Privacy Policy
Last updated: December 16, 2025
Jerry Situ Co.
1. Information We Collect
We collect the following types of information when you use MonosHub:
Account Information
When you sign in with Google OAuth, we collect your email address, full name (if provided), and a unique Google identifier. This information is used to create and manage your account.
Messages & AI Interactions
We store all messages you send through our AI chatbot, including your questions and the AI-generated responses. We also store conversation summaries and extracted facts from your conversations.
Email Data
If you connect your Gmail account, we sync your email messages including subjects, body content (HTML and plain text), sender and recipient addresses, and email threading information. Attachment metadata is stored but attachment files are not.
Usage Data
We track which features you use, AI token usage counts, operation types, and timestamps of your activities. All data mutations are logged with user attribution for audit purposes.
Technical Data
We may collect your IP address, browser type, device information, and other technical data through standard web server logs and error tracking systems.
Cookies
We use cookies to maintain your session and remember your login preferences. See the Cookies section below for details.
2. How We Use Your Information
We use the information we collect to:
- Provide and operate the MonosHub service
- Process orders and customer communications
- Generate AI-powered email drafts and summaries
- Improve our AI systems by refining prompts and models
- Perform analytics and business intelligence operations
- Maintain security and prevent fraud
- Comply with legal obligations and audit requirements
3. AI & Machine Learning
MonosHub uses artificial intelligence to provide features like email drafting, order summarization, and conversational assistance. Here's how your data is used:
Anthropic Claude API
Your messages and relevant context (such as order details and email content) are sent to Anthropic's Claude API for processing. According to Anthropic's Commercial Terms:
- Data sent via their API is not used to train their models
- Data may be retained for up to 90 days for trust and safety purposes
- Processing is subject to Anthropic's Privacy Policy
Prompt Improvement
We may analyze conversation patterns and outcomes to improve our system prompts. This helps us provide better AI-generated responses for all users. Your conversations may be used to refine how we instruct the AI to respond.
Token Usage Tracking
We track AI token usage (input and output tokens) for cost management and analytics purposes. This includes which operations used the AI and how many tokens were consumed.
4. Third-Party Services
We share data with the following third-party services:
| Service | Purpose | Data Shared |
|---|---|---|
| OAuth authentication, Gmail API | Account info, email access | |
| Anthropic | Claude API for AI features | Messages, order data, email content |
| Fulfil.io | ERP/inventory integration | Order and inventory queries |
| Cloudflare | CDN, R2 storage | Product images, static assets |
5. Data Retention
We retain your data according to the following schedule:
| Data Type | Retention Period |
|---|---|
| Account data | Until deletion requested |
| Messages & conversations | Stored indefinitely |
| Email data | Stored indefinitely |
| Audit logs | Permanent (cannot be deleted) |
| Session cookies | 14 days |
6. Data Security
We implement the following security measures to protect your data:
- OAuth tokens are encrypted using AES-256 encryption
- All connections use HTTPS encryption in production
- Role-based access controls limit who can view your data
- Signed cookies with CSRF protection prevent unauthorized access
- Audit logging tracks all data access and modifications
7. Your Rights
You have the following rights regarding your data:
- Access: You can request a copy of your data by contacting the administrator
- Deletion: You can request deletion of your account and associated data by contacting the administrator
- Correction: You can request correction of inaccurate data
Note: Audit logs cannot be deleted as they are required for compliance and security purposes. These logs record who accessed or modified data and when.
9. Contact
For privacy-related requests, including data access, deletion, or questions about this policy, please contact the administrator.
We will respond to valid requests within a reasonable timeframe.
10. User Responsibilities & Data Safety
Important: Do NOT share sensitive information in AI conversations
- Social Security numbers, passport numbers, or government IDs
- Credit card numbers or banking information
- Passwords or security credentials
- Protected health information (PHI)
- Confidential business secrets
AI Limitations
The AI chatbot may generate inaccurate information. Do not rely on AI responses for:
- Medical, legal, or financial advice
- Critical business decisions without verification
- Safety-critical operations
You are responsible for verifying AI-generated content before use.
11. Acceptable Use
By using MonosHub, you agree NOT to:
- Use the service for illegal purposes
- Attempt to exploit, manipulate, or jailbreak the AI system
- Access other users' data without authorization
- Violate intellectual property rights
- Use the service to harass, harm, or defraud others
- Attempt to bypass security controls or access restrictions
- Use automated systems to scrape or extract data
We reserve the right to suspend or terminate accounts that violate these terms without prior notice.
12. Disclaimers & Limitations
MonosHub is provided "AS IS" and "AS AVAILABLE" without warranties of any kind, either express or implied.
We are not liable for:
- Inaccurate, incomplete, or misleading AI-generated content
- Service interruptions, downtime, or data loss
- Decisions made based on AI responses or system outputs
- Indirect, incidental, special, or consequential damages
- Loss of profits, data, or business opportunities
- Actions of third-party services (Google, Anthropic, Fulfil.io, etc.)
Our total liability is limited to the maximum extent permitted by applicable law. Some jurisdictions do not allow limitations on implied warranties or liability, so these limitations may not apply to you.
Changes to This Policy
We may update this privacy policy from time to time. We will notify you of any significant changes by updating the "Last updated" date at the top of this page. Your continued use of MonosHub after changes are posted constitutes your acceptance of the revised policy.