Privacy Policy

Last updated: July 6, 2026

SOP Hub is operated by Aruon AI ("we," "us," or "our"). This Privacy Policy describes how we collect, use, and protect information when you use the SOP Hub platform ("Service"). By using the Service, you agree to the practices described here.

1. Information We Collect

Account Information

When an administrator creates an account for you, we store your name, email address, job role, and department. You may optionally provide a phone number for SMS notifications.

Usage Data

We log queries you submit to the SOP search ("Ask") feature, whether those queries were answered, and the category of each query. This data is used to improve the knowledge base and identify gaps in your organization's SOPs. We do not log the content of any AI-generated responses returned to individual users.

Improvement Requests

When you flag an SOP as outdated or submit an improvement request, we store the content of that request, the associated SOP, and the time of submission, all scoped to your organization.

Authentication Data

We store hashed passwords, session tokens, and login event records (timestamp, approximate IP address, and user agent) for security purposes.

2. How We Use Your Information

To authenticate you and maintain your session
To deliver SOP search results and AI-generated answers within your organization
To surface analytics to your organization's administrators (aggregate query patterns, unanswered query signals)
To send transactional email (password reset, account invite, verification codes)
To send optional SMS notifications, only if you have provided consent
To help your organization's admins maintain and improve their SOP library

We do not sell your personal information to third parties. We do not use your data to train AI models.

3. Multi-Tenant Isolation

SOP Hub is a multi-tenant platform. Every piece of data — SOPs, search queries, users, analytics — is strictly scoped to your organization. No user, administrator, or automated system within one organization can access another organization's data. This isolation is enforced at the database level and is audited continuously.

4. Data Retention

We retain your account data for as long as your organization's account is active. Search analytics are retained for up to 12 months. When an organization's account is closed, we delete all associated data within 30 days unless a longer retention period is required by law.

5. Third-Party Services

We use the following sub-processors to deliver the Service:

Supabase — database and file storage (AWS us-east-1)
Vercel — application hosting and edge delivery
Resend — transactional email delivery
OpenAI — vector embeddings for SOP search (query text is sent; no personal data is included in embedding requests)
ElevenLabs — AI voice/chat agent widget (only on organizations that have enabled it)
Twilio — SMS notifications (only for users who have provided consent)

Each sub-processor is contractually bound to process data only as directed by us and in accordance with applicable data protection law.

6. Security

We use industry-standard measures to protect your data: encrypted connections (TLS), hashed passwords (bcrypt), HMAC-signed authentication cookies, and row-level database security. Login events are logged and administrators can review recent access. Two-factor authentication (email verification code) is required for all users.

7. Your Rights

You may request access to, correction of, or deletion of your personal data by contacting your organization's SOP Hub administrator or reaching us at hello@aruon.ai. If you are in a jurisdiction with applicable privacy laws (e.g., GDPR, CCPA), you may have additional rights. We will respond to verified requests within 30 days.

8. Cookies

We use strictly necessary cookies for authentication (session token and two-factor state). We do not use advertising or tracking cookies.

9. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will update the "Last updated" date above. Continued use of the Service after changes constitutes acceptance of the updated policy.

10. Contact

Questions or concerns about this Privacy Policy should be directed to:
Aruon AI
hello@aruon.ai