--- title: "Privacy Policy — SOP Hub" description: "This Privacy Policy describes how we collect, use, and protect information when you use the SOP Hub platform (\"Service\")." canonical: "https://aruon-sop.com/privacy" source: "https://aruon-sop.com/privacy" generated: "2026-10-27" lang: "en" --- [← SOP Hub](https://aruon-sop.com/login) # Privacy Policy Last updated: October 18, 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 ### Improvement Requests When you flag an SOP as outdated or submit an improvement request, we store the content of that request, the associated SOP, and the time of submission, all scoped to your organization. ### Language and Translations We store the language you choose for the app and website. When you ask to read a policy, training page or answer in another language, an AI provider generates the translation from the English text, and we keep the result so the same text is not translated twice. A written training answer given in another language is also translated into English for the manager who reviews it. The English version your organization approved is always the official policy; translations are a convenience. ### Authentication Data We store hashed passwords, session tokens, and login event records (timestamp, approximate IP address, and user agent) for security purposes. ### Phone Data When you sign in to the mobile app, we store a one-way hash of a random identifier the app keeps on your phone, the name your phone reports (for example "Alex's iPhone"), its platform and the app version, and when it was first and last used. We use it to confirm a new phone by email and to let you and your administrator see and sign out the phones on your account. It is removed when your account is deleted. ## 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), and automatic translations (the policy text, training page text, question or written answer being translated is sent) - **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 available and may be required for your account, depending on your organization's security settings. ## 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](mailto: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](mailto:hello@aruon.ai) [Terms of Service](https://aruon-sop.com/terms.md) · [Back to sign in](https://aruon-sop.com/login)