HUB- Privacy

Who is responsible

HUB System AB, company registration number 556953-9447, is the controller for information about your account, your use of the service and your contact with us.

The content you put into HUB is your organisation's responsibility. There we process the data on your behalf as a processor, under our data processing agreement with you.

What we collect

Account: name, e-mail address, role and organisation.

Content in your projects: messages, documents, meeting minutes and files, and what HUB creates from them.

Technical data: sign-ins, logs, IP address, device and browser information, and security events.

Contact with us: e-mail and support cases.

Why we keep it

To run HUB for you: to show your projects, to let HUB read and write on your behalf, and to keep the service secure. We also use the data to give support, to invoice and to meet legal requirements, and in aggregated form to improve the service.

We never sell your data and never use it for advertising.

Where it lives

We store and process data primarily within the EU/EEA. If a sub-processor processes data outside the EU/EEA, the transfer rests on a basis in the GDPR, for example the European Commission standard contractual clauses.

Each project keeps its data separate. Only the members of that project, the people and the digital co-worker in it, can see its content. Access follows the permissions you set yourselves. We protect the data with encryption, access control and logging among other measures.

Who else processes it

We use a small number of sub-processors to run the service, among them hosting, storage, e-mail and AI models. Each sees only what its task requires, and we have data processing agreements with all of them. A current list is available on request.

HUB sends content to the AI model only when a task requires it, and works only with the projects and sources you have given it access to. Your data is not used to train AI models.

How long we keep it

We keep data for as long as the agreement lasts and the data is needed. When the agreement ends we delete or return your content within 30 days. Data the law requires us to keep, such as accounting records, is kept for as long as the law requires. Logs are kept for a limited time.

How we measure use

We use Cloudflare Web Analytics on the website. The measurement uses no cookies and does not follow individual visitors, which is why no consent banner is shown. In the service itself we use only the cookies needed for signing in and for security.

Your rights

Under the GDPR you can request a copy of your data, request correction or deletion, restrict or object to the processing, and receive your data in a portable format.

If the data is in HUB on behalf of your employer, turn to your organisation first and we will help them. We answer within one month. You can also complain to the Swedish Authority for Privacy Protection.

Changes

We update this page when our processing changes. The date at the top shows the most recent change.

Contact

Questions about this page go to privacy@hubsys.ai

HUB System AB, Oskarsvägen 33, 181 32 Lidingö, Sweden