our operations staff also use an AI assistant to check the service's health. It can read one status summary and nothing else: the codes of open sessions with their organization and class names, how many people are in each and how long it has been open, and counts of stuck submissions, failed emails, and add-in errors. It never reads session content, participants, or email addresses. The assistant runs on Cloudways and uses AI models through OpenRouter. Our platform administrators, who are members of our own staff, can also open an organization's workspace to provide support and investigate problems. There they see what the organization's own administrators see, which includes session content, published answers, reports, and evaluation responses, but never an individual action plan or its author. Where the action item download is on for the organization, they can also download the anonymous list of action item wording that it offers its administrators. Changes they make there are recorded in the organization's activity log under their own email address, where the organization's administrators can see them. Apart from this, content is accessible only to the organization's own staff, and a plan only to its author. EMAIL Opt-in answer emails require confirmation, and every answer email carries an unsubscribe link. Once a session's answers are published, confirmed opt-ins receive them automatically, and again when the moderators send an update. Plan emails and reminders go only to the address the plan's author gave, and reminders can be turned off from the plan link. Messages about a session or a plan are sent by RoomSum on the organization's behalf, in the organization's name, from an address at roomsum.com. Staff receive operational messages (sign-in codes, team invitations, role requests, session reports, renewal and billing notices, policy updates). RETENTION AND DELETION Session content is retained for the organization that owns it. When an organization deletes a class, the class moves to a trash where it can be restored for 30 days; after that it is permanently erased together with every session, submission, and answer belonging to it. An administrator can also erase a class immediately instead of waiting. An administrator can also permanently delete a single session, with everything in it, once it has ended and been archived; it cannot be recovered. A class's action plans, including every plan participants wrote for it and their reminders, are erased with it. To request deletion of your data, as a participant, a plan author, or an organization, contact us at the address below. CONTACT info@roomsum.com