What this policy covers
This Privacy Policy applies to AI Workflow Architect, including its web services, account-connected features and supported assistant integrations. The service is published and operated by The UGC Playbook LTD trading as sisincube.
The main sisincube website has a separate site-wide privacy policy. ChatGPT and OpenAI process information under their own terms, privacy policies and account controls.
Information you choose to provide
AI Workflow Architect can process operational information included in a workflow description, such as:
- workflow triggers, stages and intended outcomes;
- roles, teams, responsibilities and approval points;
- systems, records, integrations and data requirements;
- workflow frequency, volume and time constraints;
- delays, handoff problems, duplication and failure points;
- business rules, controls and exception paths;
- security, auditability or compliance requirements;
- implementation constraints and follow-up instructions.
Information connected to authenticated use
When you sign in or connect an existing account, AI Workflow Architect may store account and organisation records needed to provide the service. These can include your name, email address, account identifier, organisation membership, role, authentication records and service preferences.
Authentication providers may process additional technical and identity information under their own privacy terms. AI Workflow Architect uses the resulting account information to recognise authorised users and associate projects with the correct account or organisation.
Workflow architectures may be stored
Authenticated users can have workflow projects stored by AI Workflow Architect. Stored project data may include the workflow description, Architecture Readiness Preview, current-state and future-state analysis, Complete Automation Blueprint, generated architectures, implementation plans, build packs, follow-up refinements and related project metadata.
This storage supports project history, continued refinement, account access and retrieval of generated work. Do not assume that workflow information disappears when a ChatGPT conversation ends.
Records used to provide authorised features
AI Workflow Architect may store entitlement and usage information, including plan or access status, feature eligibility, blueprint allowances, usage events, timestamps and organisation-level limits. These records help determine whether an authenticated account can use a requested feature and help prevent misuse.
The ChatGPT integration may receive only the access result needed to continue the requested action. It should not ask you to paste private credentials into the conversation.
Providing and improving the service
Information may be used to:
- assess workflow readiness and generate requested architecture outputs;
- save, retrieve and refine workflow projects;
- authenticate users and manage organisation access;
- recognise entitlements and record relevant usage;
- operate, secure, diagnose and improve the service;
- respond to support, privacy and account requests;
- meet legal, security and record-keeping obligations.
Your ChatGPT conversation is processed separately
When you use AI Workflow Architect through ChatGPT, OpenAI processes the conversation, account information and platform activity according to its applicable terms, privacy policy, product settings and data controls. That processing is separate from the records stored by AI Workflow Architect.
The integration receives the information needed for the requested tool action and returns the resulting content to ChatGPT. sisincube does not control OpenAI's storage or use of your wider conversation history.
Limited sharing needed to operate
AI Workflow Architect may use service providers for hosting, databases, authentication, security, communications, monitoring and technical delivery. Those providers may process information as needed to perform their services and are subject to their own contractual and security obligations.
sisincube does not sell workflow project information for advertising. Information may be disclosed when required by law, to protect the service and its users, or in connection with a lawful business transfer.
How long records may be kept
Account, organisation, project, generated-output and entitlement records may be retained while needed to provide the service, preserve project history, resolve disputes, maintain security and meet legal or operational requirements. Retention can vary by record type and account status.
Technical logs and backups may remain for limited periods after active records are changed or deleted. Contact sisincube if you have a question about a specific project or account record.
Protect sensitive workflow information
Reasonable technical and organisational safeguards are used to protect service data, but no internet service can guarantee absolute security. Only submit information you are authorised to use, and remove unnecessary personal, confidential or regulated information from workflow descriptions.
Never submit passwords, private keys, access tokens, payment-card details or authentication credentials through ChatGPT or an AI Workflow Architect project.
Contact the publisher
To ask about your information, request help locating an account or project, or raise a privacy concern, contact The UGC Playbook LTD trading as sisincube at sisi@sisincube.com. The response may require verification that you are authorised to act for the relevant account or organisation.
Updates to this policy
This policy may be updated as AI Workflow Architect, its assistant integrations or its data handling changes. The effective date at the top of this page will be updated when material changes are made.