Who this policy covers
This policy applies to the GilRobo website (gilrobo.2h2.co.uk and its subdomains), the GilRobo online store, and every GilRobo Android app — Primary, Secondary, Corporate, University, Home, Kitchen, Kiosk, Locate, Access, TV, and the GilRobo Setup Helper app. One policy, one set of rules, across the whole product line.
GilRobo is the data controller: the business responsible for deciding how your data is collected and used, and the point of contact for any question or request about it (see Contact and requests, below).
This policy takes effect from the date shown above and replaces any earlier version.
Information we collect
Account and store data. If you register on the site, comment, or buy credits through the GilRobo store, we collect your name, email address, and order history. Payment card details are handled entirely by our payment processor — GilRobo never sees or stores your card number.
Device and app data. Each GilRobo app sends basic technical information needed to run the service: a device identifier, Android version, which GilRobo edition is installed, and app version. This is diagnostic, not personal, data.
Voice and AI usage data. Editions with voice or AI features (Home, Kitchen, Kiosk, and others) send your voice input or typed prompt to GilRobo’s AI/text-to-speech proxy so it can generate a response. See How AI and voice features work, below, for what happens to that audio.
Classroom Sync data. University and Corporate editions can mirror a teacher’s or presenter’s screen to connected devices in a session. This may include a display name or role (teacher/student) and whatever is shown on screen during that session — it is not retained once the session ends.
Usage data. We log which features are used and how often, to fix bugs and improve the apps. This is tied to a device identifier, not your name, unless you are signed in.
Comments and cookies. If you comment on the website, we collect the comment content, your IP address, and browser user agent string for spam detection. See Cookies, below.
How we use your data
- To run the service: deliver app content, process AI/voice requests, meter and deduct credits, and keep your account working across devices.
- To fulfil purchases made through the GilRobo store, including issuing receipts and applying purchased credits.
- To power Classroom Sync sessions you or your school choose to start.
- To diagnose problems — crash reports, install failures (Setup Helper), and performance issues.
- To improve the apps: understanding which features are used helps us prioritise fixes and new editions.
- To protect the service: detecting spam, abuse, and fraudulent purchases.
- To contact you about your account, an order, or a security issue — we do not send marketing email unless you opt in.
How AI and voice features work
Editions with a voice assistant or conversation mode send your spoken or typed input to a third-party AI and text-to-speech provider, which generates the reply you hear or see. That input is used only to produce the response — GilRobo does not keep a permanent recording of your voice or build a voice profile from it.
Microphone access is controlled by Android itself: you can allow or deny it for any GilRobo app at any time in your phone’s Settings, and voice features simply won’t work without it. Denying microphone access does not affect the rest of the app.
If you are a school, employer, or other organisation deploying GilRobo for students, employees, or members under your supervision, you are responsible for giving them (or their guardians, where applicable) appropriate notice of this policy before they use voice features.
Who we share data with
We don’t sell your personal data. We share it only with the parties needed to run the service:
- Payment processing, to complete purchases of credits — they receive your payment details directly; GilRobo does not.
- AI and text-to-speech providers, to generate voice and AI responses (see above).
- Gravatar, if you comment on the site — your email is hashed and checked against Gravatar’s service to show a profile picture.
- Our hosting provider, which stores the website, store, and app backend infrastructure.
- Law enforcement or regulators, only where we’re legally required to.
Any third party handling your data on our behalf is required to protect it and use it only for the purpose we’ve asked them to.
Cookies
The website uses a small number of cookies:
| Cookie | Purpose | Duration |
|---|---|---|
| Comment cookies | Remember your name, email and website if you leave a comment | 1 year |
| Login cookie | Keeps you signed in | 2 days (2 weeks with “Remember Me”) |
| Post-editing cookie | Temporary, for logged-in editors only | 1 day |
Pages that embed content from other sites (for example a YouTube video) may set their own cookies, which behave exactly as if you’d visited that site directly — we don’t control them.
How long we keep your data
- Voice/AI input: not retained once your request has been answered.
- Comments: kept indefinitely, so the conversation stays visible, unless you ask us to remove one.
- Account data: kept while your account is active, and for a reasonable period after in case you return, until you ask us to delete it.
- Purchase and credit records: kept as long as required for accounting and tax purposes, typically several years.
- Classroom Sync session content: not retained after the session ends.
- Device/usage logs: kept for a limited period for diagnostics, then deleted or anonymised.
Children and schools
Some GilRobo editions — particularly University and Corporate’s Classroom Sync feature — are designed to be used in a classroom or training setting, which may include users under 18.
We rely on the school, teacher, or organisation deploying GilRobo to obtain any parental or guardian consent required by their own policies before students use it, and to supervise use appropriately. We collect no more data from a classroom session than is needed to run it (see Classroom Sync data, above), and that session content is not retained once the session ends.
GilRobo does not knowingly collect personal data directly from children outside of a supervised school or classroom deployment. If you believe a child has provided us with personal data outside such a setting, contact us and we will delete it.
Your rights and how to exercise them
You can ask us to:
- Send you a copy of the personal data we hold about you (export)
- Correct inaccurate data
- Delete your account and associated personal data, except what we’re required to keep for legal, accounting or security reasons (such as purchase records)
- Stop processing your data for a specific purpose, where applicable
To do any of these, contact us using the details in Contact and requests, below. We’ll respond within a reasonable time and may need to verify your identity first.
Security
We take reasonable technical and organisational measures to protect your data, including restricting access to it and using secure connections between the apps, the website, and our servers. No method of transmission or storage is completely secure, so we can’t guarantee absolute security, but we work to keep risk as low as reasonably possible and to respond quickly if something goes wrong.
Changes to this policy
We may update this policy as GilRobo’s apps and services change. We’ll update the date at the top of this page when we do, and significant changes will be flagged on the website or in-app.
Contact and requests
To ask a question about this policy, or to exercise any of your rights above, contact GilRobo at [replace with your contact email, e.g. privacy@gilrobo.2h2.co.uk].