1. Introduction
Cisco Sanchez LLC ("we," "our," or "us") operates Ramola, a virtual executive assistant service. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our service at ramola.ciscosanchez.com.
By using Ramola, you agree to the collection and use of information in accordance with this policy.
2. Important: No Training on Your Data
We do NOT use your personal data to train AI models, improve our algorithms, or enhance our services. Your emails, calendar events, contacts, and other personal information are used solely to provide the service to you and are never used for machine learning, analytics, advertising, or any other purpose beyond delivering your requested functionality.
3. Google API Services - Limited Use Disclosure
Ramola's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.
Specifically, Ramola:
- Only uses Google user data to provide the features you request (reading emails, managing calendar)
- Does NOT use Google user data for advertising purposes
- Does NOT sell Google user data to third parties
- Does NOT use Google user data to train AI/ML models
- Does NOT transfer Google user data to third parties except as necessary to provide the service or as required by law
- Allows users to revoke access at any time through Google Account settings or Ramola's Settings page
4. Information We Collect
We collect information that you provide directly to us, including:
- Account Information: Email address, name, and password when you register
- Email Data: Email messages, drafts, and metadata when you connect your email accounts (Gmail, Outlook, Yahoo) - used only to display emails and create draft responses at your request
- Calendar Data: Calendar events, attendees, and meeting details from connected calendar services - used only to display your schedule and manage meetings
- Contacts: Contact information you add or import
- Tasks & Reminders: Tasks, commitments, and reminders you create
- Voice Data: Voicemail recordings and meeting transcripts when using voice features
- Location Data: Location information for geofence-based reminders (only when you explicitly enable this feature)
- SMS Messages: Text messages sent and received through the service
- Photos: Images you upload for processing (receipts, business cards) - processed once and not retained after extraction
5. How We Use Your Information
We use your information solely to provide the Ramola service to you:
- Display your emails, calendar, and contacts within the Ramola interface
- Process your requests and respond to your instructions
- Send you notifications and reminders you have configured
- Create draft email responses at your explicit request
- Transcribe voicemails and meeting recordings for your review
- Manage your calendar and schedule meetings on your behalf
- Provide location-based reminders when you enable geofencing
We do NOT use your information for:
- Training AI models or machine learning
- Advertising or marketing (to you or third parties)
- Selling to data brokers or third parties
- Building user profiles for targeting
- Any purpose other than providing the service to you
6. SMS Notifications
Ramola offers SMS notifications for calendar reminders, task alerts, and assistant updates. By enabling SMS and replying YES to the opt-in confirmation message, you expressly consent to receive recurring automated text messages from Ramola at the phone number you provide.
- Program description: Calendar event reminders, task due date alerts, travel notifications, and assistant status updates
- Message frequency: Up to approximately 10 messages per month, depending on your calendar and task activity
- Message and data rates: Standard message and data rates from your wireless carrier may apply
- Opt-in: SMS is double opt-in. You must enable SMS in Settings, then reply YES to the confirmation text to activate
- Opt-out: Reply STOP to any message at any time to immediately stop all SMS notifications. You will receive a one-time confirmation of your opt-out
- Help: Reply HELP to any message for support information, or email contact@ciscosanchez.com
- Re-subscribe: After opting out, reply START to re-enable SMS notifications
We do not sell, rent, or share your phone number with third parties for marketing or promotional purposes. Your phone number is used solely for delivering Ramola service notifications. Consent to receive SMS is not a condition of purchasing any goods or services.
7. Third-Party Services
Ramola integrates with third-party services to provide its functionality. Data shared with these services is limited to what is necessary to perform the requested function:
- Anthropic (Claude): Processes your natural language requests. Email content may be sent to generate draft responses. Anthropic does not train on this data per their API terms.
- OpenAI (Whisper): Transcribes voice recordings. Audio is processed and not retained by OpenAI per their API terms.
- Microsoft Graph API: Accesses your Outlook/Hotmail email and calendar with your OAuth authorization
- Google APIs: Accesses your Gmail and Google Calendar with your OAuth authorization
- Twilio: Sends and receives SMS messages on your behalf
- Amadeus: Searches for flights (no personal data shared, only search criteria)
8. Data Storage & Security
Your data is stored on secure servers with the following protections:
- All data is encrypted in transit using TLS 1.2+
- Database files are stored on private servers not accessible to the public internet
- Passwords are hashed using bcrypt with a cost factor of 12
- OAuth access tokens are stored securely and refreshed automatically
- User data is strictly isolated - you can only access your own information
- We do not store email content long-term; emails are fetched from your provider on demand
9. Data Retention & Deletion
We retain your data only as long as necessary to provide the service:
- Account data: Retained while your account is active
- OAuth tokens: Retained until you disconnect the account or revoke access
- Email content: Not stored permanently; fetched on-demand from your email provider
- Uploaded images: Processed and deleted after data extraction
To delete your data: You may request complete deletion of your account and all associated data at any time by emailing contact@ciscosanchez.com. We will delete your data within 30 days of your request.
You can also disconnect any connected account (Gmail, Outlook, etc.) at any time through the Settings page, which immediately revokes our access to that service.
10. Your Rights
You have the right to:
- Access: Request a copy of the personal data we hold about you
- Correction: Request correction of inaccurate data
- Deletion: Request deletion of your data at any time
- Portability: Export your data in a standard format
- Revocation: Disconnect third-party accounts and revoke access at any time
- Withdraw Consent: Stop using the service and request data deletion
11. Data Sharing
We do NOT sell, rent, or share your personal data with third parties except:
- With service providers who help us operate Ramola (as listed in Section 6), bound by confidentiality agreements
- When required by law, court order, or government request
- To protect our rights, privacy, safety, or property
- With your explicit consent
12. California Privacy Rights (CCPA/CPRA)
If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) and the California Privacy Rights Act (CPRA):
- Right to Know: You may request that we disclose the categories and specific pieces of personal information we have collected about you, the categories of sources, the business purpose for collecting it, and the categories of third parties with whom we share it.
- Right to Delete: You may request deletion of your personal information. We will delete your data within 30 days, subject to certain exceptions permitted by law.
- Right to Correct: You may request correction of inaccurate personal information we maintain about you.
- Right to Opt-Out of Sale/Sharing: We do NOT sell your personal information. We do NOT share your personal information for cross-context behavioral advertising. Because we do not engage in these activities, there is no need to opt out.
- Right to Limit Use of Sensitive Personal Information: We only use sensitive personal information (such as email content) as necessary to provide the Service you request.
- Right to Non-Discrimination: We will not discriminate against you for exercising any of your privacy rights.
Categories of Personal Information Collected:
- Identifiers (name, email address, phone number)
- Internet or electronic network activity (usage logs, IP addresses)
- Professional or employment-related information (only if you provide it via contacts or calendar)
- Contents of communications (email, SMS, voicemail - solely to provide the Service)
To exercise your California privacy rights, email us at contact@ciscosanchez.com with the subject "California Privacy Request." We will verify your identity before processing your request and respond within 45 days.
13. Do Not Track Disclosure (CalOPPA)
Ramola does not track users across third-party websites or services. We do not respond to "Do Not Track" browser signals because we do not engage in cross-site tracking. We do not use cookies for advertising or analytics purposes. Session cookies are used solely for authentication.
14. Children's Privacy
Ramola is not intended for use by children under 13 (or under 16 for California residents under CCPA). We do not knowingly collect personal information from children. If we learn we have collected data from a child under these ages, we will delete it promptly.
15. International Data Transfers
Your data may be processed in the United States where our servers are located. By using Ramola, you consent to this transfer. We ensure appropriate safeguards are in place for any international data transfers.
16. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of material changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. For significant changes, we will also notify you via email.
17. Contact Us
If you have questions about this Privacy Policy, wish to exercise your data rights, or need to submit a California privacy request, please contact us at:
Cisco Sanchez LLC
Email: contact@ciscosanchez.com