Privacy Policy

This Privacy Policy explains how Tab Systems Mongolia LLC ("we", "us") collects, uses, shares and protects personal data when you use OneChat at https://stg.onechat.tabsystems.tech (the "Service").

1. Who we are

The Service is operated by Tab Systems Mongolia LLC, Pearl Tower A-1203, 3rd khoroo, Chingeltei district, Ulaanbaatar, Mongolia. For any question about this policy or your personal data, contact us at info@tabsolution.jp.

OneChat is a business tool. The businesses that sign up for it ("Customers") connect their own messaging channels and decide which conversations the Service handles.

For the accounts of Customers' staff ("Operators") we are the controller of the personal data.
For the people who message a Customer through a connected channel ("End Users"), the Customer is the controller and we process that data on the Customer's behalf and on its instructions. If you are an End User, please contact the business you were messaging first. We will help that business answer your request.

2. Data we collect

2.1 Operator account data

Email address, display name, role and the business account you belong to.
A hashed password. We never store your password in readable form.
Password-reset and sign-in session tokens, and your notification preferences.
API keys you create, stored only as a one-way hash.

2.2 End User conversation data

When a Customer connects a channel (Facebook Messenger, Facebook Page comments, Instagram, LINE, Discord, Chatwork or Viber), we receive from that channel:

The End User's channel ID, display name, profile picture URL and preferred language.
Messages, the links to any attachments (images and files), and Facebook Page comments the business receives.
Facts the AI assistant is asked to remember for later conversations (for example a preferred language or a recurring schedule).
Conversation status, summaries of long conversations and records of handovers to a human operator.

2.3 Data from connected business accounts

Meta (Facebook / Instagram): Page access tokens, Page details and, if the Customer turns it on, the text of the Page's own posts so the assistant can answer questions about them.
Google: see section 3.
Other connected tools: addresses and access credentials of tools the Customer connects (for example MCP servers) and AI model API keys the Customer supplies.

2.4 Cookies

We use only the cookies the Service needs to work:

Cookie	Purpose	Lifetime
`onechat_admin_access`, `onechat_admin_refresh`	Keep you signed in	Session tokens, rotated on use
`onechat_locale`	Remember your language	1 year
`onechat:selectedPlatform`	Remember the channel you last selected	1 year
Table page-size cookies	Remember how many rows a table shows	1 year

We do not use advertising or analytics cookies, and we do not load third-party tracking scripts.

3. Google user data

A Customer can connect a Google account so that its AI assistant can work with that account's Google Drive, Docs, Sheets and Calendar. The Customer chooses which products to connect and, for Docs, Sheets and Calendar, whether each one is read-only or read-write.

3.1 What we access

Depending on what the Customer chooses, we request these permissions:

Basic profile (openid, email, profile): to show which Google account is connected.
Google Drive (drive.file): only the files the assistant created or that the user picked with Google's file picker — to search for and read them, and to create or delete files when the assistant is asked to. We do not access any other file in the Drive.
Google Docs (documents.readonly or documents): to read documents and, with write access, to create documents or add text to them.
Google Sheets (spreadsheets.readonly or spreadsheets): to read cells and, with write access, to create spreadsheets and write or append rows (for example to record a booking).
Google Calendar (calendar.readonly or calendar.events): to list events and, with write access, to create or delete events.

3.2 How we use it

We use Google user data only to provide the features the Customer has turned on: the AI assistant reads or changes Google files and events when a conversation calls for it. We do not use Google user data for advertising, we do not sell it, and we do not use it to build user profiles.

3.3 How we store it

Google access and refresh tokens are encrypted with AES-256-GCM before they are stored.
What the assistant reads from or writes to Google becomes part of that conversation's history, which is kept as described in section 6.

To produce a reply, the content the assistant reads from Google is sent, together with the conversation, to the AI model provider the Customer has configured (see section 5). It is used only to generate that reply. We do not transfer Google user data to anyone else, except as required by law or as part of a merger or acquisition with notice to you.

3.5 Human access and AI training

Our staff do not read Google user data unless the Customer asks us to for support, it is necessary for security purposes (such as investigating abuse), or the law requires it. We do not use Google user data to develop, improve or train generalized artificial intelligence or machine learning models.

3.6 Limited Use

OneChat'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.

3.7 Disconnecting Google

A Customer can disconnect a Google account at any time in the Service's settings. Disconnecting deletes the stored tokens straight away. You can also remove OneChat's access from your Google Account at myaccount.google.com/permissions.

4. How we use personal data

To provide the Service: receive and send messages, show conversations to Operators, and let the AI assistant answer End Users.
To hand a conversation over to a human and notify Operators by email or Discord.
To send account emails, such as password resets and new-account details.
To keep the Service secure, prevent abuse and fix problems.
To comply with the law.

We process personal data because it is needed to perform our contract with the Customer, because we and the Customer have a legitimate interest in operating a secure and reliable service, or because the law requires it.

5. AI processing

The AI assistant generates replies with a large language model. Each Customer chooses the provider for each assistant, from Anthropic, OpenAI, Google (Gemini), DeepSeek or Ollama, and may supply its own provider account.

To generate a reply we send the provider the recent conversation and its summary, the instructions and knowledge the Customer has given the assistant, facts remembered about the End User, the results of tools the assistant used (including Google data) and, for providers that support it, images the End User sent.

To find relevant knowledge, we also turn messages and knowledge documents into numerical representations (embeddings). By default this runs on a model hosted on our own infrastructure.

AI replies can be wrong. Customers can review every conversation and take it over at any time.

6. How long we keep data

Conversations, including their messages and handover records, are deleted automatically 6 months after their last activity. A Customer can delete a conversation sooner.
Workflow run logs are deleted after 30 days.
Password-reset links expire after 1 hour.
End User profiles and remembered facts are kept until the Customer deletes the channel connection or its account.
Google, Meta and other connection tokens are kept until the connection is removed.
Operator accounts are kept until an administrator of the Customer deletes them, or the Customer's account is closed.

We do not sell personal data. We share it only with:

Messaging channels (Meta, LINE, Discord, Chatwork, Viber), to deliver messages.
AI model providers the Customer has chosen (section 5).
Google, when a Customer has connected a Google account (section 3).
Resend, which delivers our emails.
The hosting provider that runs our servers.
Authorities, when the law requires it.

These providers may process data outside the country where you live. Where they do, we rely on their contractual commitments to protect it.

8. Security

Channel tokens, Google tokens, API keys for AI models and other credentials are encrypted at rest with AES-256-GCM.
Passwords are hashed with bcrypt, and API keys are stored only as a hash.
Every request is checked against the business account it belongs to, so a Customer can see only its own data.
Incoming messages from channels are verified with each channel's signature before we process them.

No system is perfectly secure, but we work to protect your data and will tell affected Customers about a breach as the law requires.

9. Your rights

Depending on where you live, you may have the right to access, correct, delete or export your personal data, and to object to or restrict how we process it. To use these rights, contact us at info@tabsolution.jp. End Users should first contact the business they were messaging (see section 1).

Tab Systems Mongolia LLC
Pearl Tower A-1203, 3rd khoroo, Chingeltei district, Ulaanbaatar, Mongolia
info@tabsolution.jp