Rubicon Privacy Policy

Last Updated: March 2026

Our commitment to your privacy

At Rubicon, we believe that your movement is personal. This Privacy Policy explains how we collect, use, and protect your information when you use our workstations and software. By using Rubicon, you agree to the collection and use of information in accordance with this policy. We prioritize transparency and ensure that our active support technology works for you, not against you.

Information we collect

To provide our active support services and maintain the high performance of your workstation, we collect several categories of information. We ensure that every piece of data gathered serves a specific purpose in your ergonomic journey.

Personal Identity Data

When you register for a Rubicon account, we collect basic identifiers such as your full name, professional email address, and job title. This information allows us to establish your account, communicate essential service updates, and verify your eligibility for support within your organization.

Transactional Information

To manage your ongoing subscription and any hardware purchases, we collect billing addresses and payment method details. This information is processed through secure, third-party payment gateways and is used solely for processing orders, managing recurring renewals, and maintaining financial records.

Hardware Interaction Data

We monitor how you interact with the physical workstation hardware. This includes logging the total duration of active sitting sessions and identifying the times of day you utilize the chair. This data helps us understand the typical usage cycles of our durable metal frames and assists in optimizing the lifespan of the pneumatic components.

Software and Technical Metadata

We collect technical information from the devices you use to access the Rubicon app and our services. This includes your IP address, device type, operating system version, and the specific version of the Rubicon software you are running. We use this metadata to troubleshoot technical issues, push essential security patches, and ensure compatibility across different mobile platforms.

Security and Access Logs

To protect you, we maintain detailed logs of login attempts, password resets, and other security-related events. These logs help us identify and prevent unauthorized access attempts, protect your posture history from being compromised, and maintain the overall integrity of our cloud infrastructure.

Biometric Data and Consent

Because Rubicon functions as a second skeleton, we must process sensitive physical information to provide real-time, active support. We treat this data with the highest level of care and restriction.

Physiological Mapping

Our integrated sensor arrays map the specific curvature of your spine and the alignment of your shoulders. This mapping allows the pneumatic grid to provide localized support that adapts to your body's unique shape. This is an essential part of our support that moves philosophy.

Weight Distribution Patterns

We measure how your weight is distributed across the workstation's seating surface. By analyzing these patterns, the system can identify pressure points and adjust the air tension to redistribute weight more evenly, reducing the physical strain on your joints and muscles.

Posture Habit Analysis

Our AI analyzes changes in your posture throughout the workday. By identifying specific habits, such as leaning forward for long periods or shifting to one side, the system can detect when muscle fatigue is beginning to set in.

Baseline Calibration Data

When you first set up your Rubicon, we conduct a calibration session to establish a baseline of your spine shape and weight. This baseline is stored as part of your profile and serves as the foundation for all future AI-driven adjustments, ensuring the chair always returns to the support levels that are best for you.

Dynamic Response Feedback

We collect data on how your body reacts to the chair's movements. If the pneumatic system shifts and your posture does not improve, the AI learns from this response to fine-tune the speed and pressure of future movements.

Explicit Consent and Legal Compliance

By clicking I Agree or by utilizing the Rubicon workstation, you provide your express written consent for Rubicon to collect, store, and process these biometric identifiers and biometric information.

Personal Ownership of the Spine Profile

We believe that your physical data belongs to you. Your AI Spine Profile remains linked to your personal account rather than your employer. This means that if you move to a new company that also uses Rubicon workstations, your specific support settings and history can be transferred to your new location seamlessly.

How we use your data

The information we collect is utilized to power the core functions of the Rubicon experience and to ensure your workstation remains at peak performance.

Real-Time Calibration

The primary use of your physiological data is to maintain the active support features of the workstation. Without this information, the pneumatic system would be unable to react to your movements or provide the localized tension needed to maintain a neutral spine position.

Habitual Health Insights

We analyze your long-term posture patterns to provide personalized wellness tips through the Rubicon app. These nudges are designed to help you build better sitting habits and understand how your movement at work affects your overall comfort.

Predictive Maintenance

By monitoring the mechanical response and adjustment logs of your specific workstation, we can predict when hardware components may require service. This allows us to reach out and offer maintenance before a mechanical issue impacts your workday.

Service Optimization

Aggregated metadata helps us improve the Rubicon platform for everyone. By seeing how thousands of users interact with our software, we can identify which features are most helpful and where we need to make improvements to our AI models.

Safety and Limit Monitoring

We track pneumatic pressure levels and mechanical loads in real-time to ensure the system is always operating within safe limits. This monitoring protects both the user and the durable metal hardware from excessive stress or mechanical failure.

Corporate Wellness Reporting

We generate high-level wellness reports for our corporate customers. These reports show office-wide trends, such as the average activity level or the percentage of the team reaching their wellness goals. These reports are strictly aggregated and never identify individual movement patterns, posture habits, or specific users.

Data storage and security

Protecting your information is our highest priority. We use industry-standard encryption to secure your data while it is traveling from the chair to our servers and while it is stored in our database.

Siloed Data Architecture

We utilize a decentralized storage model where your biometric spine profile is stored in a separate, secure server from your identifying account information. This architecture ensures that even in the unlikely event of a security breach, your movement history cannot be easily linked to your personal identity.

Server Locations and Jurisdiction

Our primary storage infrastructure is located on secure servers in the United States and Canada. We implement rigorous technical and organizational measures, including firewalls and multi-factor authentication, to prevent unauthorized access and maintain the confidentiality of your data.

Corporate transparency and privacy

We understand the unique privacy concerns that arise when a workstation is provided by an employer. Rubicon is committed to maintaining a strict privacy wall between individual users and their management teams.

Prohibition of Disciplinary Use

Rubicon explicitly forbids corporate customers from using our data for employee disciplinary actions, performance reviews, or termination proceedings. Our data is a wellness tool, not a surveillance tool. Rubicon will not cooperate with employer requests for individual user logs except where required by law.

Visibility Limits

Your employer can see that the office is staying healthy as a whole through our wellness dashboards, but they cannot see the specifics of how you sit, when you slouch, or any other personal movement data. We believe that professional support requires professional privacy.

Data retention and your rights

We only keep your personal information for as long as it is needed to provide you with the Rubicon experience.

Retention Periods

While your account is active, we maintain your history to allow the AI to learn and adapt to you. If you choose to cancel your subscription, we will hold your data for 30 days. This grace period allows you to export your posture history if you wish to keep it for your own records. After this 30-day window, your biometric data and posture history are permanently deleted from our production servers.

Your Privacy Rights

You have the right to access the personal data we hold about you at any time. You can request a copy of your records or ask us to correct any information you believe is inaccurate. You also have the right to request the complete deletion of your data, though please be aware that deleting your biometric profile will disable the workstation's smart support features.

Consent Withdrawal

You may withdraw your consent for biometric processing at any time. If you do so, we will stop collecting your physical data, and your workstation will revert to a manual, non-active support system.

Contact us

If you have questions about this Privacy Policy or how your movement data is handled, please reach out to our team at privacy@rubiconseating.com