Privacy Policy

Effective date: 11 October 2026

Runova ("Runova", "we", "us") provides a web dashboard and a browser extension that let companies record how a task is done once and turn it into step by step guides their team can follow. This policy explains what data Runova collects, why, where it is stored, how long it is kept, and the choices you have. It applies to the Runova website, the Runova web application and the Runova browser extension (together, the "Service"). Runova determines how account, website, security, feedback and support data is used to operate the Service, and it does the same for guides you keep in your own account outside any company. For personal data in a company's workspace content, Runova processes it on that company's instructions as described in the Terms.

1. Information we collect

• Account information. Runova uses Google Sign-In. When you sign in we receive your name, email address and profile picture from your Google account. We never see or store your Google password.
• Content you create. We store the guides, processes, tasks, projects, checklists, files, handover and client notes, onboarding answers, help reports and related settings that you or your team add to a workspace, so the people you authorize can use them. Guides you record outside any company are kept in your own account and only you can see them.
• Screenshots. When you record a guide with the Runova extension, it captures screenshots of the pages you interact with during that recording, on pages you choose. These are stored so guides can show your team what each step looks like. The extension records only when you explicitly start a recording, and stops when you stop it. Before a screenshot leaves your browser the extension blacks out every password field, every field you had already filled in, and any area it cannot see inside, such as an embedded frame from another site. The blacked-out picture is the only one that is ever uploaded.
• What a recorded step contains. Alongside the screenshot, every step of a recording also stores the web address of the page, the title of the page, the label of the button or field you used, and short pieces of the text around it such as the heading above it, the breadcrumb trail and the name of the form. That surrounding text is what lets a guide find the same thing again when the page has changed. Where a step is a key press rather than a click, such as Enter, Tab or a keyboard shortcut, the name of that key is stored as well; text you type into a field never is. Before an address is stored we remove passwords, tokens, one-time codes, email addresses and similar values from it, but the rest of the address is kept and on an internal system it can contain record numbers. Treat a recording of an internal system as you would the system itself.
• Usage counters. We keep simple product analytics inside your workspace, such as how many times a guide has been followed and whether assigned steps were completed. These power your team's own dashboards.
• Online status. While the Runova dashboard is open and on screen, it notes the time you were last active in your workspace, about every five minutes. People who manage members in your workspace can see whether you are Online, Away or Offline and when you were last active. Nothing about what you were doing is recorded.
• Workload and on-time labels. To help a team plan, Runova works out labels such as Has room, Healthy capacity, Overloaded and Needs a check-in from the tasks and project steps assigned to a person, their size and their due dates, together with the share of that person's tasks finished on time over the last 90 days. People who manage members or can view analytics in the workspace see these labels, and the in-app assistant can use them to answer questions such as who has room for more work. They are a planning aid, not a performance rating, and Runova makes no decision about anyone on its own.
• Feedback and help reports. When you answer a feedback question, rate an answer or send a help report from inside the product, we keep what you send together with your account and workspace identifiers, so we can reply and fix what went wrong.
• Device and connection details. Each time your browser or the extension talks to Runova or to the website, it sends your IP address and browser type. Our servers and Google's use them to deliver the page, apply rate limits, stop abuse and investigate faults, and they appear in server logs.
• Security records. We use authentication, server-side permissions, rate limits and limited technical logs to prevent abuse and investigate failures. Web calls to protected server functions require Firebase App Check, which uses Google reCAPTCHA Enterprise and so sends signals about your browser and device to Google; database, file-storage and sign-in App Check enforcement is not enabled. The Chrome extension uses sign-in and server permission checks instead of web App Check.

2. What we do not do

• We do not sell your data. Ever.
• We do not run advertising or ad tracking of any kind.
• We do not record your browsing outside an active recording that you started.
• We do not read the contents of your Google account beyond the basic profile shared at sign-in.
• We do not use your workspace content to train artificial intelligence models. The in-app AI help runs on the model built into Chrome on your own device, and Runova does not send your content to an outside AI provider.

3. How we use information

We use the data above to operate the Service: signing you in, storing and sharing your guides within your workspace, showing progress to your team, keeping the Service secure, and helping you when you contact us. We also read feedback, help reports and usage totals to find problems and improve Runova; when we do, we look at what you sent us, not at your workspace content. Contact-form details are stored in our own database and delivered to us by email through Google Workspace (Gmail), our email provider. We also send team notifications through Google Workspace (Gmail) when enabled. These emails can include the recipient's address, the name of the person who acted (and, for a join request, that person's email address), the workspace name, item titles, due dates and handover notes. Google processes sent messages and their delivery records under its Google Workspace terms.

Legal basis. Under the law of the United Arab Emirates, we process personal data because it is needed to perform our agreement with you and your company, and to meet our legal obligations; anything beyond that we will only do with your consent. Where the EU or UK General Data Protection Regulation applies, we also rely on our legitimate interest in keeping the Service secure, preventing abuse and improving the product, for the security records, device details, feedback and usage totals described above.

4. Where your data lives

Runova is built on Google Firebase (Google Cloud Platform), which acts as our data processor. Guides, workspaces and workspace records are stored in Cloud Firestore in the me-central1 (Doha, Qatar) region. Screenshots and other uploaded files are stored in Firebase Storage in Doha. Servers process requests in Doha and in us-central1 (Iowa, United States), so some data may be processed in and transferred to the United States. Your sign-in account (your name, email address, profile picture and sign-in records) is held by Google Firebase Authentication, a global Google service that may store it outside Qatar, including in the United States. Server logs and crash reports are kept in Google Cloud's logging and error-reporting services, which may also store them outside Qatar. Data is encrypted in transit and at rest by Google Cloud. If the Service crashes in your browser we send a fault report, without your name or email address, to our own Google Cloud project. That report contains the error message, the first few lines of the technical stack trace, the page path with any query string removed, and the identifiers of your account and workspace. The report payload does not include your name, email address, IP address, or any picture or recording of your screen. Where data leaves the country in which it was collected, we rely on our providers' data-processing terms (the Google Cloud and Google Workspace terms include standard contractual clauses), and on the data processing terms in Annex A of our Terms for companies that use Runova. The full list of our providers is on our providers page.

5. Who can see your content

Your guides and screenshots are private to your workspace. Access is controlled by workspace membership and roles, and enforced on the server rather than in the browser. Runova staff do not access that workspace content except where it is required to resolve a support request you have raised, where we need to investigate a suspected breach of the acceptable-use rules in our Terms, or where the law requires it.

Runova founder administrators can view member names, email addresses, positions and company associations; answers to sign-up surveys and product feedback; contact and access requests; and company activity counts and last update times. This restricted view helps us respond to requests, check use of the Service and improve product quality. It does not show the contents of workspace guides, tasks, project notes or uploaded files.

How we protect your data. You sign in only with Google, so Runova never holds a password for you. Each company's workspace is separate, and our servers check workspace membership and role before showing any record or file. Data is encrypted in transit and at rest by Google Cloud, and most company records also use a separate key for each company; older recorded guides and uploaded files are still being moved to that protection. The browser extension blacks out password fields and fields that already contain text before a screenshot leaves your computer, and never records what you type. Uploads are limited to common document, picture and video types with size limits, and new Word, Excel and PDF files are checked for macros and embedded programs. The database is backed up every day. This is not end-to-end encryption: Runova's servers can read your data in order to run the Service, and staff access it only in the cases above. More detail is on our security page.

6. Your rights, and how long we keep data

Content is kept while your workspace is active. Deleting a guide removes it and its screenshots, and deleting a workspace removes that workspace's content. You can delete your account in the dashboard after a recent sign-in. If you own a workspace, you must first transfer ownership to another active member or delete that workspace. Account deletion removes your sign-in identity, profile, private guides and files, memberships, pending requests and direct access records from the active Service. Shared company work history stays with its workspace, but your direct account identifier, name and email are replaced or removed so that history no longer identifies you. We return the deletion result once and do not keep a separate deletion receipt tied to your account. Deleted data stays in our encrypted backups for up to 98 days, until those backups expire, and is not returned to the active Service except when recovery is legally or operationally required. You can also contact us below to request removal of specific data; we will respond within 30 days.

How long we keep each kind of data:

You can also ask us for a copy of the personal data we hold about you, to correct it, to receive it in a portable file, or to object to or restrict a particular use of it. Write to the address at the end of this policy and we will answer within 30 days, free of charge. If you are not satisfied with our answer you can complain to your data protection authority: in the European Union that is the authority for the country you live or work in, and in the United Arab Emirates it is the competent federal data protection authority. If a breach of security affects your personal data and is likely to put you at high risk, we will tell you without undue delay, and we will tell the company whose workspace holds the data under the Terms.

7. The browser extension

The Runova extension exists for one purpose: recording and playing back step by step guides. It is loaded on the pages you visit so it is ready when you need it, but it captures nothing at all until you start a recording or play a guide there. It does not collect browsing history, does not inject advertising, and does not send page data anywhere except to your own workspace's storage as part of a recording you started.

8. Cookies, browser storage and fonts

The Runova web application uses your browser's storage to keep you signed in, to remember preferences such as your language, and to keep work you have not saved yet, such as drafts and checklist ticks, so it survives a reload. The public website sets no cookies and stores nothing in your browser. We use no advertising or tracking cookies. Our typefaces are served from our own website, so no font service learns about your visit. The browser extension additionally keeps a copy of your guides and of any recording still in progress in extension storage on your own device, so recording survives a page reload and a guide made offline is not lost; that copy is removed when you sign out of the extension.

The public website also counts page visits, “Start free” clicks and sent contact messages as anonymous daily totals, together with the name of the website or ad link that sent the visit, on our own server. This counting uses no cookies and no third party, and we do not store your IP address; a scrambled, one-way form of it is used to stop abuse and deleted within two days.

9. Children

The Service is intended for business use and is for people aged 18 and over who use it for work. It is not directed at children, and we do not knowingly collect data from anyone under 18.

10. Changes to this policy

If we make material changes we will update the effective date above and, for significant changes, notify workspace owners by email or with a notice inside the product.

11. Contact

Questions, data requests or complaints: pilot@runova.ae, telephone +971 50 172 2621. We acknowledge complaints within two working days and answer within fourteen days.