Ruby OS Privacy Policy

1. Controller

Beyond The Ruby Door LLC, 3205 Cumberland Boulevard Southeast, Atlanta, GA 30339, United States, operates Ruby OS and acts as controller for account and usage data. For client, traveller and itinerary data that customers enter into their workspace, the customer is the controller and Ruby OS is a processor acting on their instructions. Privacy contact: mina@beyondtherubydoor.com.

2. Data we process

Account data: name, email, hashed password, role, workspace membership, sign-in activity.

Business content: clients, households, travellers, itineraries, trips, tours, proposals, vendors, commissions, tasks, notes and documents you enter or upload.

Sensitive traveller data you choose to store: passport and identity document details, known traveller / Global Entry / redress numbers, emergency contacts, and loyalty details. These are held in a restricted store with access logging.

Financial data: invoice and reconciliation records, and subscription status. Card numbers are collected and stored by Stripe, not by Ruby OS.

Integration data: where you connect Google Gmail or Google Calendar, the messages, events and calendar metadata needed for the features you enable, using the access you grant and revocable by you at any time.

Usage and device data: log data, IP address, browser and device type, pages viewed and timestamps.

3. Why we process it

To provide and operate the Service (contract); to bill and collect payment (contract); to provide support (contract); to secure the Service and prevent fraud and abuse (legitimate interests); to improve the Service (legitimate interests); to send service notices and, where you opt in separately, marketing (legitimate interests or consent); and to comply with law.

Acknowledging this Privacy Policy is not consent to marketing, advertising or optional tracking. Those require a separate, specific opt-in that you can withdraw at any time.

4. Infrastructure and security

The Ruby OS application is built and hosted on the Lovable platform and served from Cloudflare's edge network.

The database, authentication and file storage run on Supabase managed infrastructure hosted on Amazon Web Services in the US East (Ohio, us-east-2) region, provisioned through Lovable Cloud.

Data is encrypted in transit using TLS, and encrypted at rest by the underlying database and object-storage services.

Traveller identity fields (passport and document numbers, known traveller / Global Entry / redress numbers and similar) are additionally encrypted by Ruby OS with AES-256-GCM before they are written to the database, using a key held only in server-side configuration, and are decrypted only by authorised server-side requests.

Access is controlled per account and per workspace. Tenant isolation is enforced at the database layer by row-level security rules, so one workspace cannot read another workspace's records.

Document storage buckets for client documents, intake uploads, booking attachments and agency documents are private and accessible only through authorised, time-limited links. Branding assets and partner logos are held in public buckets because they are displayed in traveller-facing material; do not upload confidential material to branding libraries.

External household users, such as House Manager seats, are scoped at the database layer to the single household they are assigned to.

Internal administrative access is limited to personnel who need it to operate and support the Service, and administrative actions are recorded in an audit log.

Backups are performed by the managed database provider on its standard schedule. We do not operate a separate backup system and do not guarantee a specific backup retention period.

We do not hold a SOC 2, ISO 27001 or comparable certification, and we do not claim one.

5. Service providers and sub-processors

We use the following providers that process data on our behalf:

Lovable — application platform, build and hosting orchestration, and the AI gateway used by AI-assisted features.

Cloudflare — edge delivery and execution of the application.

Supabase, on Amazon Web Services (US East, Ohio) — database, authentication and file storage.

Stripe — payment processing and subscription billing.

Google — only where you connect Gmail or Google Calendar, using the access you grant.

AI model providers reached through the Lovable AI gateway — for drafting, extraction and summarisation features.

An updated list is available at mina@beyondtherubydoor.com. Because these providers process data for us, we do not claim that data is never shared with third parties. We do not sell personal data.

6. AI features

Where you use AI-assisted features — such as itinerary import, passport document extraction, proposal drafting, email summarisation and routing suggestions — the relevant content, which may include traveller and document data, is sent through the Lovable AI gateway to a model provider to produce the output. We do not make any representation about how long those providers retain that content or whether they use it to train models; where a provider publishes or commits to a position, we will state it here. If you do not want particular content processed this way, do not use the AI-assisted features for that content.

7. International transfers

We operate from the United States and process data there. If you access the Service from outside the United States, your data is transferred to the United States. Where required, we rely on standard contractual clauses or another lawful transfer mechanism.

8. Retention

We retain account and business data for as long as the account is active. After cancellation or termination, the workspace owner may export Customer Data for 30 calendar days. After that window, we delete or anonymise workspace data on request and in the ordinary course, except where we must keep records longer to meet legal, tax or accounting obligations. Copies may persist in routine provider backups until those backups expire on their normal cycle; we do not promise immediate or permanent erasure from backups.

9. Your rights

Depending on where you live you may have rights to access, correct, delete, restrict or object to processing, to portability, and to withdraw consent. Workspace owners can download a structured export of their workspace data from the account page at any time, including during the 30-day post-cancellation window. For correction, deletion or other requests, email mina@beyondtherubydoor.com; we will action verified requests within one month. Where we process data on behalf of a customer workspace, we refer requests to that customer.

10. Security incidents

If we become aware of a security incident affecting your personal data, we will investigate, take remediation steps, and notify affected customers without undue delay, and regulators where required by law.

11. Cookies

We use cookies that are strictly necessary to keep you signed in and operate the Service. Any analytics beyond that is described and consented to separately.

12. Children

The Service is not directed to children under 16 and we do not knowingly collect their data.

13. Changes and contact

Material changes are published with a new version number and effective date. Questions: mina@beyondtherubydoor.com, or Beyond The Ruby Door LLC, 3205 Cumberland Boulevard Southeast, Atlanta, GA 30339, United States.