Outloud Privacy Policy

This page explains how Outloud handles data as a native Salesforce application.

1. Core Architecture: 100% Native Application

Outloud is a 100% Native Salesforce Application. This means:

  • No External Storage: Robin Labs does not own, run, or maintain external servers, databases, or cloud infrastructure to store your Salesforce data.
  • Data Boundary: All user configurations, application data, and generated records remain strictly within your own Salesforce client organization ("Org").
  • No Access by Robin Labs: Robin Labs personnel cannot see, access, modify, or extract your CRM data, voice transcripts, or user details during the normal operation of Outloud. The only exception is if you choose to grant Robin Labs login access through Salesforce for support purposes, in which case we may access your Salesforce data only as needed to assist you.

2. Data Processing via Third-Party AI (OpenAI)

To provide voice-to-text, translation, command recognition and note summarization features, Outloud safely connects your Salesforce Org directly to OpenAI’s API platform.

When a voice note is created, specific data is transmitted to OpenAI for immediate processing:

What Data IS Sent to OpenAI:

  • Voice Note Content: The raw audio file or stream of the voice note being converted, translated or summarized. Any information contained in the voice note (including names, numbers, or other sensitive details) is sent to OpenAI for processing.
  • Schema Information: Minimal, localized Salesforce schema context required to map the output fields correctly within your Salesforce Org.

What Data IS NOT Sent to OpenAI:

  • No Record Data: Outloud does not transmit standard or custom Salesforce record data (such as Lead names, Customer Contact details, financial metrics, or opportunity data) to OpenAI.

For details on how OpenAI manages, secures, and retains API data, please review the OpenAI Enterprise Privacy Policy.

3. Data Collected Directly by Robin Labs (Licensing & Billing)

While the App itself processes your Salesforce data locally, Robin Labs collects limited business metadata required to manage your software license and subscriptions:

  • Administrative Contact Info: Name, business email, and company name provided during purchase or AppExchange installation.
  • Licensing Data: Number of active user seats, license status, and installation date.
  • Payment Processing: Financial details for paid subscriptions are handled securely by our third-party payment processors (AppExchange and Stripe) and are never stored on Robin Labs systems.

For the limited administrative and licensing data held directly by Robin Labs, you have the right to access, correct, or request the deletion of your personal information. To exercise these rights regarding your account/billing information, please contact us at support@robinlabs.io.

4. Security and Compliance

Because Outloud runs natively within Salesforce, it leverages the security rules, user permissions, and encryption standards already configured within your enterprise Salesforce Org.

  • Data in Transit: All connections to the OpenAI API are established directly from your Salesforce Org using secure, encrypted HTTPS protocols.
  • Compliance Boundaries: Your organization remains the Data Controller for all information processed by the app. Customers requiring specific compliance postures (such as GDPR, CCPA, or HIPAA) for their AI workloads are responsible for ensuring that their own corporate agreements or Data Processing Addendums (DPAs) with OpenAI are properly executed.

5. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our app’s features or evolving legal standards. If we make any material architectural changes affecting how data flows, we will provide notification through the App Exchange or via our official website.

6. Contact Information

If your legal, compliance, or IT security team has questions regarding Outloud’s data architecture, please contact us directly: