Privacy Policy Statement

Last Updated: 28.07.2026

1. Introduction:

Welcome toRobosme.

This PrivacyPolicy explains how Robokobi Bilişim Anonim Şirketi ("Robokobi","Robosme", "we", "our", or"us") collects, uses, processes, stores, protects, discloses,and retains Personal Data when you access or use the Robosme platform, ourwebsites, applications, integrations, APIs, and related services (collectively,the "Services").

Robosme is acloud-based Software-as-a-Service (SaaS) platform designed to help organizations manage customer relationships, business processes,communications, sales, marketing, customer service, projects, and other operational activities through a secure and configurable cloud environment.

We recognize that privacy and data protection are fundamental to the trust our customers place in us. We are committed to handling Personal Data responsibly, transparently, and in accordance with applicable data protection and privacy laws.

This Privacy Policy describes:

  • what information we collect;
  • why we collect it;
  • how we use it;
  • how we protect it;
  • when we may share it;
  • how long we retain it; and
  • the choices and rights available to individuals regarding their Personal Data.    

This PrivacyPolicy applies to information processed through:

  • the Robosme web application;
  • Robosme mobile applications;
  • the Robosme website;
  • Robosme APIs;
  • customer portals;
  • customer support services;
  • optional third-party integrations; and
  • any other Robokobi service that references this Privacy Policy.

Certain features of the Services allow Customers to connect third-party services such as Google Workspace, Microsoft 365, Microsoft Exchange, LinkedIn, and other supported business applications. When such integrations are enabled, Robosme accesses and processes only the information necessary to provide the functionality requested by the Customer and authorized users, and only afterthe required permissions have been granted.

By accessingor using the Services, you acknowledge that you have read and understood thisPrivacy Policy.

2. Scope

This Privacy Policy applies to the processing of Personal Data relating to:

  • visitors of our website;
  • prospective customers;
  • trial users;
  • Customers;    
  • Customer administrators;
  • authorized users;
  • mobile application users;
  • API users;
  • users who connect supported third-party services; and
  • individuals who communicate with Robokobi for sales, support, onboarding, training, or other business purposes.

This Privacy Policy applies regardless of the method used to access the Services, including web browsers, mobile applications, APIs, or other supported interfaces.

This Privacy Policy does not apply to:

  • third-party websites or services that are not operated by Robokobi;
  • third-party applications integrated by Customers but independently operated by their respective providers;
  • information processed solely under another organization's privacy policy; or
  • services that are governed by a separate privacy notice.

Where Customers choose to connect third-party services, the collection and processing of information by those providers remain subject to their own privacy policiesand terms. This Privacy Policy governs only the processing activities performed by Robokobi in connection with the Services.

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3. Definitions

For the purposes of this Privacy Policy, the following definitions apply.

Account

An accountcreated for an individual user to access and use the Services.

AuthorizedUser

An individual who has been granted permission by a Customer to access and use the Services on behalf of that Customer.

Customer

The legalentity, organization, business, or other institution that subscribes to or otherwise uses the Services.

CustomerData

Any data, records, documents, communications, files, attachments, configurations, or other information that a Customer or its Authorized Users create, upload, import, synchronize, transmit, store, or otherwise process within the Services.

Customer Datamay include business information such as CRM records, contacts, companies, leads, opportunities, activities, emails, calendar events, tasks, documents,notes, attachments, workflow data, custom entities, and other information determined by the Customer.

Customer Data does not include operational information collected by Robokobi for the purpose of administering, securing, monitoring, maintaining, or improving the Services.

IntegrationData

Information exchanged between Robosme and an authorized third-party service solely toperform functionality requested by the Customer.

PersonalData

Any information relating to an identified or identifiable natural person, asdefined by applicable data protection laws.

Processing

Any operation performed on Personal Data or Customer Data, whether by automated or manual means, including collection, recording, organization, storage, adaptation, retrieval, consultation, use, synchronization, disclosure, transmission, restriction, deletion, or destruction.

Services

The Robosme platform, websites, mobile applications, APIs, integrations, customer portals, support services, and any related products or services provided by Robokobi that reference this Privacy Policy.

Third-PartyServices

Applications, platforms, identity providers, or cloud services operated by third parties that may be connected to the Services, including Google Workspace, Microsoft 365,Microsoft Exchange, LinkedIn, and other supported integrations.

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4. Information We Collect

The information we collect depends on how the Services are used, the features enabled by a Customer, and any third-party integrations authorized by the Customer or Authorized Users.

4.1 Information You Provide

We may collect information that you voluntarily provide, including:

  • Account registration information
  • Profile information
  • Contact information
  • Customer Data entered into the Services
  • Communications with Robokobi
  • Support requests
  • Feedback and survey responses
  • Documents and file attachments
  • Information submitted through forms or customer portals

Customers determine the type and amount of Customer Data stored within their Robosme environment.

4.2 Information Collected Automatically

When you usethe Services, we may automatically collect certain technical and operational information, including:

  • IP address
  • Browser type and version
  • Device information
  • Operating system
  • Language preferences
  • Date and time of access
  • Session information
  • Authentication events
  • Error logs
  • Performance and diagnostic information

This information is primarily used to operate, secure, troubleshoot, and improve the Services.

4.3 Information Received from Third-Party Services

When a Customer enables an integration with a supported third-party service, Robosme may receive information from that service necessary to perform the requested functionality.

Depending onthe integration, this may include:

  • User profile information
  • Email messages and metadata
  • Calendar events
  • Contacts    
  • Tasks    
  • File references or attachments
  • Authentication information
  • Organization information

The categories of information processed depend on the permissions granted by the Customer or Authorized User and the capabilities of the selected integration.

Robosme does not access information from third-party services unless the Customer or an Authorized User has explicitly authorized the connection.

4.4 Cookies and Similar Technologies

Robosme uses cookies and similar technologies necessary for authentication, security,session management, and operation of the Services.

Our marketing website may also use analytics technologies to better understand website usagea nd improve visitor experience.

Additional information regarding cookies is provided in this Privacy Policy.

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5. How We Use Information

We process Personal Data and Customer Data only where necessary to provide, maintain, secure, and improve the Services or to comply with applicable legal obligations.

Depending onthe circumstances, we may use information to:

  • provide and operate the Services;
  • authenticate users;
  • manage user accounts;
  • deliver requested features;
  • synchronize authorized third-party integrations;
  • provide customer support;
  • respond to inquiries;
  • communicate service-related information;
  • monitor security and detect unauthorized access;
  • investigate technical issues;
  • maintain service reliability;
  • prevent fraud, abuse, or misuse;
  • comply with legal obligations; and
  • improve the performance, security, and functionality of the Services.

We do not sell Personal Data.

We do not useCustomer Data to advertise to users.

We do not use Customer Data obtained through Google Workspace or Microsoft 365 integrationsto train artificial intelligence or machine learning models.

Customer Datais processed only for the purposes authorized by the Customer and required to provide the Services.

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6. Legal Basis for Processing

Where applicable data protection laws require a legal basis for processing PersonalData, Robokobi processes Personal Data based on one or more of the following legal grounds:

  • performance of a contract;
  • compliance with legal obligations;
  • the legitimate interests of Robokobi or its Customers, provided such interests are not overridden by applicable legal rights; or
  • the consent of the individual, where consent is required by law.

The applicable legal basis depends on the specific purpose for which Personal Data is processed and the relationship between Robokobi, the Customer, and the individual concerned.

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7. Data Controller and Data Processor Roles

Robosme is provided as a business software platform used by organizations to manage their own business information.

For most Customer Data processed through the Services:

  • the Customer acts as the Data Controller (or equivalent role under applicable law); and
  • Robokobi acts as the Data Processor, processing Customer Data solely on behalf of and under the instructions of the Customer.

The Customer determines:

  • what information is collected;
  • which individuals' information is processed;
  • how the Services are configured;
  • which users are granted access; and
  • how Customer Data is managed within the Services.

Robokobi processes Customer Data only as necessary to provide, secure, maintain, support, and improve the Services, or as otherwise required by applicable law.

For Personal Data collected directly by Robokobi for its own business operations—such as account administration, billing, customer support, security, legal compliance, and operation of the Services Robokobi acts as the Data Controller.

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8. GoogleWorkspace Integration

8.1 Overview

Robosme provides optional integration with Google Workspace services.

This integration is available only when explicitly authorized by the Customer or an Authorized User through Google's authentication and authorization process.

Depending onthe permissions granted, Robosme may access Google Workspace data necessary to provide requested functionality, including:

  • Gmail messages and related metadata;
  • Google Calendar events;
  • Google Contacts;
  • Google Drive files or attachments associated with supported features; and
  • basic Google account profile information used for authentication.

Robosme accesses only the information required to perform the functionality requested by the Customer.

Access permissions are limited to the OAuth scopes approved by the user during the authorization process.

Customers may revoke Google Workspace access at any time through their Google Account settings or by disconnecting the integration within the Services.

8.2 Google API Services User Data

Where Robosme accesses, uses, stores, or processes information obtained through Google APIs, such processing is performed solely to provide or improve user-facing functionality requested by the Customer.

Access toGoogle API data is limited to the permissions explicitly granted by the Customer or an Authorized User and only to the extent necessary to provide the requested functionality.

Robokobi does not use Google Workspace data to:

  • develop, improve, or train generalized artificial intelligence models;
  • develop, improve, or train generalized machine learning models;
  • build advertising profiles;
  • provide targeted advertising;
  • sell or otherwise commercially distribute Google Workspace data; or
  • process Google Workspace data for purposes unrelated to providing the requested functionality.

Access to Google API data is protected through appropriate technical and organizational security measures.

8.3 Google API Services Limited Use Disclosure

Robokobi's use and transfer of information received from Google APIs complies with the GoogleAPI Services User Data Policy, including the Limited Use requirements.

Information obtained through Google Workspace APIs is used solely to provide or improve user-facing features requested by Customers and is not used for any other purpose prohibited by the Google API Services User Data Policy.

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9. Microsoft 365 and Microsoft Exchange Integration

9.1 Microsoft 365 and Microsoft Exchange Integration

Robosme provides optional integrations with Microsoft 365 and Microsoft Exchange.

These integrations are available only when explicitly authorized by the Customer oran Authorized User through Microsoft's authentication and authorization process.

Depending onthe permissions granted, Robosme may access and process information necessary to provide the requested functionality, including:

  • email messages and related metadata;
  • calendar events;
  • contacts;    
  • tasks;    
  • user profile information required for authentication; and
  • other information necessary to support enabled synchronization features.

Robosme accesses Microsoft services only to provide the functionality requested by theCustomer.

Access islimited to the permissions granted during the authorization process, and Customers may revoke authorization or disconnect connected accounts at anytime.

9.2 Microsoft Data Processing

Information obtained through Microsoft 365 and Microsoft Exchange integrations is processed solely to provide user-facing functionality requested by the Customer.

Robokobi does not use Microsoft data to:

  • develop, improve, or train generalized artificial intelligence models;
  • develop, improve, or train generalized machine learning models;
  • build advertising profiles;
  • provide targeted advertising;
  • sell or otherwise commercially distribute Microsoft data; or
  • process Microsoft data for purposes unrelated to providing the requested functionality.

Access to Microsoft data is limited to authorized functionality and is protected through appropriate technical and organizational security measures.

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10. LinkedIn Integration

Robosme may provide optional integration with LinkedIn for authentication and other supported business features.

Where enabled, Robosme processes only the information authorized by the user and required to provide the requested functionality.

The categories of information available through LinkedIn depend on the permissions granted by the user and LinkedIn's platform policies.

Robokobi does not access LinkedIn information unless the user has explicitly authorized the connection.

11. Artificial Intelligence

Robosme may provide artificial intelligence ("AI") features to assist Customersi n performing tasks within the Services.

Where AI functionality is available, information is processed only to provide thespecific feature requested by the Customer or an Authorized User.

Robokobi does not use Customer Data or Google Workspace data to develop, improve, or train generalized artificial intelligence or machine learning models.

AI features do not change the ownership of Customer Data. Customer Data remains under the control of the Customer and is processed in accordance with this Privacy Policy and the Customer's instructions.

12. Data Retention

12.1 Customer Data Retention

Robokobi retains Personal Data and Customer Data only for as long as necessary to provide the Services, fulfill contractual obligations, comply with applicable legal requirements, resolve disputes, and enforce our contractual rights and obligations.

Unless otherwise required by law or agreed with the Customer, Customer Data is retained in accordance with the retention practices described below.

12.2 Subscription Expiration

Unless otherwise agreed with the Customer:

  • Customer Data remains available while the Customer's subscription is active.
  • Following subscription expiration, Customer Data remains available during a 30-day grace period.
  • After the grace period, Customer access is suspended while Customer Data is retained for an     additional 30 days to support account recovery or data export requests.

12.3 Soft Delete

To help prevent accidental data loss, many Customer records within the Services are initially removed using a soft delete mechanism.

Soft deleted records are logically removed from normal user access while remaining recoverable for a limited period where supported by the applicable feature.

Certain system records, relationship records, temporary data, or operational records may be permanently deleted immediately where recovery is not applicable ortechnically appropriate.

12.4 Permanent Deletion

At the end of the applicable retention period, production Customer Data is permanently deleted from active production systems.

Certain operational records, authentication logs, audit logs, and security logs may beretained for longer periods where necessary to maintain security, prevent fraud, comply with legal obligations, or protect the integrity of the Services.

12.5 Backup Retention

Backup copies may remain in secure backup systems for up to 7 additional days before being automatically removed in accordance with Robokobi's backup retention schedules.

13. Data Security

13.1 Security Measures

Robokobi implements administrative, technical, and organizational measures designed toprotect Personal Data and Customer Data against unauthorized access, disclosure, alteration, destruction, or accidental loss.

These measures include, where appropriate:

  • authentication and access controls;
  • encryption of data in transit using industry-standard protocols;
  • secure cloud infrastructure hosted on Microsoft Azure;
  • role-based authorization;
  • audit and security logging;
  • monitoring and incident detection;
  • backup and disaster recovery procedures; and
  • regular maintenance and security updates.

Although Robokobi implements reasonable and appropriate security measures, no method ofelectronic transmission or electronic storage can be guaranteed to be completely secure.

Customersare responsible for maintaining the confidentiality of their account credentials and for managing user access within their organization.

13.2 International Data Processing

Robosme is operated using cloud infrastructure hosted on Microsoft Azure.

Depending on the Customer's location, Personal Data and Customer Data may be processed in countries where Robokobi, its service providers, or cloud infrastructure providers operate.

Where Personal Data is transferred internationally, Robokobi implements appropriate contractual, technical, and organizational safe guards to ensure such transfersc omply with applicable data protection laws.

14. Cookies and Similar Technologies

Robosme uses cookies and similar technologies necessary to operate the Services, maintain secure user sessions, authenticate users, remember user preferences, and protect the platform against unauthorized access.

Our public marketing website may use analytics technologies to better understand website usage and improve website performance.

Robokobi does not use Customer Data collected through the Services for advertising purposes.

Users may configure their browser settings to manage or disable cookies. However,disabling certain cookies may affect the functionality of the Services.

15. Mobile Application Permissions

Where Customers use the Robosme mobile application, the application may request access to certain device features to provide requested functionality.

Depending on the features used, the application may request permission to access the following device capabilities.

Camera

The Camera permission may be used to capture profile photos, scan business cards, capture documents, or support other customer-requested features.

PhotoLibrary / Media Storage

The Photo Library or Media Storage permission may be used to upload, attach, or manage images, documents, and other files within the Services.

Notifications

The Notifications permission may be used to deliver activity reminders, workflow notifications, assignments, approvals, messages, and other service-related alerts.

Contacts

Where authorized by the Customer or Authorized User, the Contacts permission may be used to synchronize contacts or simplify contact selection within the Services.

Calendar

The Calendar permission may be used to synchronize appointments and events with supported calendar services.

Location

Where location-based functionality has been enabled by the Customer, the Location permission may be used to support features such as:

  • recording customer visit locations;
  • check-ins;
  • field service or field sales activities;
  • other location-based business processes.

Phone

Where supported by the device and operating system, the Phone permission may be used to facilitate business calling features and allow users to save call-related activities within the Services after a phone call.

Robosme does not record phone conversations or access call content unless such accessis explicitly permitted by the operating system and initiated by the user.

Permissions are requested only when necessary to provide a specific feature and may be granted, denied, or revoked at any time through the device's operating system settings.

Robokobi accesses only the device permissions necessary to provide the functionality requested by the Customer or Authorized User and does not access device capabilities beyond the permissions granted.

Information obtained through mobile device permissions is processed in accordance with this Privacy Policy and is never sold or used for advertising purposes.

16. Your Privacy Rights

Depending on your jurisdiction and applicable data protection laws,you may have certain rights regarding your Personal Data.

These rights may include the right to:

  • access your Personal Data;
  • request correction of inaccurate or incomplete Personal Data;
  • request deletion of Personal Data, where applicable;
  • request restriction of processing;
  • object to certain processing activities;
  • request portability of your Personal Data, where applicable;
  • withdraw consent where processing is based on consent; and
  • lodge a complaint with the competent data protection authority.

Where Robokobi processes Personal Data on behalf of a Customer, requests relating to Customer Data should generally be directed to the relevant Customer, who acts as the Data Controller.

Robokobi will assist Customers in responding to applicable requests where required by law or contract.

Requests regarding Personal Data processed directly by Robokobi may be submitted using the contact information provided at the end of this Privacy Policy.

17. Customer Responsibilities

Customers are responsible for ensuring that their use of the Services complies with applicable laws and regulations.

Inparticular, Customers are responsible for:

  • determining the lawful basis for processing Customer Data;
  • providing required privacy notices to individuals;
  • obtaining any required consents;
  • configuring user access appropriately;
  • managing user accounts and permissions;
  • ensuring the accuracy of Customer Data entered into the Services; and
  • complying with applicable legal obligations relating to Personal Data.

Customers are responsible for the activities of their Authorized Users within their Robosme environment.

18. Third-Party Services

The Services may integrate with, or provide access to, third-party services that are operated independently from Robokobi.

Use of such services is governed by the privacy policies, terms, and practices of the respective third-party providers.

Robokobi isnot responsible for the privacy practices, content, security, or operation of third-party services that are not owned or controlled by Robokobi.

Customers should review the applicable privacy documentation of third-party providers before enabling integrations or using their services.

19. Children's Privacy

The Services are designed for business and organizational use and are not intended for individuals under the age required by applicable law to provide valid consent for the processing of Personal Data.

Robokobi does not knowingly collect Personal Data directly from children through the Services.

If Robokobibe comes aware that Personal Data has been collected in violation of applicable law, reasonable steps will be taken to delete such information where appropriate.

20. Changes to this Privacy Policy

Robokobi may update this Privacy Policy from time to time to reflect changes in the Services, legal requirements, business operations, or privacy practices.

When material changes are made, the "Last Updated" date at the beginning of this Privacy Policy will be revised.

Where required by applicable law, Customers or users will be notified of material changes through appropriate communication channels.

Continued useof the Services after the effective date of an updated Privacy Policy constitutes acceptance of the revised Privacy Policy, unless applicable law requires another form of acknowledgment.

21. Contact Information

If you have questions, requests, or concerns regarding this Privacy Policy or the processing of Personal Data, you may contact us using the information below.

Legal Entity
Robokobi Bilişim Anonim Şirketi

Commercial Product
Robosme

Registered Address
Biruni Teknopark, İstanbul, TR

Country of Incorporation
Republic of Türkiye

Website
https://www.robosme.com

Privacy Contact Email
help@robosme.com  

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