Pilot Data Handling

1. Purpose

This page describes the boundary between RooGenAI's public pilot request form and any later technical evaluation. It does not replace a mutual nondisclosure agreement, pilot agreement, data processing agreement, or written security requirements agreed for a specific customer.

2. Pilot Information Lifecycle

1. High-level fit review through the public form or direct business contact
2. Confidentiality and scope discussion before technical transfer
3. Written agreement on authorized materials, access, use, retention, and deletion
4. Controlled evaluation against the agreed baseline and success criteria
5. Results review, followed by the agreed return, retention, or deletion process

3. Website Intake

The public form requests a contact name, work email, model or checkpoint family, a high-level workload description, accelerator and serving environment information, and the primary cost or performance constraint. No model files or other files are uploaded through the website form. A submission is sent to Formspree for processing and storage and delivered to RooGenAI by email.

The website intake uses Vercel for website hosting and deployment, and Formspree for submission processing, storage, and email notifications. See the Privacy Notice for the website's broader privacy disclosures.

4. Do Not Submit Through the Website Form

• Credentials, private keys, access tokens, or authentication information
• Model files, weights, checkpoints, adapters, or proprietary code
• Proprietary prompts, production traces, customer data, or personal data about third parties
• Security architecture, vulnerability details, or regulated information
• Any information that requires an NDA or other written handling restrictions

5. Before Confidential Technical Exchange

If an inquiry advances, RooGenAI and the prospective customer will define a written pilot scope before confidential technical materials are exchanged. Depending on the engagement, that scope or related agreements can identify:

• Applicable confidentiality obligations and whether a mutual NDA is required
• The specific model, workload, baseline, and evaluation outputs in scope
• The approved transfer method and storage location
• The people authorized to access customer materials
• Retention, return, and deletion requirements
• Permitted uses, output ownership, and any publication restrictions

6. Use of Pilot Materials

RooGenAI will use customer materials for the evaluation purposes documented in the applicable written pilot scope or agreement. RooGenAI will not use customer materials to train generalized models without explicit written agreement. RooGenAI will not publish customer names, results, workloads, or technical details without authorization.

7. Data Minimization

A pilot should use only the materials reasonably necessary to execute the agreed evaluation. When a representative or synthetic workload can answer the evaluation question, RooGenAI and the customer can use that narrower input instead of production data. Credentials and live production access should not be shared unless specifically required and governed by written controls.

8. Security and Incident Questions

No internet transfer or storage system is completely secure. Security requirements for confidential pilot materials should be documented before transfer, including any customer-required access controls, encryption, environment restrictions, or incident-notification terms.

For pilot data-handling or security questions, contact info@roogen.ai.