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Hebno stores the work members do in it and reads everything else live from your systems. This page lists what is kept, how it is protected and what happens when a member disconnects or leaves.

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What Hebno stores

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What Hebno does not store

Hebno does not copy business records. A CRM, an ERP or a ledger is queried at the moment of a request, with the credentials that apply to it, and only names and identifiers are kept to link documents to clients. Mailboxes, calendars, meetings and chat messages are searched live in the member’s own account and never enter the shared index.

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The knowledge index

For the sites, drives, libraries, folders and spaces your admins select, plus project files and the library, Hebno stores a knowledge index. It stores short passages of each document with their section context, labels such as client, document type and status, a fingerprint of each passage’s meaning, and the source permissions. It is in your organisation’s region and is encrypted at rest. When a source file is deleted, or an admin removes the source, Hebno deletes its passages, labels, fingerprints and permissions within minutes. See How Hebno works. From live systems, only what a reply used is kept: a short excerpt, the record name and a link back to the original. Anyone a conversation is shared with can read those excerpts, so share chats that draw on mail, meetings or finance data deliberately.

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Encryption

  • Connection tokens and credentials are encrypted at rest with AES-256-GCM.
  • Other stored data is encrypted at rest with AES-256.
  • Data in transit is protected with TLS 1.2 or higher.

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No training on your data

Hebno does not use conversations, uploaded documents or saved deliverables to train AI models, and the providers Hebno uses to run models are not permitted to. See the privacy policy and data processing agreement for the contractual position.

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Where data is stored

Your organisation’s data is hosted in the EU or the US, as chosen at creation. See Data residency.

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Disconnecting a system

When a member selects Disconnect, or an admin selects Revoke on the Connections tab, Hebno deletes the stored connection and its tokens. Hebno can no longer read or write that account. Excerpts already saved with past conversations remain with those conversations, so their sources remain checkable. Disconnecting Microsoft removes OneDrive, SharePoint, Outlook, Teams, calendar and OneNote together. Admins can also block an integration for the organisation. See Connectors.

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Memory

Memory is on by default and limited to durable facts about a member, such as role and stable preferences. Members view, delete and clear their memories under Settings → Chat preferences. Admins can turn memory off for the organisation under Organisation brain, which stops saving and hides existing memories from chats.

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Deletion and retention

  • Members can delete a conversation or select several under Manage threads. Deleted conversations are removed.
  • Members can delete their own memories and their account.
  • Admins can remove library content, projects’ files and linked sources.
  • After an organisation stops using Hebno, personal data is deleted within 30 days and backups are overwritten within 90 days.
Log entries are kept as an administrative record. Spend records are kept so reporting and limits remain accurate.

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Access by Hebno staff

Staff access to customer data is limited to fixing a problem you have reported, and staff are bound by confidentiality. Do not send client documents or credentials to support unless asked.

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Incidents

Hebno notifies affected customers of a personal data breach within 72 hours where feasible.

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Documents

The privacy policy, terms and data processing agreement are at hebno.com/privacy, hebno.com/terms and hebno.com/dpa. The data processing agreement lists subprocessors.

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Next steps