Version: 2026-08-26
Rio is operated by RCUBE INNOVATIONS INC. (“Rio,” “we,” “us,” or “our”).
This Privacy Policy applies when you use meetrio.ai, the Rio application, and related services.
We do not sell your personal information
We do not sell your personal information.
We do not use your personal content for advertising.
We may share information with service providers that process data on our behalf to operate Rio, such as AI, hosting, authentication, and infrastructure providers. We do not sell your personal information to these providers.
We only disclose information to providers when necessary to operate Rio or when otherwise described in this Privacy Policy.
Information you provide
Depending on how you use Rio, you may provide information including:
- your name, email address, and account information;
- tasks, reminders, habits, notes, documents, and other content you create;
- messages and instructions you send to Rio;
- files or other content you choose to upload;
- preferences and settings; and
- communications you send to us for support or feedback.
Information from social sign-in providers
Where Rio offers it, you may choose to create or access your Rio account through a supported third-party identity provider, such as Google, Apple, or Microsoft. If you do, Rio may receive the information that provider makes available in the authentication grant you authorize, which typically includes:
- a provider account identifier;
- your name;
- your email address;
- a profile image, where available; and
- other basic account information included in the grant.
The exact information depends on the provider and the permissions you grant. We use it to authenticate you, create or locate your Rio account, keep your account secure, display basic profile information, and avoid creating duplicate accounts where appropriate.
Signing in with a third-party account does not by itself give Rio access to other services associated with that account, such as calendars, email, files, or contacts. Those services require a separate connection and authorization, described below.
Information from connected services
Separately from signing in, you may choose to connect a supported third-party service to Rio — for example Google Calendar, Microsoft Outlook or Microsoft 365, Apple or iCloud services where supported, or other integrations Rio introduces later.
What Rio receives from a connected service depends on:
- the service you connect;
- the permissions Rio requests;
- the permissions you grant; and
- the Rio features you choose to use.
Providers differ. They do not all expose the same information, the same permissions, or the same ability to make changes. We use connected-account information to provide the functionality you request.
You can disconnect a connected service from Rio at any time, and where a provider offers it, you can also revoke Rio's access from your account settings with that provider.
Google user data
This section describes how Rio handles information obtained from Google APIs when you connect Google Calendar. It applies in addition to the general disclosures in this policy.
What Rio accesses
Connecting Google Calendar is a separate step from signing in. When you connect it, Rio requests read-only access to your Google Calendar, together with basic sign-in information (your Google account identifier and email address) so the connection can be attached to the right Rio account.
Within that read-only access, Rio may read:
- the list of calendars available to your Google account, and their identifiers;
- event identifiers;
- event titles;
- start and end times, and whether an event is all-day;
- event descriptions;
- event locations;
- meeting links associated with an event;
- attendee information, including names, email addresses, and response status; and
- the time an event was last updated in Google Calendar.
Rio does not request access to Gmail, Google Drive, Google Contacts, or any other Google service. Rio's Google Calendar access is read-only: Rio does not create, change, or delete events in your Google Calendar.
How Rio uses it
Rio uses Google Calendar information to:
- display your connected calendars and events inside Rio;
- keep Rio's view of your schedule up to date;
- combine schedules from more than one connected calendar;
- work out when you are busy or available;
- plan tasks, reminders, and activities around your existing commitments;
- answer questions you ask Rio about your schedule; and
- prepare meeting-related assistance you request.
Events that live in Google Calendar remain information maintained through Google's service. Rio holds a copy so it can show and reason about your schedule; it does not become the owner of those events.
How Rio stores it
To keep your schedule usable and current, Rio stores a synchronized copy of the calendar information described above in its own database, along with the information needed to keep the connection working, such as:
- calendar and event identifiers;
- which calendars you have chosen to sync;
- your Google account identifier and email address;
- synchronization state, such as when information was last fetched; and
- the authorization credentials Google issues for the connection.
Authorization credentials are held so Rio can keep reading the calendars you connected, and are handled as sensitive information.
AI processing of Google user data
When you use a Rio feature that needs your schedule — for example asking Rio to plan your day around your meetings, to find time for focused work, or to tell you when you are free — calendar information reasonably necessary for that request may be sent to our AI processing provider, described under Artificial Intelligence Processing below. Rio provides the information relevant to the request rather than your entire calendar history.
Sharing
We do not sell Google user data. We do not use Google user data for advertising.
Google user data is disclosed only to the service providers that operate Rio — such as hosting, database and storage, AI processing, and monitoring and security providers — and only as necessary to provide the functionality you request, or where required by law. See “How we share information” below.
Your control, and what disconnecting does
You can disconnect Google Calendar from Rio's settings at any time. You can also revoke Rio's access from your Google Account permissions page.
When you disconnect Google Calendar from Rio:
- Rio stops fetching information through that connection and synchronization stops;
- the stored authorization for that connection is removed;
- the synchronized copy of your calendars and events is deleted from Rio; and
- your events in Google Calendar are not affected. Rio does not delete anything from your Google Calendar.
Disconnecting Google Calendar does not sign you out of Rio, and — where Rio offers Google sign-in — does not disconnect a Google sign-in you use to access your Rio account. Those are separate authorizations.
As described under “Data retention” below, information may remain temporarily in backups or security logs after deletion before being removed through our normal retention processes.
Google API Services User Data Policy
Rio's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
Information collected automatically
When you use Rio, we may collect technical information such as:
- browser and device information;
- IP address;
- application and server logs;
- pages or features used;
- error and diagnostic information; and
- approximate usage timestamps.
We use this information to operate, secure, troubleshoot, and improve Rio.
How we use information
We may use your information to:
- provide and operate Rio;
- understand your requests and perform actions you authorize;
- synchronize information across Rio and connected services;
- personalize your experience;
- maintain account security;
- diagnose failures and improve reliability;
- provide customer support;
- understand how Rio is used;
- comply with legal obligations; and
- prevent fraud, abuse, or misuse.
Artificial Intelligence Processing
Rio uses third-party artificial intelligence services to understand your requests, generate responses, and perform actions you ask Rio to take.
Our current AI processing provider is Google, through the Gemini API.
When you use Rio's AI features, information reasonably necessary to provide the requested functionality may be sent to Google for processing. Depending on your request, this may include:
- your message or request;
- relevant conversation context;
- relevant tasks and reminders;
- relevant calendar information, including from a connected calendar;
- relevant notes or documents;
- relevant preferences or other information you have provided to Rio.
Rio is designed to provide the AI service with information relevant to the request rather than automatically sending all information associated with your account.
We use Google's paid Gemini API for production AI processing. Google states that content processed through its paid Gemini API is not used to improve its products by default.
We do not intentionally contribute users' conversations, prompts, documents, or other personal content to Google datasets for model training or product improvement.
We do not sell your personal information or conversations to Google for advertising.
Your choice
AI processing is how Rio works. By creating an account and using Rio, you authorize this processing, as described in our Terms & Conditions. Rio does not show a separate permission prompt before each AI request.
You control what Rio can reach. You choose what you write in Rio, which services you connect, and which features you use — and you can disconnect a connected service or close your account at any time.
If we begin using another third-party AI provider to process users' personal information in production, we will update our disclosures and obtain additional permission where required before sending personal information to that provider.
Actions Rio takes for you
Rio may allow you to ask the service to create or modify information such as tasks, events, reminders, notes, or other supported records.
We process the information required to complete those actions and maintain enough operational information to provide history, reliability, security, and recovery where applicable.
How we share information
We do not sell your personal information.
We may share information with service providers that process data on our behalf to operate Rio, such as providers of:
- cloud infrastructure;
- databases and storage;
- authentication;
- AI processing;
- email delivery;
- analytics and monitoring;
- payments; and
- customer support.
These providers may process information only as necessary to provide their services to us, subject to their agreements and applicable law.
We may also disclose information when required by law or where reasonably necessary to protect Rio, our users, or others.
Data retention
We retain information for as long as necessary to provide Rio, maintain security and operational records, comply with legal obligations, and resolve disputes.
When an account or content is deleted, some information may remain temporarily in backups or security logs before being removed according to our retention processes.
Your choices and rights
Depending on where you live, you may have rights to request access to, correction of, deletion of, or a copy of certain personal information.
You may also be able to withdraw consent or object to certain processing.
To make a privacy request, contact admin@meetrio.ai.
We may need to verify your identity before fulfilling certain requests.
Security
We use administrative, technical, and organizational safeguards designed to protect information processed by Rio.
No online service can guarantee absolute security. More information about our approach is available on our Security page.
International processing
Rio and its service providers may process information in countries other than the country where you live.
Where required, we use appropriate mechanisms to protect personal information transferred internationally.
Children
Rio is not intended for children below the minimum age required to consent to online services in their jurisdiction.
If we learn that we collected personal information from a child in circumstances where parental consent was required, we will take appropriate steps to delete it.
Changes to this policy
We may update this Privacy Policy as Rio evolves.
When we make material changes, we will update the date above and provide additional notice where required.
Contact
Questions about this policy or your information can be sent to:
RCUBE INNOVATIONS INC.
British Columbia, Canada
admin@meetrio.ai