Privacy Policy

• Account information: name, email address, and profile image (for organization owners, teammates, and enrolled members)
• Organization data: organization name, subdomain, branding assets (logo, color, font) you choose to upload
• Session content: chat messages, recordings (audio and/or video, depending on your plan and settings), and AI-generated transcripts you request
• Enrollment data: email addresses of members you enroll into Groups, for access control purposes
• Payment information: we do not store your card details. Payments are processed by Paystack, and we retain only a customer reference and authorization reference needed to manage your subscription
• Technical data: IP address, browser type, and session identifiers, used for authentication and security

• To provide and operate the service, including access control for enrolled members
• To process payments and manage subscriptions via Paystack
• To send transactional communications: magic-link sign-in, enrollment invitations, co-host notifications, and password resets (via Resend)
• To generate transcripts of recordings you choose to submit for transcription (via AssemblyAI)
• To maintain the security and integrity of the platform

We use the following third parties to operate RoomsCluster, each bound by their own data protection obligations:

• Paystack — payment processing
• Amazon Web Services (S3) — storage of session recordings
• AssemblyAI — audio transcription, only for recordings you explicitly submit
• Resend — transactional email delivery

Video and audio during live sessions are transmitted through infrastructure we operate and control directly; we do not route live session media through a third-party video provider.

We retain your account data for as long as your account is active. Recordings and transcripts are retained until you delete them or close your account, at which point we will delete this data within a reasonable period, except where retention is required by law.

Under the NDPR, you have the right to access, correct, or request deletion of your personal data. To exercise these rights, contact us at support@roomscluster.com. We will respond within the timeframe required by applicable law.

We use cookies and browser local storage to maintain your login session and, for guests joining sessions without an account, to remember your session identity for the duration of that session.

RoomsCluster is intended for use by organizations, educators, and adult learners. We do not knowingly collect personal data from children without appropriate parental or institutional consent obtained by the enrolling organization.

We will notify you by email of any material changes to this policy before they take effect.

Privacy questions or data requests: support@roomscluster.com