Privacy

Last updated September 8, 2026

Who we are

Roven Systems LLC runs this site and our app. We are a limited liability company in South Carolina. The marketing site is rovensystems.com. The app is app.rovensystems.com. The app handles your website and your search. It handles your ads, your customer messages and your reports. If you have a question about this page, write to privacy@rovensystems.com.

Roven grew out of earlier products. If you were a customer of one, your data from that product moves into Roven. This policy covers it once it moves. We tell you before it moves. You can ask us not to.

How the service works

You connect the accounts your business already uses. The service reads them and builds a picture of your business. Then it does work you have approved. It stays inside the permissions you give us. Today the work looks like this. It handles your search and the words on your site. It reads your ad accounts and explains the results. It puts your customer messages in one inbox. It writes you a short report each week. Some actions wait for your approval first. We label the rest Coming soon on our site. We do not switch those on until they work.

Your ad money does not pass through us. Campaigns run in your own ad accounts. The platform bills you for them. Most of what we hold is data you already had. We read it from accounts you already own.

You can join our release list on the homepage. We keep that email address so we can tell you when a feature switches on. We do not sell it or share it. Every email we send has a way to stop them. Or write to privacy@rovensystems.com and we remove it.

Plans and who is responsible for the data

• Operator - one business, up to three locations. We can agree to more. The business is the account holder. We handle its data the way it tells us to.
• Agency - one agency that runs its clients' accounts. The plan says how many client accounts it gets. The agency is our customer. It confirms it has each client's permission to connect that client's accounts. It is responsible for what it tells its clients. We keep each client's data apart. We show the agency only the accounts it manages.
• Enterprise - Roven inside another product. Or Roven across a large operation. Both run under a written agreement. That agreement may carry its own data terms. Those terms then replace the matching parts here.

On every plan, the people who call, text and fill out forms are your customers. We handle their details for you. You must tell them how their information is used. Do that in your own notices.

What we collect

• Account details - the name, email address, phone number and business details you enter when you create an account. We collect the same for any team member you invite.
• Connected account data - you give us permission to use Google. Later that may cover other platforms, such as Meta, as we add them. The provider then gives us a token. The token lets us read the accounts your permission covers. Where you allow it, the token also lets us act in those accounts. The provider's screen shows you what you are giving. We do not read anything your permission does not cover.
• Search - the queries, pages, clicks, impressions and rankings your search account reports. We also keep the pages we host for you. We keep the content the service drafts or publishes, and the results those changes produce.
• Advertising - the campaigns, ad copy, keywords, budgets, spend, clicks and conversions we read from your ad accounts. We also keep the copy and budget ideas the service makes from them. We do not hold the payment details you keep at the ad platform. We will also record changes made in your ad accounts for you. Coming soon
• Messaging - you can connect a phone number or a messaging inbox to Roven. Then we hold the calls, texts, voicemail, forms and chats that come through it. That way they all show up in one inbox. We hold the numbers involved and the time and length of each call. We hold the content of texts, voicemails and form submissions. The service reads these messages to suggest a next step. We do not record calls. This data includes details about the people who contact you.
• Website - the copy of your site we host and the changes made to it.
• Conversion capture - this is the tool that counts leads and sales. If you set it up, your website or form tool sends us a record. It covers each inquiry or sale. The record has the type, the source, the campaign and a reference id. We store it to count results for you. We are adding a view that shows which channel each customer came from. Coming soon
• Reporting - the weekly review and the numbers behind it. Those numbers come from the services above.
• Work reports - a record of the work done in your accounts. It shows what changed, what work was done, what waits for your approval and what comes next.
• Billing details - our payment company handles these. We store the subscription state and the last four digits of your card. We do not store full card numbers.
• Support messages - the emails and messages you send us, so we can answer them.
• Technical logs - your IP address, browser and time stamps. We keep these to stay safe and to fix faults. We do not use third-party analytics.

Why we collect it

We use data for four reasons. We do not use it for anything else.

• To run the service you signed up for - we host your site and work your search. We read your ads and explain them. We put your customer messages in one inbox. We write your weekly review. This is the contract between us.
• To keep the service safe - we make accounts secure, spot abuse and fix faults. This helps you and it helps us.
• To bill you and keep the records the law requires.
• To talk to you - the weekly review, approval requests and account notices come with the service. We send any other email only if you say yes. Every one of those emails has an unsubscribe link.

We do not sell personal data. We will not use your business data to advertise to you. And one customer's data never goes to another customer. The service acts only inside the permissions you grant. Some of those actions still wait for your approval.

Who else sees it

Only the other companies that help us run the service. Each one sees only what its job needs. It can use that only to do the job for us.

• Hosting - the companies that run the computers behind the app. They store your data and your backups.
• The platforms you connect - Google today, and others such as Meta as we add them. They see what the service reads in your accounts. If you allow changes, they see those too. Their own privacy policies cover this.
• Phone companies - the carriers and providers that carry the calls and texts for your business number. This applies only if you connect one.
• Model providers - the AI services that Roven runs on. They get only the data the task needs. That could be a page to draft or a message to sum up.
• Email delivery - this sends your weekly review and your account notices.
• Payments - our payment company holds your card details. That way we do not have to.

We give data to authorities only when the law makes us. We will tell you when that happens. Sometimes the law stops us from telling you. If Roven is ever sold or merged, your data goes with the service. This policy still covers it. We will tell you before that happens.

How long we keep it

• Account, search, advertising, conversion and reporting data - we keep it while your account is open. We keep it for up to twelve months after that. This lets your reporting and billing records match up.
• Messages - we keep these while your account is open. That way each thread stays whole. We delete them on the same schedule as account data.
• Work reports and weekly reviews - the same as account data. They are the record of what was done in your accounts.
• Hosted sites and their backups - we keep these as long as we host the site. Ask for a copy of your site files before the account closes and we will send them. We delete them when the account closes.
• Connected-account tokens - we delete these as soon as you turn off access. We also delete them when you close the account.
• Billing records - we keep these as long as tax and accounting law says we must.
• Technical logs - ninety days.

You can ask us to delete your data sooner. See below for how.

Connected accounts: turning them on and off

You connect an account from your dashboard. The provider shows you what you are giving before you agree. You can give less than we ask for. You can take back Google access at any time. The same goes for any platform you connect later. Do it from your dashboard or from the provider. The service then stops using it right away. We delete the token. Reports we already wrote keep the numbers they were built on. Those reports go away on the schedule above. Turning off a connection does not cancel your subscription. Sometimes a connection breaks on its own. The service then waits and tells you. It does not guess.

Google sets its own rules for what an app may do with data taken from its APIs. We follow them. Roven Systems' use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements. We do not sell that data. We do not use it to target advertising. We do not let a person read it, except where you ask us to, or the law requires it, or we must to keep the service secure.

Your rights and how to use them

You can ask us to do any of these things, no matter where you live. The law where you live may give you more.

• Give you a copy of your data, in a form you can take elsewhere.
• Fix anything that is wrong.
• Delete your data, sooner than the schedule above.
• Limit how we use it. You can also object to one use.
• Take back a yes you gave. That does not undo what happened before.
• Stop any email you do not need. Use the unsubscribe link in the message.
• Close your account at the end of any billing cycle. Your domain and your connected accounts are yours and stay with you. If we host your site, ask us for a copy before you close the account.

Write to privacy@rovensystems.com to ask. We will check that the request comes from the account holder. Then we answer within the time your local law allows. You may not be happy with our answer. Then you can complain to the privacy office where you live (your data protection authority).

Some of you are clients of an agency that uses Roven. Ask that agency first. It holds the account, and we will help it act on your request. One of your customers may write to us about their details. We will pass that request to you. Then we will help you act on it.

Cookies

This marketing site sets no tracking cookies. It loads no third-party analytics. That is why you see no cookie banner. The email form on our home page and the app's sign-up form use Google reCAPTCHA to keep bots out. Google's script loads only when you use one of those forms. Google's own privacy policy covers what it sets. The app sets a session cookie so you stay signed in. It sets one more cookie to remember your light or dark theme. The app uses no other cookies of its own. Conversion capture on your own site runs under your own notices. It reports into your Roven reporting. It also reports into your ad and search accounts. It does not report into this marketing site.

Security

We encrypt traffic on its way to and from you. We also encrypt the log-in details for your connected accounts. Only the service that runs your account can use them. It stays inside the permissions you gave. Just the people who look after our live systems can reach them. We log that access. We keep backups of the sites we host. We may learn of a breach that affects your data. Then we tell you quickly. We also tell any authority the law names. No system is perfectly safe. Keep your own log-in details safe. Tell us at once if you think someone used your account without your permission.

Children

Roven is built for businesses. It is not meant for children. We do not knowingly collect details about anyone under 13. Write to us if you think a child gave us their details. We will delete them.

Changes to this policy

We will note any big change on this page. We will also email account holders before it takes effect. The date at the top tells you when this page last changed.

← Back to the homepage