ALMA · Hub · Privacy

Hub is white-label software an organisation runs on its own infrastructure, often under its own name, called its workspace. The Hub apps for iPhone, iPad and Mac (bundle ID dev.alma.hub), Hub Classic for Macs on macOS 12 and 13 (dev.alma.hub.classic) and the Hub web app connect to that workspace. This policy explains what data Hub handles, where it is kept, and who is responsible for it.

Who is responsible

Your organisation runs its workspace and decides how it is used. It is the controller of the data in it: your account and your content. Questions about that data, or requests to delete your account, go to your organisation's administrator.
ALMA (Albuquerque de Matos, Unipessoal, Lda, NIPC 516746596, Rua Canto da Maya 1, 8.º, 1070-372 Lisboa, Portugal) publishes Hub and its apps. ALMA is the controller of the limited data that reaches ALMA's own services for its own purposes, listed under "Data that reaches ALMA", and processes the rest of what reaches it on your organisation's behalf, under the terms in the Hub EULA.

Summary

No advertising, no tracking across apps or websites, no sale of personal data.
Your workspace data is stored in your organisation's own deployment, not by ALMA. If your organisation turns on cloud conversion, the files you convert that way pass through ALMA's conversion service.
ALMA receives error reports to fix problems (kept for 90 days) and any feedback you choose to send (kept for two years), and, for most workspaces, passes notifications on to Apple.

Data in your organisation's workspace

Account: name, email address, role and permissions, and language. Your password is stored only as a secure hash.
Content: the files, meetings and meeting history (who joined and when), time entries, mail campaigns and other content you create or upload in the workspace's apps.
Sign-in and security: for each signed-in device, the IP address, which device and browser or app it is, an approximate location derived from the IP address (city and country), how you signed in and when it was last active. You can see these, and sign any device out, in Settings → Sign-in & security. A session ends when you sign out or after 7 days without use.
Passkeys: if you create one, the workspace stores its public key, an identifier, which password manager holds it, and when it was created and last used. The private key never leaves your device or password manager.
Notifications: if you allow them, the device's notification token, the device name and model, and the system and app versions.
Preferences: theme, language, and notification and meeting settings.

Data that reaches ALMA

Error reports: when something fails, the app sends ALMA a report with the error and where it happened, the page address with sensitive parts removed, your user ID and email address, the app version, the workspace's address and licence, and device details (browser or app version, screen size, language and connection type). ALMA uses them only to find and fix problems, on the basis of its legitimate interest in keeping Hub working and secure (GDPR Article 6(1)(f)); you can object to this. Reports are deleted after 90 days.
Feedback: if you use Send feedback, ALMA receives your message, its kind (idea, problem or question), the app and page you were on, and your workspace's address and Hub version. Your name and email address are included only if you leave the option for ALMA to reply on. ALMA uses feedback to improve Hub and to answer you, on the basis of its legitimate interest in doing so (GDPR Article 6(1)(f)), and deletes it after two years.
Notification relay: for workspaces that do not send notifications to Apple themselves, ALMA's service passes each notification (its title and text, the device's notification token and the workspace) on to Apple's Push Notification service, on your organisation's behalf. It is not stored.
Cloud conversion: files converted on the device or in your organisation's own Cloudflare account do not reach ALMA. If your organisation's administrator turns on cloud conversion through ALMA, the files you send to it are converted on your organisation's behalf in a temporary instance of ALMA's conversion service, which is destroyed, with the files, when the job ends.
Licence checks: each workspace confirms its licence with ALMA. This contains no personal data about you.
Hub Classic updates: Hub Classic asks ALMA's licence server for a newer version when it starts and every few hours. The request carries the app's version and, like any connection to a server, your device's IP address; ALMA does not use it to identify you.
Installation and updates: ALMA keeps, encrypted, the credential and configuration it needs to install and update your organisation's workspace. It does not use them to read your content, except at your organisation's request or where the law requires it.

Data on your device and in iCloud

The app remembers which workspaces and accounts you use on the device (the workspace address, your name and email) so it can open them and offer them at sign-in, together with your preferences.
If you use iCloud, the app keeps the list of workspaces you signed in to (the workspace's address and name, your name and email; never passwords or tokens) in your iCloud key-value storage, so your other devices can offer them. Apple stores it in your iCloud account; ALMA cannot access it. Removing an account from the app removes it from that list.
Passkeys are saved by your password manager (for example iCloud Keychain), not by Hub.

Permissions

The app asks before using any of these, and you can change them at any time in your device's settings:

Camera and microphone: for meetings, only when you join one or turn them on.
Photos and files: only the items you choose to upload.
Notifications: optional.
Face ID or Touch ID: used by the system to confirm a passkey. Hub never receives biometric data.
Screen recording and system audio (Mac), screen broadcast (iPhone and iPad): only while you share your screen in a meeting.

Service providers

Cloudflare hosts each workspace in the organisation's own Cloudflare account, and hosts ALMA's services. Meeting audio and video travel through Cloudflare's real-time service; Hub does not record meetings.
Apple delivers notifications to the apps and provides iCloud and passkeys. In the web app, notifications go through the push service of your browser's maker (for example Apple, Google or Mozilla).
AI features run by default on Cloudflare's AI service, in your organisation's own Cloudflare account. Your organisation can add other AI providers, and, unless it forbids this, you can connect your own account with a provider such as Anthropic, OpenAI, OpenRouter, Mistral or Google. What you send to a model from such a provider goes from your workspace to that provider, under its terms, not to ALMA. Keys you enter are stored encrypted in your workspace.
Features your organisation turns on may use other providers it chooses, for example Google (Gmail) to send mail campaigns. What Hub does with a Google account you connect is under "Google user data".

Google user data

Some Hub features let you connect a Google account. Each one asks Google only for what that feature needs, and only when you connect it:

Gmail (Mail campaigns, meeting invitations, share links): permission to send email as you, and your email address. Hub sends the emails that you or your organisation write in Hub, from your account. It never reads, lists, changes or deletes your mail.
Google Calendar (Video Calls booking pages): your email address, the list of your calendars, when you are free or busy, and permission to add and remove events. Hub adds each meeting booked with you, with its link, to the calendar you choose, and removes it if the booking is cancelled. It does not read what your events contain.
YouTube (Studio): permission to upload videos to your channel, and your email address. Hub uploads only the videos you choose to publish.

Where it is kept. The access Google grants is stored encrypted in your organisation's workspace and used only by the workspace's server, for the actions above. Google's sign-in page returns you to your workspace through ALMA's service, which passes the answer on and keeps nothing. Your Google access is never sent to ALMA.

Not sold, not shared. Hub does not sell Google user data, use it for advertising, or use it to train AI models, and people do not read it, except with your permission, for security, or where the law requires it. It is shared with no one but Google, to do what you asked.

Limited Use. Hub'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.

Removing access. Disconnect the account in that feature's settings in Hub, which deletes the stored access, or remove Hub's access at any time at myaccount.google.com/permissions.

Transfers outside the European Economic Area

Cloudflare, Inc. and Apple Inc. are in the United States. For the data that reaches ALMA, transfers rely on the European Commission's adequacy decision for the EU-US Data Privacy Framework, for providers that participate in it, or on the European Commission's standard contractual clauses. For your workspace, your organisation chooses its providers and safeguards.

Security

Hub uses encrypted connections, stores passwords only as secure hashes, supports passkeys and ends unused sessions, and ALMA protects what it holds with measures that follow recognised good practice (GDPR Article 32). No system is completely secure. The security of your workspace also depends on your organisation, which runs it. If a breach affects data ALMA is responsible for, ALMA acts as the law requires.

Your rights

Under the GDPR you may ask to access, correct or delete your data, to restrict or object to its use, or to receive a copy. For data in your workspace, ask your organisation's administrator; deleting your account also removes its sessions and passkeys. For data held by ALMA, such as error reports, write to legal@alma.dev. You may also complain to a data protection authority; in Portugal, the Comissão Nacional de Proteção de Dados (CNPD), www.cnpd.pt.

Children

Hub is a workplace tool and is not directed at children under 13.

Changes

We may update this policy to reflect product or legal changes. The "Last updated" date at the top of this page changes when we do.

Contact

Albuquerque de Matos, Unipessoal, Lda
Rua Canto da Maya 1, 8.º, 1070-372 Lisboa, Portugal
Privacy: legal@alma.dev
Support: support@alma.dev