Privacy Policy

1. Who controls your personal data

The controller is RoutineOff Technologies, a sole establishment licensed by the Dubai Department of Economy and Tourism under Professional License No. 1644355 and Commercial Register No. 2908233. Registered contact address: Flat 105, Al Muraqqabat, Deira, Dubai, United Arab Emirates. Privacy requests may be sent to info@routineoff.com.

2. Information that stays on the customer's device

• Original documents, archives, images, and document contents selected for processing.
• File names and paths, extracted text, full OCR output, and per-file words, characters, pages, and units.
• Temporary conversion and OCR files, and Excel exports saved to a location chosen by the user.
• Office counting settings and a randomly generated device identifier.
• A Windows-protected offline-access record, valid for up to 24 hours after successful online verification.
• A Windows-protected free-trial resume record. It can restore the same device's active trial while online and does not grant offline trial access.
• Windows-protected support drafts and support attachments deliberately downloaded by the user.

Microsoft Office, Tesseract, and the included conversion components perform supported processing locally. RoutineOff does not use a cloud AI service to read customer documents in the current release.

3. Account, office, device, and access data

To create and operate an account, control licensed access, and protect the service, we process:

• Office name, responsible person, contact and billing email, telephone number, country, plan, and licensed-user count.
• Tool usernames and password hashes. Plain-text passwords are not stored by RoutineOff.
• Account and subscription status, access expiry, grace period, and administrative account events.
• Random device identifier, device name, application version, session token, sign-in time, last connection, and session revocation details.
• For the 96-hour free trial: the verified email address, one-way device fingerprint, verification challenge and attempt status, activation and expiry times, trial events, and hashed device-bound resume-token records. The trial requires an internet connection and is limited to one verified email or physical device.
• IP address and request information used by the server or hosting providers for connection, security, rate limiting, and operational logs.

This information is used to provide the service, enforce one active device session per tool user, permit eligible offline access, troubleshoot access, prevent abuse, and apply authorised administrator actions.

4. Support requests

Support is optional. When a user creates or replies to a request, we process the office and user, request category and impact, subject, description, messages, read status, and ticket history. A request may also include application version, Windows version, 32-bit or 64-bit architecture, time of the issue, device identifier, and up to ten recent error messages after file names and local paths are removed.

If the user selects a related run, the tool sends a fixed summary containing the run time, tool version, file-type totals, number of files, aggregate counts, duration, and sanitised errors. It does not send the original documents, full extracted text, full OCR output, or file paths.

A user may attach up to three PNG, JPG, or WebP screenshots to each message. Images are checked, re-encoded as PNG, stripped of embedded metadata by re-encoding, renamed for private storage, and made available only through an authorised request. The original screenshot file name is recorded with the attachment. Users must remove confidential document content and personal data from descriptions and screenshots before submitting them.

A limited pre-login support request may be created for an existing, non-security-blocked account. Replies are sent to the office's registered contact email and may include a time-limited secure conversation link.

5. Payments, subscriptions, and email

When checkout is used, Stripe receives purchaser, billing, payment, and subscription information. Card details are entered on Stripe's checkout service; RoutineOff does not receive or store the complete card number or card security code. RoutineOff stores the office and plan details, Stripe customer, checkout, price, subscription, invoice or payment references, status, amount, currency, and refund references required to provision access, prevent duplicate fulfilment, manage subscriptions, resolve billing requests, and maintain business records.

After a successful paid checkout, RoutineOff creates the office and a pending Office Manager account, then sends the business email an Office Manager setup link, Office Code, plan details, and download link. The Office Manager creates the licensed tool-user accounts and their temporary passwords after completing setup; checkout does not email pre-created tool-user credentials.

Resend or the configured SMTP provider (such as Spacemail) processes email addresses, message subjects, message content, delivery status, and delivery errors for account, support, and billing communications.

6. Website and software delivery

The public website is delivered through GitHub Pages, and installers and updates may be delivered through GitHub Releases. GitHub and network providers may process standard request information such as IP address, browser or user-agent information, requested URL, date and time, download request, and security logs.

RoutineOff uses limited first-party analytics to understand website demand. The site creates a random browser identifier and a session identifier in local browser storage, and sends one-way versions of those identifiers with the page path, referrer domain, and time of the page view. Query strings are removed. A new visit starts after 30 minutes of inactivity. This lets RoutineOff count different browsers or devices separately from repeat visits; it does not identify a named person and can count the same person again after browser storage is cleared or when another browser or device is used.

Each request made through the website's official Windows download button is counted as a download start before GitHub serves the file. This count is not unique and does not confirm that installation was completed. RoutineOff does not use advertising pixels or sell this analytics information.

7. Why we process information

• To create accounts, provide licensed access, deliver subscriptions, and perform the customer agreement.
• To operate support, send service communications, process billing, and provide requested account actions.
• To secure the service, prevent duplicate or unauthorised use, investigate errors, and maintain backups.
• To meet applicable accounting, consumer-protection, legal, and regulatory obligations.
• To process optional support text, screenshots, and technical details that the user deliberately submits.

RoutineOff does not sell personal data or use customer document content for advertising or AI-model training.

8. Service providers and international processing

We use the following providers only for the functions described:

• Railway: access API, account database, private support attachments, and backups.
• Stripe: checkout, recurring billing, refunds, invoices, and the customer billing portal.
• Resend or the configured SMTP provider (such as Spacemail): business email and service-message delivery.
• GitHub Pages and GitHub Releases: public website, installers, and updates.

These providers may process information in countries where they or their subprocessors operate. RoutineOff does not claim a specific provider region unless it has been verified from the relevant production configuration. Information about the current provider setup and applicable transfer safeguards may be requested at info@routineoff.com.

9. Current retention and deletion

• Incomplete temporary support-image uploads are deleted after six hours.
• Production backups are scheduled approximately every 24 hours and the current rotation keeps 14 recent daily backups and up to 8 older weekly backups.
• Support messages and images currently remain while their ticket and attachment records remain in the service database.
• Anonymous website visitor, visit, page-view, and download-start records currently remain until removed through an authorised administrative process.
• Account, free-trial, session, office, support, email-delivery, and billing-reference records currently remain until they are removed through an authorised administrative process or a verified legal request.
• Disabling a user or archiving an office restricts access but is not the same as final deletion. Deleted information may remain in rotating backups until those backups expire.

There is no current self-service process that automatically removes an office and every related backup. A verified deletion request may be submitted by email. RoutineOff may retain records that must be kept for legal, accounting, fraud-prevention, dispute, or security purposes. Provider-controlled records are retained under the provider's applicable terms and legal obligations.

10. Security

Current controls include HTTPS and secure WebSocket connections, password hashing, one active session per tool user, encrypted Windows-local offline and draft records, private attachment storage, authorised attachment downloads, image validation and re-encoding, Stripe webhook-signature verification, duplicate-request controls, UTC timestamps, and database-plus-attachment backups. No system can guarantee absolute security.

If RoutineOff confirms a personal-data breach, it will investigate, contain, document, and make notifications required by applicable law, including notice to affected people when legally required.

11. Your privacy rights

Subject to applicable law, a person may request information about processing, access, correction, deletion, restriction or stopping of processing, and details about sharing or cross-border processing. Requests must be sent to info@routineoff.com. We may verify the requester's identity and authority before acting and may limit a request where the law permits or requires us to do so.

12. Changes and contact

We may update this policy when the product, providers, or legal requirements change. The current version and date will remain available on this page. Questions, privacy requests, or security reports should be sent to info@routineoff.com.