Your trip is yours.
Romy is made by Romy Technologies Pty Ltd (ABN 41 702 557 953), an Australian company. We build the Romy travel concierge app that travel agencies provide to their clients, and Romy Studio, which agencies use to run it. This policy says what we collect, why, where it goes, and how to get it deleted. We follow the Australian Privacy Act 1988 and the Australian Privacy Principles.
Who is responsible
If you are a traveller, your travel agency gave you access to Romy. The agency decides what trip information goes into the app and is the controller of that information. Romy Technologies processes it on the agency's behalf, and also directly operates the app's own features described below. If you are agency staff, Romy Technologies is responsible for your account information.
What the app collects
Your account and trip
Your name, email address and trip details (flights, hotels, transfers, activities, travel documents) are entered by your agency or by you. The app needs these to work. Documents are stored privately and opened only through short-lived links tied to your sign-in.
Conversations with Romy
What you type or say to Romy is processed to answer you and is kept securely on our servers, so your conversation is there on any device you sign in on. Romy may call services on your behalf (for example to quote a transfer), passing only what that service needs.
Romy's memory of you
So that Romy never has to ask you the same thing twice, she keeps a private profile of what you share with her: for example travel documents and their dates, the people you travel with, dietary, health and access needs, how you like to travel, special occasions, places you love and trips you hope to take. It is built automatically from your conversations, updated as things change, and used to look after you on this trip and the next. Romy does not record passport numbers in it.
Your travel agency may use your interests and preferences from this profile to suggest trips and experiences that suit you. You can ask us at any time to stop your profile being used for suggestions or marketing, to see what it holds, or to correct or delete it, by emailing privacy@helloromy.ai.
Location (optional)
If you allow it, the app uses your location to show the weather where you are and, later, to tell your chosen people when you have arrived. You can refuse or turn this off in your phone settings at any time and the app still works.
Camera and photos (optional)
Style Me lets you photograph or upload clothes so Romy can style and pack for your trip. Photos are stored with your trip and used for that purpose only. You can delete any item, or all of them, inside the app.
Notifications (optional)
If you turn on notifications we store a device token so Romy can tell you about gate changes, delays, landings and check-ins. Turn them off in your phone settings and the token is removed.
Loop (optional)
If you add a loved one to your Loop, we store their name and email address so Romy can email them when your flight takes off and lands. Every email carries a link they can use to stop. We use their address for nothing else.
Technical information
Standard logs such as device type, app version, IP address and error reports, used to keep the service running and secure.
What we do not do
- We do not sell personal information or your profile, and we do not show advertising in the app.
- We do not use your information to train AI models.
- We do not read your contacts, messages, calendar or files beyond the photos you choose to add.
- We do not handle your payment card. When you pay for a transfer booked through Romy, you pay the transport provider on its own secure page.
Where it goes
To run Romy we use a small number of service providers under contract, each receiving only what it needs:
- Database and file storage: in Sydney, Australia. Your trip, documents, conversations and Romy's memory of you are stored here.
- App and website hosting: a global hosting provider that serves the app and runs its background tasks.
- Romy's conversation, memory and styling: our AI and voice providers, which process the text of your conversation (including building Romy's memory of you) and, for Style Me, your clothing photos. They do not use it to train their models.
- Email: an email delivery provider, for sign-in codes, welcome and Loop emails.
- Trip services: flight status and weather services (which receive flight numbers and places, not who you are), the Australian Government's Smartraveller advice, and transfer and travel providers, which receive only the details needed for a quote or booking.
Some of these providers are outside Australia, mainly in the United States and Europe. You can ask privacy@helloromy.ai for the current list of providers. We take reasonable steps to make sure your information is protected to a standard consistent with Australian privacy law wherever it is handled.
How long we keep it
Your trip, your conversations and Romy's memory of you stay while your agency keeps you on Romy, so Romy can look after your next trip too. When your agency removes you, or you delete your account, your personal information is deleted within 30 days, except where we must keep a record by law. Technical logs are kept for up to 12 months.
Delete your account
In the app, open Profile and tap Delete my account. This removes your sign-in, your trip, documents, conversations, Romy's memory of you, photos, notification tokens and Loop contacts from Romy. You can also email privacy@helloromy.ai from the address on your account and we will do it within 30 days. Your travel agency keeps its own booking records under its own privacy policy.
Your rights
You can ask to see, correct or delete the personal information we hold about you by emailing privacy@helloromy.ai. We answer within 30 days. If you are not satisfied, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au.
Children
Romy is for adults. Travel details for children on a family trip are entered by the adult traveller or their agency.
Security
Information is encrypted in transit and at rest. Access inside Romy is restricted so that each traveller sees only their own trip and each agency only its own clients. Sign-in uses one-time codes, never passwords.
Romy Otto browser add-on
Romy Otto is a Chrome add-on for travel agents who use Hello Romy Studio. When an agent searches a hotel in Studio, Otto opens the supplier websites listed in the add-on (for example the agent’s own trade logins) in the agent’s browser, reads the hotel’s room names, prices and cancellation terms, and shows them in the agent’s Studio page. It never books, never changes anything on those sites, and only runs when the agent starts a search or a scheduled price check.
Otto does not read any other website, your browsing history, passwords or form entries, and it does not collect travellers’ personal information. Supplier sign-ins stay in the agent’s own browser. The prices it reads go only to the agent’s own Hello Romy Studio account, and Otto keeps a small list of hotel IDs in the browser so repeat searches are faster. We never sell or share this information.
Changes
If we change this policy in a way that matters, we will tell your agency and show the new date at the top of this page.
Contact
Romy Technologies Pty Ltd
ABN 41 702 557 953
41 Watt Road, Mornington VIC 3931, Australia
Privacy: privacy@helloromy.ai · General: concierge@helloromy.ai