Privacy Policy

1. Scope and our roles

This policy applies to CoreFlow OS, its public website, support interactions, and related services operated by Monolith Data Systems LLC (“Monolith,” “we,” or “us”).

It covers the CoreFlow web application and other CoreFlow interfaces, connected platforms, integration providers, and service providers used to deliver enabled features. The same privacy principles apply across communications, calendars, tasks, financial connections, billing, customer and workforce systems, file services, and authorized AI features. A reference to a provider or data category does not mean every customer uses that integration or that every available product or permission is enabled.

For account administration, billing, website interactions, security, and our own business operations, Monolith generally acts as a controller or business. For goals, projects, files, communications, integration data, and other content submitted by or for a customer (“Customer Data”), the customer organization controls the purpose of processing and Monolith acts as its processor or service provider. End users should direct Customer Data requests to their organization first.

2. Information we collect

Information you provide

• Account and profile data, such as name, work email, organization, role, preferences, and authentication enrollment.
• Billing and transaction data, such as plan, billing contact, address, invoices, and payment-method metadata. Stripe processes full card details.
• Customer Data, including plans, tasks, notes, files, CRM records, financial and workforce records, messages, prompts, feedback, and support submissions.

Information collected through use

• Security and device data, including IP address, browser, session, authentication events, and audit activity.
• Operational telemetry, including routes, feature events, errors, latency, model usage, and cost controls.
• Data returned by integrations that a customer administrator or user connects, subject to the scopes granted in that provider.

Connected-platform data

Depending on the feature you enable and the access you authorize, connected-platform data may include account identity and connection details; messages, calendar events, tasks, contacts, and customer or workforce records; files and documents; or institution, account, balance, transaction, and billing information. We also process the permissions and synchronization details needed to maintain a connection. The feature notice and provider authorization screen describe the access requested for that connection.

3. How we use information

• Provide, personalize, maintain, and support CoreFlow and customer-configured workflows.
• Authenticate users, administer subscriptions, process transactions, and send service communications.
• Secure the service, prevent abuse and fraud, troubleshoot failures, enforce terms, and maintain audit records.
• Measure reliability and improve product behavior using feedback and aggregated or de-identified operational information.
• Comply with law, respond to valid legal process, and protect users, customers, Monolith, and the public.

We do not use Customer Data to build advertising profiles, and we do not sell or share personal information for cross-context behavioral advertising.

4. How we disclose information

We disclose only what is reasonably necessary to:

• Service providers that host, secure, monitor, bill, email, or provide AI and integration infrastructure under contract.
• Customer administrators and authorized workspace members according to configured permissions.
• Third-party services a customer chooses to connect; those services apply their own notices and settings.
• Authorities or other parties when required by law or reasonably necessary to protect rights, safety, or service integrity.
• A successor in a merger, financing, reorganization, or sale, subject to appropriate confidentiality and notice.

See the current sub-processor list and working Data Processing Addendum.

5. AI and automated features

CoreFlow includes AI-assisted chat, classification, summarization, recommendations, planning, and agent workflows. The service sends the context required for an enabled feature to the configured model provider. Depending on the workflow, that context may include prompts, workspace records, integration content, or conversation history.

Customer Data is not authorized for model training by Monolith. Model outputs may be incomplete or incorrect and must be reviewed before consequential use. CoreFlow applies permission and approval controls to tools, but customers remain responsible for configuring access and reviewing actions.

6. Consent, connected platforms, and cookies

Customer administrators can manage accounts, permissions, integrations, retention choices, and workspace content, and may be able to access end-user activity and content. Their organization’s policies also apply.

Connections to external services depend on authorization by an eligible user or administrator and the permissions granted by the provider. These services may include Microsoft, Google, financial-data providers such as Plaid, billing providers such as Stripe, and customer, workforce, or file platforms. Access is limited to the enabled feature, disclosed purpose, and approved permissions; connecting one service is not permission to access unrelated accounts or use its data for an undisclosed purpose.

Where processing relies on your consent, you may decline or withdraw it using the available feature or integration controls, the provider’s account-permission controls, or by contacting pat.kennedy@monolithdata.com. Declining or withdrawing required access may make the connected feature unavailable. Withdrawal applies to future consent-based processing; it does not undo processing already performed or remove records we must retain for another lawful purpose.

Disconnection, revocation at the provider, and deletion of retained data are separate steps. Available CoreFlow disconnect controls manage the local connection; provider-side permissions may also need to be revoked in the provider’s account settings. Disconnecting does not automatically erase imported records, conversation history, derived summaries, or backups. To request deletion, use the controls or contact described in Section 7. A provider may also hold information under its own privacy notice and request process.

The common rules in this policy apply to every connected service. The provider-specific disclosures below explain additional data flows and restrictions. Where a provider imposes a stricter limit on its data or information derived from it, that limit takes precedence over a more general statement here. Our sub-processor list describes the providers that help operate CoreFlow; a connected service may separately handle information under its own privacy notice.

CoreFlow uses first-party cookies and local storage for authentication, security, preferences, and essential service state. Optional analytics operate only where configured. We do not use third-party advertising cookies in the application.

Financial account connections, including Plaid

CoreFlow uses Plaid to connect financial accounts that you choose to link for bank-feed reporting. Connecting is optional. When you continue through Plaid Link and grant access, you authorize Plaid to obtain information from the selected financial institution and transmit it to CoreFlow for the disclosed features. Review the accounts and permissions shown during connection; connecting a bank does not authorize unrelated uses of its data.

Depending on the connection and approved permissions, we receive institution and account identifiers, account names and types, masked account numbers, currencies, balances, and transaction details such as dates, descriptions, amounts, merchants, and categories. We use this information for synchronization, reconciliation, cash-flow reporting, and financial analysis you authorize. The current Plaid connection requests transaction access; it does not itself authorize payment initiation or transfers.

Your financial institution or connection provider handles bank sign-in. CoreFlow does not ask you to provide your bank password to CoreFlow. We store connection references and encrypted access tokens on the server. Financial records are associated with the customer organization and made available to authorized members according to its permissions. Hosting, database, and security providers process the information needed to operate and protect the service; an authorized AI feature may send relevant financial context to the configured AI provider as described in Sections 4 and 5 and the sub-processor list. We do not sell this information, use it for advertising, or authorize it for model training.

Plaid also handles information under its End User Privacy Policy, which explains its collection, use, sharing, retention, and privacy choices. That notice is separate from this policy. You can manage eligible Plaid connections through Plaid Portal or your financial institution’s available controls. Contact pat.kennedy@monolithdata.com for help stopping CoreFlow’s connection or requesting provider-side revocation; local disconnection alone is not confirmation that Plaid access has been revoked.

Disconnecting a bank is separate from deleting financial records. We preserve previously imported records for the customer’s ongoing authorized bookkeeping and reporting after disconnection. This does not authorize new bank access or further synchronization. To request deletion of imported records or close your account, contact the privacy contact in Section 7. CoreFlow’s retained copies and information held independently by Plaid or the financial institution may require separate requests; their notices and applicable obligations govern their copies.

Google account data: access, use, storage, and sharing

CoreFlow OS, operated by Monolith Data Systems LLC, connects to Google only after you choose to connect an account and authorize access on Google’s consent screen. The connection currently requests Gmail, your primary Google Calendar, and Google Tasks together. You can decline access, disconnect in Settings → Integrations, or revoke CoreFlow’s access in your Google Account connections.

What we access and why

• Account identity: your Google account identifier and email address identify the connected account and associate it with the correct CoreFlow connection. We do not request Google profile photos or a Google Contacts or Drive connection through this integration.
• Gmail: message and thread identifiers, sender and recipient addresses, subjects, dates, labels, and snippets support the Email workspace and authorized Aria features. The current inbox sync imports metadata and snippets rather than full message bodies or attachments. Messages you compose, send, or provide for an authorized workflow can also contain message content. When you request it, CoreFlow can send a composed message or reply, mark messages read or unread, star or unstar, archive, or move them to Trash. The connector does not request permission to bypass Trash for permanent deletion.
• Google Calendar: primary-calendar event identifiers, titles, descriptions, times, locations, organizers, attendees, response status, reminders, and meeting links support the Calendar workspace and briefings. Authorized requests can create, edit, reschedule, or cancel events and send attendee updates.
• Google Tasks: task-list identifiers and names, task titles, notes, due dates, completion status, and related identifiers support task synchronization. Authorized requests can create, edit, complete, reopen, or delete tasks.

How we store and protect it

CoreFlow stores connection identifiers, account email, granted permissions, synchronization state, and imported mail, calendar, and task records in its hosted database, scoped to the connected account and customer organization. Inbox synchronization stores message metadata and snippets; message content may also be processed when you provide it in an authorized workflow. OAuth access and refresh tokens are encrypted in the credential vault and used by server-side connectors; CoreFlow does not collect your Google password. Workspace content, authorized AI conversations, and derived records may retain Google content used in those features. Browser authentication and preference storage support the interface.

Disconnecting deletes the saved credentials and disables that connection’s scheduled synchronization. It does not automatically erase previously imported content, conversation history, or all derived records, and it does not itself revoke the grant in your Google Account. To remove retained data, use the export and deletion options described below or contact pat.kennedy@monolithdata.com. Customer instructions, recovery windows, backups, security needs, and applicable recordkeeping obligations govern retention; we do not promise that disconnecting immediately removes every copy.

Who can receive it, including AI services

Google receives the requests needed to read or change your Google records. CoreFlow’s hosting and database providers process stored records to operate the service. When an authorized Aria feature uses Google content for a briefing, summary, classification, search, or requested action, relevant content can be sent to the configured AI inference or embedding provider, including Anthropic, DigitalOcean, or OpenAI as applicable. Derived summaries, search indexes, and conversations can be stored in your workspace. See the sub-processor list for provider purposes. Recipients of messages and calendar invitations receive the information you direct CoreFlow to send. Workspace access follows the account’s personal or shared configuration and customer permissions.

CoreFlow’s handling and transfer of Google API data comply with the Google API Services User Data Policy, including its Limited Use requirements. These Google-specific limits apply to raw data and information derived from it, and take precedence over broader disclosures elsewhere in this policy.

• We use Google data for the connected, user-facing features described here. We do not sell it, use it for advertising, supply it to data brokers, or use it to assess creditworthiness.
• Google data is not used to train or improve general-purpose AI or machine-learning models. Processing content to answer your request or maintain your workspace’s search index does not authorize model training.
• Monolith personnel may read Google data only with your affirmative permission for specific content, where needed to investigate security issues, where required by law, or for permitted internal use of aggregated information.
• Transfers are limited to authorized user-facing features with consent, security needs, legal obligations, or a business transfer with your explicit prior consent. General business-transfer language elsewhere does not override this requirement.

7. Retention, export, and deletion

We retain information for the period needed to provide the service, meet customer instructions, secure the platform, resolve disputes, and satisfy legal obligations. Retention varies by category. Customer content is ordinarily available while the subscription is active and during the documented post-termination export period; security, audit, tax, and transaction records may be retained longer where required.

To request an export, deletion of particular records, or account or organization closure, contact pat.kennedy@monolithdata.com and your organization’s administrator. We verify identity, authority, and the scope of the request before acting. Do not rely on disconnecting an integration to submit a deletion request. A legal hold, fraud/security investigation, or mandatory recordkeeping requirement may limit deletion; we explain applicable exceptions when responding.

Our selected retention targets are deletion from active systems within 30 calendar days and expiry from backups within 90 calendar days of the same verified deletion request or account-closure request, subject to applicable obligations. These are implementation targets, not a confirmed automated deletion schedule or a guarantee that every provider backup currently expires within 90 days. Enforcement and provider backup settings are still being verified. We confirm the applicable scope, timing, and any retained categories when handling your request.

These requests can concern information held across CoreFlow and its connected features, including imported platform records, financial data, files, conversations, and derived content. To request deletion of particular integration data without closing the account, contact pat.kennedy@monolithdata.com and identify the relevant service and records. Do not send passwords, access tokens, or complete financial account numbers. We handle requests according to verified authority, customer instructions, and applicable obligations, and coordinate with service providers where they process information on our behalf. Providers that independently control information may require a separate request under their own privacy notices.

8. Your choices and privacy rights

Depending on where you live and the law that applies, you may request access, correction, deletion, portability, restriction, or information about disclosures, and may appeal a denied request. We will verify identity and authority before fulfilling a request. We will not discriminate for exercising a privacy right.

Monolith Data Systems LLC is a Connecticut company. Connecticut residents have the rights described in the Connecticut Data Privacy Act (CTDPA), including the right to confirm whether we process your personal data, to access, correct, delete, and obtain a copy of it, to opt out of targeted advertising, the sale of personal data, and profiling in furtherance of decisions that produce legal or similarly significant effects, and to appeal a denied request. We do not sell personal data and do not use it for targeted advertising. We respond to verified requests within 45 days (extendable once by 45 days where reasonably necessary), and if we deny an appeal we will tell you how to contact the Connecticut Attorney General. Residents of other states with comparable laws may exercise the equivalent rights under those laws.

For Customer Data, contact your organization’s administrator. For data Monolith controls, email pat.kennedy@monolithdata.com. Authorized agents should provide proof of authority. We may retain information where an exception applies.

The same request channel applies regardless of which vendor or connected platform supplied the information. Identify the account, the right you wish to exercise, and the relevant service or data category so we can route the request to the appropriate organization or provider. We may request the minimum information needed to verify identity and authority. If you wish to appeal a decision on a request we handle, reply to that decision or email the privacy contact with the request reference.

CoreFlow is a business service not directed to children, and we do not knowingly offer accounts to children under 16.

9. Security and international access

We use technical and organizational safeguards designed for the sensitivity of the information, including encryption in transit, access controls, tenant scoping, audit logging, multi-factor controls for sensitive administration, monitoring, and incident response. No system is completely secure.

Our hosted database provider encrypts database data and backups at rest. CoreFlow uses verified TLS for its hosted database connections and encrypts saved integration credentials in its server-side credential vault. These protections supplement the permissions that control access to stored information.

CoreFlow is currently offered to US-headquartered customers and primarily processes data in the United States. Users who access the service from elsewhere may transfer information to the United States. See US-only availability.

10. Changes and contact

We will post revisions here with a new “Last updated” date. If a change materially reduces customer rights or changes how Customer Data is used, we will provide advance notice through the service or the customer’s administrative contact when reasonably practicable.

Before introducing a new connected-platform data category or purpose, we will update the relevant disclosures and obtain any fresh consent or provider authorization required for that change before the new processing begins. The same rule applies when adding or changing a vendor; an updated policy date alone does not grant access or consent.

Before accessing additional Google data or using Google data for a new purpose, we will update this policy and the relevant in-product notice, notify affected users, and request their consent to the change. We will not begin that new access or use until the affected user has consented. A changed policy date alone does not constitute consent.

Questions and requests: pat.kennedy@monolithdata.com.