Privacy Policy

Last updated: March 24, 2026

1. Introduction

Routinly ("we," "our," or "us") operates the Routinly application and website (the "Service"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service.

By using Routinly, you agree to the collection and use of information in accordance with this policy. If you do not agree with any part of this policy, please do not use our Service.

2. Information We Collect

2.1 Personal Information

When you create an account, we collect:

  • Email address
  • Name (optional)
  • Payment information (processed securely through Stripe)
  • Profile preferences and settings

2.2 Content Data

When you use our Service, we process:

  • Screen recordings and uploaded video files
  • Generated SOP documents, including text and screenshots
  • YouTube URLs you provide for processing

2.3 Usage Data

We automatically collect certain information about your use of the Service, including:

  • Browser type and version
  • Pages visited and features used
  • Time spent on pages
  • Device information
  • IP address

3. How We Use Your Information

We use the collected information to:

  • Provide, maintain, and improve the Service
  • Process your videos and generate SOPs using AI
  • Manage your account and subscriptions
  • Send transactional emails (account verification, password resets)
  • Analyze usage patterns to improve user experience
  • Comply with legal obligations

4. AI Processing

Your video content is processed by third-party AI services (Google Gemini) to generate SOP instructions. We transmit video data securely to these services for processing only. We do not use your content to train AI models. Processed content is not retained by AI service providers beyond the processing session.

5. Data Sharing

We do not sell your personal information. We may share your information only in these limited circumstances:

  • Service Providers: Stripe for payments, Supabase for data hosting, and Google for AI processing
  • Public Sharing: If you choose to share an SOP publicly via a sharing link, the SOP content will be accessible to anyone with the link
  • Team Members: In team workspaces, SOPs may be visible to other team members
  • Legal Requirements: When required by law or to protect our rights

6. Data Security

We implement industry-standard security measures including:

  • Encryption in transit (TLS/SSL) and at rest
  • Row-level security (RLS) in our database
  • Secure authentication with hashed passwords
  • Regular security audits and updates

7. Data Retention

We retain your account data for as long as your account is active. Uploaded videos are processed and can be deleted at any time from your account. Generated SOPs are retained until you delete them. If you delete your account, we will remove your personal data within 30 days.

8. Your Rights (GDPR)

If you are in the European Economic Area, you have the following rights:

  • Access: Request a copy of your personal data
  • Rectification: Correct inaccurate personal data
  • Erasure: Request deletion of your personal data
  • Portability: Export your data in a structured format
  • Restriction: Limit processing of your data
  • Objection: Object to processing of your data

To exercise these rights, contact us at privacy@routinly.org.

9. Cookies

We use essential cookies to maintain your session and preferences. We may also use analytics cookies (Google Analytics) to understand how the Service is used. You can disable cookies in your browser settings, though some features may not function properly.

10. Children's Privacy

The Service is not intended for users under 16 years of age. We do not knowingly collect information from children under 16.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last Updated" date.

12. Contact Us

If you have questions about this Privacy Policy, please contact us at: