1. Information We Collect
We collect the information you provide when you create an account, invite teammates, add clients, send proposals, issue invoices, or communicate through the platform. That can include names, email addresses, phone numbers, business details, billing settings, and customer records you upload or create inside Ratio.
When payments are involved, Stripe handles payment method details and shares billing-related status information with us. We also collect basic product-usage, device, session, and log data needed to operate and secure the service.
2. How We Use Your Information
We use your information to deliver the product, run billing, process user requests, send operational emails, support automation, prevent abuse, improve reliability, and understand how Ratio is being used.
We do not use your data for third-party advertising. If Ratio offers AI-assisted writing features, those features are used to generate or improve requested content, not to make product decisions on your behalf.
3. Google Calendar & Google Meet Data
Ratio offers an optional integration with Google Calendar and Google Meet. When you choose to connect your Google account, the following applies:
What we access
Ratio requests permission to read and write events on your Google Calendar account using the Google Calendar API. If you enable Google Meet for appointments, we also request permission to create Google Meet conference spaces. We access the Google Calendar API to create, update, and delete events on a dedicated "Ratio" calendar within your account. We do not access your other calendars or their events.
For Google Meet, we use the Google Calendar API's conference data feature to generate meeting links when you schedule appointments with the Google Meet conference option. We may also use the Google Meet REST API to create meeting spaces directly. We read back generated meeting join URLs so they can be displayed in Ratio and shared with appointment attendees.
How we use this data
Calendar access is used solely to synchronize Ratio data to your Google Calendar. Depending on your preferences, this may include scheduled appointments, invoice due dates, project milestone due dates, and lead follow-up reminders. Google Meet links are generated only when you explicitly choose Google Meet as the conference provider for an appointment. Meeting URLs are displayed within Ratio and included in appointment confirmations sent to attendees. We do not use your Google Calendar or Google Meet data for advertising, analytics, or any purpose unrelated to delivering these features.
What we store
We store the OAuth access and refresh tokens needed to maintain the connection. These tokens are encrypted at rest using AES-256-GCM with a dedicated application encryption key. We also store a mapping between Ratio records and Google Calendar event IDs so that updates and deletions stay in sync. For Google Meet, we store the generated meeting join URL on the corresponding appointment record. We do not store copies of your Google Calendar events or any calendar data beyond these connection credentials, sync mappings, and meeting URLs.
How to revoke access
You can disconnect the Google Calendar integration at any time from your workspace settings. Disconnecting revokes Ratio's access to your Google account, deletes all stored tokens and event mappings, and stops all future calendar synchronization and Meet link generation. You can also revoke access directly from your Google Account permissions page at myaccount.google.com.
4. Zoom Data
Ratio offers an optional integration with Zoom. When you choose to connect your Zoom account, the following applies:
What we access
Ratio requests OAuth access to your Zoom account to create, update, and delete scheduled meetings on your behalf. During the connection process, we also access your Zoom user profile to retrieve your Zoom user ID and email address for display in your workspace settings. We do not access your Zoom chat messages, recordings, cloud storage, or any Zoom data beyond meeting management and basic profile information.
How we use this data
Zoom access is used solely to manage meeting links for appointments you schedule in Ratio. When you choose Zoom as the conference provider for an appointment, Ratio automatically creates a Zoom meeting with the corresponding title, start time, and duration. If you reschedule, the Zoom meeting is updated; if you cancel, the meeting is deleted. Meeting join URLs are displayed within Ratio and included in appointment confirmations. Zoom host start links are not exposed to clients or workspace users. We do not use your Zoom data for advertising, analytics, or any purpose unrelated to delivering the meeting management feature.
What we store
We store the OAuth access and refresh tokens needed to maintain the Zoom connection. These tokens are encrypted at rest using AES-256-GCM with a dedicated application encryption key. We also store your Zoom user ID and email address for display purposes, the Zoom meeting ID for each appointment (so meetings can be updated or deleted), and the attendee join URL on the corresponding appointment record. Zoom host start links are not exposed in the product experience. We do not store Zoom meeting recordings, participant lists, chat messages, or any other Zoom content.
How to revoke access
You can disconnect the Zoom integration at any time from your workspace settings. Disconnecting deletes all stored tokens and Zoom account metadata from Ratio and stops all future meeting management. Existing Zoom meetings that were previously created will remain in your Zoom account. You can also revoke access from the Zoom App Marketplace at marketplace.zoom.us.
5. Microsoft Outlook & Teams Data
Ratio offers an optional integration with Microsoft Outlook Calendar and Microsoft Teams. When you choose to connect your Microsoft account, the following applies:
What we access
Ratio requests permission to read and write calendar events on your Microsoft Outlook account using the Microsoft Graph API. We also request basic profile access to retrieve your email address for display in your workspace settings. If you enable Microsoft Teams for appointments, Ratio creates online meeting events that automatically provision a Teams meeting link. We access a dedicated "Ratio" calendar created within your Outlook account. We do not access your email inbox, contacts, files, or any Microsoft 365 data beyond calendar events and basic profile information.
How we use this data
Outlook Calendar access is used solely to synchronize Ratio data to your calendar. Depending on your preferences, this may include scheduled appointments, invoice due dates, project milestone due dates, and lead follow-up reminders. When you choose Microsoft Teams as the conference provider for an appointment, Ratio creates an Outlook calendar event with online meeting enabled, which automatically generates a Teams meeting join URL. This URL is displayed within Ratio and included in appointment confirmations. We do not use your Microsoft data for advertising, analytics, or any purpose unrelated to delivering these features.
What we store
We store the OAuth access token and the Microsoft Authentication Library (MSAL) token cache needed to maintain the connection. These are encrypted at rest using AES-256-GCM with a dedicated application encryption key. We also store your Microsoft email address for display purposes, a mapping between Ratio records and Outlook Calendar event IDs so that updates and deletions stay in sync, and generated Teams meeting join URLs on corresponding appointment records. We do not store copies of your Outlook calendar events, email messages, or any Microsoft 365 content beyond these connection credentials, sync mappings, and meeting URLs.
How to revoke access
You can disconnect the Outlook Calendar integration at any time from your workspace settings. Disconnecting deletes all stored tokens and event mappings from Ratio and stops all future calendar synchronization and Teams link generation. You can also revoke access from your Microsoft account permissions page at account.microsoft.com.
6. Claude AI & MCP Connector Data
Ratio offers an optional integration with Anthropic's Claude AI through the Model Context Protocol (MCP). When you choose to connect your Ratio workspace to Claude, the following applies:
What we share
When you use the Claude connector, Claude sends requests to Ratio's MCP server on your behalf. These requests may include workspace data such as client names, invoice details, proposal content, project information, lead records, and other CRM data within the scopes you authorize. Ratio returns this data to Claude so it can respond to your questions and take actions you request.
What Anthropic collects
Anthropic collects all parameters and data passed into tool calls as well as the responses from Ratio's MCP server. Anthropic's handling of this data is governed by Anthropic's own privacy policy and terms of service. Ratio does not control how Anthropic processes, stores, or uses data after it leaves our servers.
What we store
We store the OAuth grant record, including the scopes you authorized, the date of authorization, and refresh token metadata. OAuth tokens are encrypted at rest using AES-256-GCM with a dedicated application encryption key. We also store an audit log of all connector activity (grant creation, token refreshes, revocations) for security and support purposes. We do not store copies of Claude's requests or the responses we return beyond standard operational logging.
How to revoke access
You can disconnect the Claude integration at any time from your workspace settings under Connect Claude, then Tokens. Revoking a grant immediately invalidates all tokens associated with that connection. You can also manage connected applications from your Claude account settings.
7. Third-Party Services
Ratio relies on third-party providers to run the service. These currently include Stripe for payment processing, SendGrid for email delivery, Anthropic for AI connector integration (when Claude is connected), OpenAI for AI-assisted language features, Google for calendar synchronization and video conferencing (when enabled), Zoom for video conferencing (when enabled), Microsoft for calendar synchronization and video conferencing (when enabled), DigitalOcean for hosting and storage, and Temporal for workflow orchestration.
These providers process data on our behalf only to the extent needed to deliver the service.
9. Data Retention
We retain active account data while your account remains active. If an account is deleted, we aim to remove or anonymize production data after a limited retention period, subject to backup cycles, fraud prevention, legal obligations, and dispute handling.
Backup retention may continue for a short period after account deletion as part of normal infrastructure operations.
10. Data Security
We use reasonable administrative, technical, and organizational safeguards to protect data, including encrypted transport, managed infrastructure controls, role-based access restrictions, and operational logging for security and support.
No system can be guaranteed perfectly secure, but protecting customer data is a core platform requirement for Ratio.
11. Your Rights
Depending on where you are located, you may have rights to access, correct, export, delete, or object to certain uses of your data. You may also be able to request limits on certain processing activities.
We will respond to privacy requests in line with applicable law and the role we play as either a service provider or controller for the data involved.
12. Children's Privacy
Ratio is built for businesses and is not directed to children. We do not knowingly collect personal information from children under the age threshold that applies in the relevant jurisdiction.
13. International Data Transfers
Ratio is operated using infrastructure and service providers that may process data in the United States and other countries. If you access the service from outside those countries, your information may be transferred to and processed in those locations.
Where required, we will rely on appropriate legal transfer mechanisms.
14. Contact Information
If you have questions about this policy or want to submit a privacy request, contact Ratio at [email protected].