Privacy policy for UniWork, UniOffice and UniChat
Effective
This policy explains what personal data UniWork, UniOffice and the UniChat apps (web, desktop, Android, iPhone) collect, why, where it is kept, who it is shared with and how to ask to see or delete it.
Who is responsible for your data
UniWork, UniOffice and UniChat are operated by Unicom Technology Solutions Company Limited (enterprise code 0110397654, registered office: 4th Floor, No. 39 HDI Homes, Lane 29 Mac Thai Tong, Trung Hoa Ward, Cau Giay District, Hanoi, Vietnam). Personal data contact: contact@unicomhub.com.
When your organization uses UniWork, it decides who joins its workspaces and what content goes into them. We process workspace content to provide the service to the organization; its administrators can see member information and content within their permissions.
Data we collect
We collect only what is needed for you to sign in, work and talk with colleagues. The apps do not read your contacts, location or SMS messages.
| Data type | What it includes | Why |
|---|---|---|
| Account | Email, display name, profile photo, password (stored only as a hash), the account id and email of the Google or Apple account you linked (with the date you linked it), language, time zone, two-factor settings | Sign-in, identifying you and protecting your account |
| Organization profile | Job title, employee code, phone number (hidden by default), location, bio — entered by you or an administrator | Letting colleagues know who you are |
| Content | Messages, photos, files, voice messages, tasks, documents and their versions, meeting content and captions, email when the organization connects a mailbox | Providing the feature you use |
| Calls | Audio and video relayed live between participants through the call server; recorded only when a participant explicitly starts a recording | Voice and video calls |
| Devices and sessions | Push notification token, platform, device name, app version, IP address and browser/app of each session | Sending notifications, managing sessions, detecting unusual access |
| Activity log | Actions that change data (who, when, what) with IP address and browser/app | Security, traceability and resolving disputes within the organization |
| Web performance | Page load and responsiveness timings, not linked to an account | Keeping the website fast |
| Phone app usage statistics | Anonymous counters from UniChat for Android and iPhone: app opens, how long the first screen takes, whether a message was sent or failed and how long it took, opens from a notification, whether a call connected and how long it took, whether the previous run ended in a crash and whether an app update could start — added up by operating system and app version only, not linked to an account; you can turn them off | Knowing whether an app release works well |
| Phone app error reports | When UniChat for Android or iPhone hits an error: what led to it, device model, operating system, app version and user id (no email, name or message content); app start and screen load times for a small share of sessions | Finding and fixing bugs, keeping the app fast |
Device permissions
The apps ask for a permission only when you use the feature that needs it, and you can turn it off in your device settings at any time.
- Camera: video calls.
- Microphone: calls and voice messages.
- Photos: only the photos you pick to send to a conversation.
- Notifications: new messages, mentions and calls.
- Background audio (iPhone): keeping a call audible when you leave the app or lock the phone. Voice messages stop playing when you leave the app.
How we use data
To provide and protect the service: sign-in, syncing content across devices, notifications, abuse prevention and troubleshooting.
Signing in with Google or Apple: you sign in with Google or Apple themselves, so we never see that account's password. Google tells us your Google account id, email, name and profile photo; Apple tells us your Apple account id, your email (Apple's hidden email if you choose Hide My Email) and, the first time, your name if you share it. We ask for nothing else in your Google or Apple account. The token Google or Apple issues for a sign-in is used only to confirm it is you and is never shared with anyone; Apple's alone is encrypted and kept, so that we can ask Apple to revoke it when you delete your account. The UniWork password you type in the UniChat app goes straight to our servers over an encrypted connection and is never stored on the device.
We do not sell personal data, do not use it for advertising and do not include third-party advertising or analytics tools in the UniChat and UniOffice apps. We do not use your content to train AI models.
Anonymous usage statistics: the UniChat apps for Android and iPhone send counters to UniWork's own server — app opens, how long the first screen takes to appear, whether a message was sent or failed for good and how long it took, opens from a notification (a message or a call), whether a call connected and how long it took, whether the previous run ended in a crash and whether an app update could start. The server only adds them up by operating system and app version: they are not linked to you, your organization, a conversation or any content, and are not shared with third parties. This is on by default; you can turn it off in Settings → Privacy & security → Share anonymous usage statistics, and anything not yet sent is then dropped.
Error reports: when the UniChat app for Android or iPhone hits an error, it sends an error report to Sentry, a service provider acting on our behalf. A report includes what led to the error, the device model, operating system, app version and your UniWork user id. The app does not put message content or anyone's name into a report, and before sending it also strips email addresses, sign-in tokens, URL parameters, anything in quotation marks and the text of error messages returned by the server. No screenshots or session recordings are taken.
Push notifications may show the sender's name, the room name and up to the first 120 characters of a text message (voice messages, photos and files show only a label), as well as the name of the task, meeting or document they are about; that content travels through Expo, Google or Apple to reach your device. You can turn this off in the UniChat app under Settings → Privacy & security → Show content in notifications, and an owner or admin can turn it off for the whole organization. A notification then only says that something new arrived, without names, room names, titles or the message's words; only an incoming call still shows who is calling. You can also turn off notification previews in your device settings.
Reports and blocking: when you report a message or a person in UniChat, we store the reason, the words you add and the message or person concerned. Your organization's owners and admins see the report in the organization's Activity log — the reason, the person or message reported and who reported it — so they can act on it; the words you add stay out of the log and are kept with the report, in the organization's data export that only the owner can download. The person reported is not notified, but if they are an owner or admin they can see the report too. We, the operator, also see each report — the reason, the ids of the people and message concerned and of who reported it, never the message or the words you add — so that every report is acted on within 24 hours. You can also report directly to us at contact@unicomhub.com. When you block someone, neither of you can message the other directly until you unblock them.
AI features
When you use an AI feature — asking Ask UNI, summarizing unread messages, summarizing a call, AI in UniOffice — the relevant content (messages with sender names and times, or the documents and files you choose) is sent by the UniWork server to the AI model provider, currently Anthropic, to produce the answer. In a shared conversation or call, that content includes other members' messages and call content: whenever any member uses AI on a conversation or call, your messages in it are sent too. AI runs only when a member asks; content is not sent to AI in the background. In the UniChat apps for Android and iPhone you are asked to agree before you first use AI on the phone (the notice names the provider and what is sent); that agreement covers only your own AI requests from the phone, not another member's use of AI on the web or desktop. You can withdraw, or say no, at any time in the app's Settings → Privacy & legal; from then on the messages you write in conversations are left out of catch-up, Ask UNI and call summaries, including when another member asks on the web or desktop. The choice does not cover what you say or write in a meeting, task comments or documents.
AI conversation history is encrypted at rest. A UniOffice AI conversation expires after 30 minutes of inactivity and after 24 hours at most.
UniOffice
UniOffice for desktop opens and saves files on your computer. A local file is uploaded to UniWork only when you choose to save it to a workspace; each save then creates a new version instead of overwriting the last one. You sign in through your browser and can review or revoke each signed-in computer.
When you open or export a PDF, spreadsheet or legacy format on the web, the file is processed by our conversion server in the same infrastructure. The file exists only in the job's temporary storage, is deleted as soon as the job ends and is not sent to any third party.
Public share links are view-only, expire after 7 days by default (90 at most) and can be revoked; views are counted without recording the viewer's address. UniOffice for desktop's local MCP server is off by default; once you turn it on, programs on the same computer can control the open document.
Google Drive
When you connect Google Drive in a workspace, UniWork asks Google only for the drive.file permission, together with your email address and Google account id so it knows which account is connected. drive.file lets UniWork reach only the files you pick yourself in Google's file picker (Google Picker); UniWork cannot see any other file or folder in your Drive. When you pick a folder, UniWork learns only that folder's name, not the files inside it.
For each file you pick, UniWork stores: the file id, name, file type, link to open it in Drive, the owner's and last editor's names, when it was modified, its sharing state and number of people it is shared with, and the id and name of the folder that holds it when that can be read. The access and refresh tokens Google issues are encrypted at rest and never sent to a browser or app. UniWork does not keep a copy of your Drive files' content.
File content is read only when you ask for it (asking Ask UNI about a Drive file, or asking AI to create tasks from a document), through your own Google connection, never another member's. The content is processed in memory and sent to the AI model provider (see AI features) to produce the answer or the task proposals, and is not stored afterwards. An Ask UNI conversation about a Drive file is not saved to your history. Task proposals the AI writes (title, description, dates, priority) are kept for you to review and expire after 7 days; tasks you choose to create belong to the workspace like any other task.
UniWork's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. We use Google Drive data only to provide the features you see in UniWork; we do not use it for advertising, do not sell it, do not transfer it to anyone other than the AI model provider above when you ask, and do not use it to train or improve general AI models. Our staff do not read this data unless you agree, it is needed to investigate a security incident or abuse, or the law requires it.
You can unlink any file at any time, or disconnect your Google Drive account in UniWork; when you disconnect, UniWork asks Google to revoke the access it granted. You can also remove UniWork's access on your Google Account's permissions page (myaccount.google.com/permissions).
Who receives data and where it is stored
The application servers, database, document conversion server and call server are operated by us in Vietnam. We share data only with the providers below, for the work they do for us, or when the law requires it.
| Provider | What they do | Where |
|---|---|---|
| CMC Telecom | Storing photos, files, documents and voice messages | Hanoi, Vietnam |
| Anthropic | Processing AI requests when you use an AI feature | United States |
| Tavily or Brave; OpenAI | Only when an organization turns on UniOffice cloud AI tools: web search (the query), image generation (the prompt and reference images), speech to text (the audio file) | United States |
| Expo (650 Industries) | Relaying push notifications to phones; delivering mobile app updates | United States |
| Sentry (Functional Software) | Receiving error reports and performance measurements from the UniChat apps for Android and iPhone | United States |
| Google (Firebase Cloud Messaging), Apple (APNs) | Delivering push notifications to Android phones and iPhones | Google's and Apple's infrastructure |
| Sign in with Google (when you choose it) on the web, desktop and in the UniChat app through Google's sign-in library: Google tells us your Google account id, email, name and profile photo; sending system email such as verification codes | Google's infrastructure | |
| Google (Google Drive) | When you connect Google Drive: the file picker, and the details and content of the files you picked | Google's infrastructure |
| Apple | Sign in with Apple (when you choose it) on the web, desktop, Android and iPhone: Apple tells us your Apple account id, your email (Apple's hidden email if you choose Hide My Email) and, the first time, your name if you share it; email we send to a hidden address passes through Apple to reach your inbox | Apple's infrastructure |
| GitHub | Hosting UniChat and UniOffice desktop installers and updates | GitHub's infrastructure |
Retention and deletion
Content is kept while the organization uses the service. A message you delete is hidden from everyone immediately; a deleted document stays in the trash for 30 days and is then permanently deleted; each document keeps up to 500 versions; files no longer used anywhere are removed from storage by a daily clean-up.
Deleting your account: in the UniChat app open Settings → Delete account (when you are not in any workspace, Settings is on the workspace picker), or sign in to UniWork on the web and open Settings → Security → Delete account; then confirm your identity. Your email, name, profile photo, password, Google and Apple links, phone number and profile details are removed, and every session and notification token is revoked; if you signed in with Apple, we also ask Apple to revoke the app's Sign in with Apple authorization. Content you posted in an organization stays with that organization and is shown as "Deleted user". If you own an organization that has other members, transfer ownership first; if you are its only member, you can close the organization as you delete your account, right in the app.
Deleting an organization: the owner opens Settings → Organization data to download a data export or request deletion. The organization's content is permanently deleted after 5 days and the request can be cancelled until then. Invoices, payment records and the activity log are kept for accounting and security obligations.
If you cannot sign in, email a deletion request to contact@unicomhub.com from the account's email address.
Your rights
Under Vietnam's Decree 13/2023/ND-CP on personal data protection, you may be informed, give or withdraw consent, view and download, correct, delete, restrict or object to the processing of your data, and complain. You can edit most account details yourself in Settings; send other requests to contact@unicomhub.com. We verify your identity before acting and reply within the time the law requires.
For content that belongs to an organization's workspace, we may refer your request to that organization's administrators, since they manage it.
Security
Data is encrypted in transit (HTTPS, WSS). Passwords are stored only as hashes; two-factor secrets and AI conversation history are encrypted at rest. Access is checked against the organization and workspace on every request, and every data change is written to an activity log that cannot be altered.
The UniChat apps for Android and iPhone keep a copy on the phone so they work without a connection: your conversation list, unread counts, the workspace's people, the latest messages of recent conversations, and the messages, reads, reactions and votes you made while offline. That copy is encrypted on the phone with a key held in the phone's Keychain or Keystore; the key never leaves the phone, so a backup or another device cannot read the copy. Photos and files waiting to be sent sit in the app's private folder and are deleted once sent. All of it is erased when you sign out or delete your account.
Age
UniWork, UniOffice and UniChat are work tools for organizations, intended for people aged 18 and over. We do not knowingly collect children's data.
Changes to this policy
When this policy changes, we update this page and the effective date under its title; significant changes are announced in the app or by email before they apply.