MyHub AI Usage & Data Processing Policy

Purpose

This policy explains how MyHub uses artificial intelligence (“AI”) features within the MyHub platform, including AI Search and AI-assisted functionality.

It is intended to help MyHub customers understand:

  • how AI features operate
  • how customer data may be processed
  • what third-party AI providers may be involved
  • what controls customers retain
  • the responsibilities of both MyHub and the customer

This policy applies to customer organizations using AI-enabled features within the MyHub platform.

1. AI Features Covered by This Policy

This policy applies to AI-powered functionality made available within the MyHub platform, including but not limited to:

  • AI Search
  • AI-assisted content generation
  • AI-assisted summaries and recommendations
  • AI-enhanced indexing and retrieval
  • AI-powered document and knowledge search
  • future AI-enabled platform capabilities released by MyHub

2. AI Search Is Optional and Disabled by Default

AI Search is an optional feature and is disabled by default for all customers.

AI Search can only be enabled:

  • through engagement with the MyHub Customer Success team
  • in consultation with an authorized representative of the customer
  • during a coordinated enablement and configuration process

MyHub does not automatically enable AI Search for customer environments.

AI Search configuration settings, indexing scope, repository mappings, exclusions, and related controls are configured during the implementation and setup process.

Changes to indexing scope, repository mappings, or search configuration after initial setup may require partial or full re-indexing activities and may require additional processing time, operational review, or additional charges depending on the nature of the changes requested.

3. Third-Party AI Providers

To provide AI functionality, MyHub may use one or more third-party AI providers and subprocessors.

These providers may change over time based on:

  • performance
  • reliability
  • availability
  • functionality
  • commercial considerations
  • customer configuration choices

Examples may include providers such as:

  • OpenAI
  • Microsoft Azure
  • Anthropic
  • Google
  • other AI infrastructure or model providers

MyHub configures supported AI providers and integrations to process customer data for inference and AI functionality only, rather than public model training purposes.

Customers may have the ability to configure and use their own AI provider credentials or accounts where supported by MyHub.

Compatibility with customer-selected providers, models, and configurations may vary and could require additional configuration, validation, or custom development.

Where customers choose to use their own AI provider accounts or credentials, customers are responsible for reviewing and accepting the applicable provider terms, privacy policies, security controls, and data handling practices associated with their selected provider.

4. How Customer Data May Be Processed

When AI features are enabled, customer data may be processed for the purpose of delivering AI functionality.

Depending on enabled integrations, configuration, and feature usage, this may include:

  • metadata
  • indexed content
  • extracted document text
  • prompts and search queries
  • document contents
  • attachments
  • embedded content
  • synchronized repository content

Processing occurs solely for the purpose of delivering AI-related functionality within the MyHub platform.

The customer remains responsible for determining what repositories, content, and data categories are made available to AI-enabled functionality within their MyHub environment.

MyHub does not persistently store customer prompts or AI queries submitted through AI-enabled functionality.

5. File Provider Integrations and AI Indexing

MyHub may support integrations with third-party file and content providers including:

  • Microsoft SharePoint
  • Microsoft OneDrive
  • Google Drive
  • Dropbox
  • other supported repositories and storage providers

When enabled by the customer, MyHub may:

  • synchronize content from connected repositories
  • create indexed search data
  • maintain secured indexed search data within the customer’s MyHub environment to support AI Search and retrieval functionality

Indexed search data is operational in nature and is used solely to support search, retrieval, and AI functionality within the customer environment.

Content may be indexed when initially synchronized, uploaded, mapped, or otherwise made available to MyHub AI functionality.

Updated or newly added content may trigger additional indexing activity.

Deleted content may be removed from indexed search data during subsequent synchronization or indexing processes.

MyHub does not continuously monitor external repositories in real time.

MyHub is not intended to replace the customer’s primary document management or storage platform.

6. Customer Administrative Controls

Customers retain significant administrative control over AI Search configuration and indexing scope.

Depending on the feature and integration, administrators may control:

  • which repositories are connected
  • which content areas are indexed
  • which folders are included or excluded
  • which files are excluded from indexing
  • which features participate in AI Search
  • search visibility and permissions

These controls may extend to granular file-level and feature-level exclusions.

Customers are responsible for configuring these controls appropriately for their organization.

7. AI Model Training

MyHub configures its AI integrations and provider relationships so that customer data processed through MyHub AI features is not used to train public or shared AI foundation models.

Customer content, indexed data, prompts, and AI Search queries are processed solely for the purpose of delivering AI functionality within the MyHub platform, including search, retrieval, summarization, and response generation.

MyHub does not intentionally submit customer data to AI providers for model training or model improvement purposes.

Where customers choose to connect their own AI provider credentials or accounts, the customer is responsible for reviewing and accepting the terms, configuration, and data handling practices associated with their selected provider.

8. Geographic Processing and Data Residency

AI-related processing may occur across multiple geographic regions and jurisdictions depending on:

  • the AI provider used
  • infrastructure routing
  • customer configuration
  • platform availability and operational requirements

MyHub does not provide region-specific AI processing guarantees.

Customers should evaluate whether AI-enabled functionality is appropriate for their own legal, regulatory, privacy, and internal compliance obligations before enabling AI features.

9. Sensitive Information

Customers should carefully consider whether to enable AI functionality for repositories or content containing:

  • confidential information
  • regulated information
  • sensitive HR records
  • financial information
  • legal documentation
  • health information
  • passwords
  • API keys
  • access credentials
  • infrastructure configuration details
  • security certificates or secrets
  • other highly sensitive organizational data

MyHub provides administrative controls designed to allow customers to exclude sensitive repositories, folders, files, and content areas from AI Search and indexing.

Customers remain responsible for determining the appropriateness of AI functionality for their environment and should avoid making highly sensitive or security-critical information available to AI-enabled functionality unless appropriate governance and controls have been implemented.

10. Customer Prompts and Queries

Prompts, search requests, and user-submitted AI queries may be processed by third-party AI providers in order to deliver AI functionality.

Customers should ensure users understand appropriate usage expectations when interacting with AI features.

Prompt handling, caching, and operational processing may vary depending on the AI provider used and the provider’s operational policies.

11. Accuracy and AI-Generated Responses

AI-generated responses and search results are assistive tools only.

AI systems may:

  • produce inaccurate results
  • generate incomplete information
  • omit relevant content
  • return outdated information
  • produce unexpected or misleading outputs
  • hallucinate responses
  • fail to follow instructions or configured guidance consistently

Customers and users remain responsible for reviewing and verifying AI-generated outputs before relying on them.

For AI Search functionality, summaries and generated responses should not be treated as the sole source of truth. Customers should review the original source documents, files, and content where accuracy or completeness is important.

MyHub does not guarantee the accuracy, completeness, or suitability of AI-generated responses.

12. Security and Permissions

AI Search respects the permissions and visibility rules configured within the MyHub platform.

Search results and indexed content visibility are intended to align with the customer’s configured access controls and permissions structure.

Customers remain responsible for:

  • maintaining appropriate permission structures
  • configuring repository access correctly
  • managing administrator access
  • reviewing indexing scope and exclusions

13. Changes to AI Functionality

AI technology and AI provider capabilities evolve rapidly.

MyHub may:

  • add or remove AI providers
  • change AI models
  • modify AI functionality
  • update integrations
  • improve indexing and retrieval methods
  • introduce new AI-powered features over time
  • add, remove, or modify AI feature usage limits
  • restrict or suspend AI functionality where necessary to protect platform stability, security, availability, or fair usage

MyHub may update this policy periodically to reflect those changes.

14. Fair Usage and AI Consumption

Unless otherwise explicitly stated by MyHub in writing, AI-enabled functionality, including AI Search, is included within the customer’s subscription fees subject to fair and reasonable usage.

AI-related infrastructure and processing costs may vary significantly depending on:

  • usage patterns
  • indexing scope
  • repository size
  • prompt volume
  • provider costs
  • model selection
  • customer configuration choices

MyHub reserves the right to:

  • apply fair usage limits
  • introduce or modify AI-related usage allowances
  • restrict abusive, excessive, or unreasonable usage
  • introduce additional charges for unusually high AI consumption or materially abnormal usage patterns

Where practical, MyHub will work collaboratively with customers to review usage patterns and explore configuration, indexing, or search optimization options before introducing additional restrictions or charges.

15. Relationship to Privacy and Data Processing Terms

This policy should be read alongside MyHub’s:

  • Privacy Policy
  • Terms of Use
  • Data Processing Addendum (where applicable)

Customers remain responsible for ensuring their use of AI-enabled functionality complies with their own legal, privacy, regulatory, and internal governance obligations.

16. Contact

Customers with questions regarding AI functionality, data handling, or AI-related controls should contact MyHub Support or their Customer Success representative.