Privacy Policy

The MonoRo platform is operated by MonoRo Technologies LLC (“MonoRo”, “we”, “us”), a limited liability company organized under the laws of the State of Maine, with its address at 38 River Woods Dr, Scarborough, ME 04074, United States.

This policy covers the MonoRo platform, the MonoRo mobile app, and this website, as offered to customers in the United States. A separate MonoRo entity operates the platform in India under its own India privacy policy. If you contracted with the Indian entity, that policy applies to you and this one does not.

Almost everyone whose information is in MonoRo is there because their employer put it there. That distinction decides who is answerable for what.

The business that subscribes to MonoRo (the “Customer”) decides what to collect, which features to switch on, who inside their company can see it, and when to delete it. Under US state privacy laws they are the controller, or business, for their employees’ information.

MonoRo is the service provider, or processor. We handle that information to deliver the platform to the Customer and for no independent purpose of our own. We do not build profiles of employees, and we do not use one Customer’s data to serve another.

Where you deal with us directly — you asked for a demo on this website, or you are the person who administers a Customer account — we are the controller of that information and this policy governs it in full.

The categories below are everything the platform can collect. What is actually collected about any one person depends on which features their employer has switched on.

Identity & account

Name, mobile phone number, employee ID, job role, department, assigned sites, and the organization you belong to. Profile photo and employment documents where your employer uploads them.

Authentication

MonoRo has no email-and-password login. You sign in with your phone number, a one-time code sent to it, and a 4-digit PIN you set. We store the phone number and a record of the PIN; the one-time codes are handled by Google Firebase Authentication.

Work evidence

Photos and video you submit to close a task, a checklist item or an SOP step; the text you type; the QR code of the asset you scanned; timestamps; and the AI’s verdict, numeric score and written reasoning about that evidence.

Location

Where your employer uses site perimeters, the coordinates recorded at the moment you clock in or out, or capture evidence, and whether that point fell inside the perimeter. We record the point of capture — not a continuous track of your movements, and nothing when the app is closed.

Voice notes

Where your employer enables clock-out voice notes, the audio you record and, where transcription is also enabled, the text transcript of it.

Facial images

Only where your employer enables photo capture at clock-in. See section 6.

Device & technical

Device and browser type, app version, IP address, and the push-notification token that lets us deliver alerts to your device.

Usage & audit logs

Records of actions taken in the platform — who submitted, approved, escalated or changed what, and when. These exist so the audit trail can be trusted and cannot be switched off per user.

Business contact details

If you asked for a demo on this website: your name, company, city, state, work email and phone number, and whether you agreed to be contacted.

Billing

For Customers, subscription and invoice records. Card details are entered with our payment processor and never reach MonoRo’s systems.

We use the information above to:

• run the platform — assign work, record what was done, and show it to managers;
• check submitted evidence against the standard the Customer wrote, and score it;
• send alerts, reminders and escalations to the people who need them;
• keep an audit trail the Customer can rely on later;
• authenticate you, keep accounts secure, and investigate misuse;
• provide support, fix faults, and improve the reliability of the platform;
• bill Customers and meet our legal and tax obligations;
• respond to you if you asked us to get in touch about MonoRo.

The core of MonoRo is an AI check on real work. When you submit a photo, a video or a voice note, it is sent to Google’s Gemini API, which compares it against the written standard your employer set and returns a verdict, a score out of ten, and a plain-English explanation. That output is stored on the record alongside your evidence.

The AI scores work against a standard. It does not make employment decisions on its own — a person at your employer decides what to do with a failed check, and can override it. If you think a verdict about your work is wrong, raise it with your employer, who can review the evidence and the reasoning we stored with it.

MonoRo includes an optional feature that photographs an employee at clock-in and has AI assess their appearance against a dress or grooming standard the employer set.

This feature is not part of our standard US configuration. Where a Customer chooses to enable it, that is the Customer’s decision and the Customer is responsible for obtaining whatever notice and written consent the law of their state requires before any employee is photographed — including, where applicable, the Illinois Biometric Information Privacy Act, the Texas Capture or Use of Biometric Identifier Act, and comparable laws. Our customer agreement requires this.

MonoRo does not use these photographs to identify or recognize anyone, does not match them against any other image, and does not create or store a faceprint, face template, or scan of face geometry from them. The photograph is assessed for appearance and stored with the shift record.

If you are an employee and are being photographed at clock-in, your employer switched that on. Ask them what they are collecting, why, and how long they keep it.

Location. We capture a location fix at the moment of a clock-in, clock-out or evidence capture, so a record can show it was made at the site rather than somewhere else. We do not track you between those moments and we collect nothing while the app is closed. Your device will ask for location permission before any of this happens, and you can refuse or withdraw it in your device settings — though your employer may then not accept the record.

Voice notes. Where enabled, a clock-out voice note records you speaking. You choose whether to record and what to say. Some states require that everyone in a recording consents to it; do not record other people without their agreement.

We disclose information to the following categories of service provider, each under a contract that limits them to processing it for us:

• Google Cloud and Firebase — hosting, database, file storage, authentication and push notifications.
• Google Gemini API — the AI checks described in section 5.
• Google Maps Platform — address lookup and site-perimeter features.
• Mailgun — transactional and notification email.
• Dodo Payments — subscription billing for US Customers, as merchant of record. Card details go to them, not to us.

We also disclose information to the Customer whose account it belongs to; to professional advisers under a duty of confidence; where the law requires it or to respond to a valid legal request; to protect our rights or someone’s safety; and to a successor entity in a merger or acquisition, in which case we will say so before your information becomes subject to a different policy.

MonoRo does not sell personal information, and does not share it for cross-context behavioral advertising, as those terms are defined by the California Consumer Privacy Act and comparable state laws. We have not done so in the preceding twelve months. We do not run advertising, and we do not use one Customer’s data to serve another.

Access to Customer data is restricted to authorized MonoRo personnel who need it to operate the platform or answer a support request, and is logged.

Some of those personnel work outside the United States, including in India. Personal information may therefore be accessed from, and processed in, countries whose data protection laws differ from those of your state. The same contractual and technical controls apply wherever our personnel are working.

Some files are deleted automatically on a fixed schedule. The rest is kept until the Customer deletes it or the account closes, because the point of an audit trail is that it is still there when someone asks.

Team chat attachments

Deleted 7 days after upload.

Clock-out voice notes

The audio is deleted 14 days after upload. Any transcript made from it is kept with the shift record.

Sales & field-visit photos

Deleted 90 days after upload.

Task, checklist and SOP evidence

Kept for the life of the Customer’s account, unless the Customer deletes it sooner. This includes photos, video, AI verdicts and audit logs.

Shift and attendance records

Kept for the life of the account. Customers commonly have their own legal retention obligations for these.

Demo requests

Kept while we are in contact with you and for a reasonable period afterwards. Ask us to delete yours at any time and we will.

Billing records

Kept as long as tax and accounting law requires, regardless of account closure.

When a Customer closes their account, we delete or return their data on request, subject to the billing records above and anything we must keep by law.

Data is encrypted in transit and at rest by our cloud provider. Each Customer’s data is separated at the database level and access is enforced server-side, not merely hidden in the app. Sign-in requires possession of the phone number plus a PIN. Access to production systems is limited to the personnel who need it.

No system is perfectly secure. If a breach affects your personal information, we will notify the affected Customer and, where the law requires it, affected individuals and regulators, within the time the law allows.

Depending on where you live — California, Colorado, Connecticut, Virginia, Utah, Texas, Oregon, Montana and a growing number of other states — you may have the right to know what personal information is held about you, to get a copy of it, to correct it, to have it deleted, and to appeal a refusal. You have the right not to be discriminated against for exercising any of them.

If your employer uses MonoRo: send your request to your employer. They control the record and can act on it directly. If you send it to us, we will pass it to them and support them in responding, but we will not alter or delete an employer’s records on an employee’s instruction — doing so would let one person edit an audit trail that belongs to someone else.

If you dealt with us directly — a demo request, or a Customer administrator — email us at partnerships@monoro.app and we will respond within the time your state’s law allows, normally 45 days. We will need to verify your identity before acting, which for most requests means confirming control of the email address or phone number already on the record. An authorized agent may act for you with written permission.

Because we do not sell or share personal information or use it for targeted advertising, there is nothing to opt out of on those grounds, and we honor no Global Privacy Control signal because none applies. We do not use personal information for profiling that produces legal or similarly significant effects without a person in the loop.

MonoRo is a workplace tool sold to businesses and is not directed at children. We do not knowingly collect personal information from anyone under 16. If you believe a child’s information has reached us, contact us and we will delete it.

We may update this policy. When we make a material change we will update the date at the top and notify Customer administrators by email at least 14 days before it takes effect. Continuing to use the platform after that date means the updated policy applies.

Questions about this policy, or about your information: