Scope and roles
This Policy applies to ruhanaai.com, the Ruhana dashboard, our APIs, and the video or chat widgets businesses install on their websites (together, the “Services”). It does not govern a customer’s website or any unrelated third-party service linked from the Services.
Workspace customers
When you create and operate a Ruhana workspace, Ruhana determines how account, billing, product-usage, and support information is handled. For that information, Ruhana acts as the business responsible for the processing.
Visitors speaking with a customer’s agent
A business that deploys a Ruhana agent decides where the agent appears, what it knows, what it asks, and which actions it may take. That business is generally responsible for its visitor relationship and privacy notices; Ruhana processes conversation and website-context data on its behalf. Visitors should also review the privacy policy of the website where the agent appears.
Information we handle
Information you provide
- Account information, including your name, email address, profile details, organization, and authentication information received from Google or email sign-in.
- Workspace content, including agent names, instructions, greetings, knowledge sources, website URLs, integration settings, and support communications.
- Avatar and voice materials, including photographs, likenesses, or other files you choose to upload when creating a custom avatar.
- Conversation information, including chat messages, speech transcripts, contact details voluntarily shared in a conversation, agent responses, outcomes, and feedback.
- Payment and transaction information when paid plans are available. Payment-card details are handled by the applicable payment provider rather than stored directly by Ruhana.
Information collected through a deployed agent
To make an agent aware of what a visitor is viewing, the widget may collect limited session context such as the current page path and title, time on page, visible section headings, scroll milestones, and interactions with links or buttons. The widget does not read passwords, payment-card fields, or the contents of arbitrary form fields. Context is sent to Ruhana when the visitor opens or uses the agent so the response can be relevant to that visit.
Microphone access remains off until a visitor chooses the voice control. During a voice conversation, audio is transmitted in real time to provide speech recognition, avatar speech, and lip sync. Ruhana stores the resulting conversation transcript and session outcome; we do not claim to store raw microphone audio unless the interface clearly says recording is enabled.
Technical information
We and our service providers may receive IP address, browser and device type, operating system, timestamps, referring pages, diagnostics, security events, and cookie or local-storage identifiers needed to keep sessions secure and understand how the Services perform.
How we use information
We use information described above to:
- create accounts, authenticate users, and operate workspaces;
- generate, configure, deliver, and improve avatar-agent conversations;
- use page context and conversation history to provide relevant answers and next actions;
- produce transcripts, analytics, lead information, and outcome reporting for the deploying customer;
- process requested website knowledge and connected integrations;
- provide support and send security, service, or transactional messages;
- detect abuse, protect the Services, debug failures, and enforce our Terms; and
- comply with law and protect the rights and safety of Ruhana, our customers, and others.
Where applicable law requires a legal basis, we rely on performance of a contract, legitimate interests in operating and securing the Services, compliance with legal obligations, and consent where required—for example, before microphone access.
Ruhana does not sell personal information for money or use customer conversations for third-party behavioural advertising.
AI and service providers
Ruhana uses specialist providers to deliver the Services. Depending on the feature used, information may be processed by providers supporting:
- AI responses and analysis, currently including OpenAI;
- real-time avatar video, voice, and transcription, currently including Anam;
- authentication, databases, and file storage, currently including Supabase;
- application hosting and delivery, currently including Vercel;
- Google sign-in, when a user chooses that authentication method; and
- website knowledge ingestion, currently including Firecrawl, when a customer requests a website scan.
These providers process information under their own contractual and security terms. We send them only the information reasonably needed for the selected feature. Provider availability and our vendor list may change as the Services develop.
Retention and security
We keep information for as long as reasonably necessary to provide the Services, maintain a customer’s workspace, meet legal or accounting obligations, resolve disputes, and protect against fraud or abuse. Retention can vary by information type, workspace settings, contractual instructions, and applicable law. Deleted information may remain temporarily in protected backups before routine deletion.
We use technical and organizational measures designed to protect information, including encrypted network transport, access controls, authentication safeguards, and restricted administrative access. No online service can guarantee absolute security. Customers must protect account access, integration credentials, and widget configuration.
Your choices and rights
Depending on where you live, you may have the right to request access, correction, deletion, restriction, objection, portability, or withdrawal of consent regarding personal information. You may also have the right to complain to a local data protection authority.
Workspace users can update certain information from the dashboard. For other requests, email support@ruhanaai.com. We may need to verify your identity before completing a request. If your request concerns an agent on another business’s website, contact that business first; we will assist it as required.
You can decline microphone permission, continue by text where available, block or delete browser storage through browser settings, and stop a conversation at any time. Blocking essential authentication storage may prevent parts of the Services from working.
International use
Ruhana and its providers may process information in countries other than the country where it was collected. Where required, we use recognized safeguards for international transfers and require service providers to protect information consistently with applicable law.
Children
The Services are intended for business use and are not directed to children under 13, or a higher minimum age where local law requires it. Do not upload a child’s likeness or intentionally collect children’s information through an agent without all legally required authority and consent. Contact us if you believe a child provided information improperly.
Changes and contact
We may update this Policy as the Services or legal requirements change. We will post the revised version here, update the effective date, and provide additional notice when a material change requires it.
Questions or privacy requests can be sent to support@ruhanaai.com. You can also review our Terms of Service.