At PMHub.io, we believe you should know exactly how your data is used — especially when AI is involved. This page explains how our AI-powered notes feature works, what data is shared, who it's shared with, and the specific steps we take to protect your information.

When you create a note in PMHub.io, you have the option to enable AI Parse. This is an optional feature — it is off by default and only activates when you explicitly toggle it on before saving your note.

When AI Parse is enabled and you save a note, PMHub.io sends the text of that note to OpenAI's API to perform two tasks:

• Extraction — The AI reads your note and automatically identifies and extracts: stakeholder names mentioned in the note; risks identified or discussed; actions assigned or agreed upon; and decisions made.
• Embedding — The note content is converted into a vector embedding (a mathematical representation of the text) that powers semantic search and contextual AI features within PMHub.io.

The extracted information and the embedding are then saved back to your PMHub.io account, associated with your note, so you can search, reference, and build on them within the application.

AI Parse is entirely optional. Notes created without AI Parse enabled are never sent to OpenAI. Your note content stays within PMHub.io's own infrastructure.

When you save a note with AI Parse enabled, the text content of that note is transmitted to OpenAI's API for processing.

We apply the principle of data minimization — only the note text required to generate the extraction and embedding is sent. No other personal information (such as your name, email address, account details, or data from other parts of your account) is included in the transmission.

No. PMHub.io operates under a Data Processing Agreement (DPA) with OpenAI. Under this agreement:

• OpenAI does not retain your note data after processing is complete.
• OpenAI does not use your note content to train its models.
• Your data is processed solely to generate the requested output (extraction and embedding) and is then discarded by OpenAI.

We review this agreement annually to confirm these protections remain in place. If anything changes, we will update this notice and notify affected users.

All data transmitted between PMHub.io and OpenAI is encrypted using TLS 1.2 or higher — the same standard used for securing data in transit in regulated industries. Your note content is never transmitted over an unencrypted connection.

PMHub.io maintains application logs for security monitoring, debugging, and compliance purposes. We apply the following protections specifically to AI-related activity:

• PII is redacted from logs. Personally identifiable information — including names or email addresses — is automatically redacted from log entries related to AI Parse activity. Your note content is not retained in our logs.
• Logs are stored securely. Operational logs are stored in an immutable, encrypted storage container. They cannot be modified or deleted within their defined retention period, protecting the integrity of our audit trail.
• Logs are access-controlled. Only the PMHub.io system administrator has access to application logs. They are never shared with third parties except as required by law.

When you delete a note, any AI-extracted content and embeddings associated with that note are soft-deleted immediately and permanently purged within 30 days. When you delete your account, all of your data — including AI-processed content — is permanently deleted within 90 days.

Yes, absolutely. AI Parse is an optional, opt-in feature. Every core feature of PMHub.io — creating and managing projects, tasks, notes, risks, actions, decisions, and stakeholders — works fully without AI Parse. You are never required to enable it.

If you prefer not to have any note content transmitted to a third-party AI provider, simply leave AI Parse toggled off when saving your notes.

When AI Parse is enabled, your note content is processed by:

PMHub.io does not sell your data to any third party, and your note content is never shared with anyone other than OpenAI for the purpose of processing your AI Parse request.

• Access the data PMHub.io holds about you.
• Delete your data by deleting individual notes, specific extracted content, or your entire account.
• Opt out of AI processing at any time by turning off AI Parse on any note before saving.
• Ask questions about how your data is handled by contacting us through our support page.

This notice applies specifically to the AI Parse feature. For our full data practices, please see our Privacy Policy and Terms of Use.