Privacy policy
What we keep, where, and why. Last updated 12 October 2026.
Each place Monarch-X Ai runs - the web app, the installed app, voice, Live Assist, the browser extension, the Word add-in and the API - is set out in our data map: what it reads and when, where, who processes it and for how long. For the microphone and Read aloud, see Voice and speech.
What we store
Your name, email address, a password hash (or, if you sign in with Google or Microsoft, the account identifier they confirm instead), your plan and billing status, the preferences you set in Settings, and the answers you choose to save. Card details are handled entirely by our payment provider and never reach our servers.
Where
Your account and stored data are held in the United Kingdom (London data centres) and processed under UK GDPR. For your own account, Monarch AI Labs Ltd is the data controller. If you use a workspace set up by an organisation, that organisation is the controller of the personal data in its workspace, and we process it on its behalf under our data processing agreement; contact the organisation about how it uses your data. A small number of contracted processors act for us under written terms; they are listed on our Trust page once published.
Signing in with Google or Microsoft
If you choose to sign in with Google or Microsoft, we receive only your name, email address and a confirmed account identifier from them. We use these only to create and sign in to your account. We do not receive your password or access to your email, files or contacts, and we can stop the link at any time if you ask.
Payments
Card payments are taken by our payment processor, which is responsible for your card details and may process them outside the United Kingdom under its own safeguards. We receive only the payment result, the card brand and last four digits.
When you use Check the news, the individual claims found in your text (never your name, email or account details) are sent as search queries to a web-search processor working under contract to us. That processor may handle those queries outside the United Kingdom. Only the claim text is sent, never anything that identifies you.
Dr Know. When you use Dr Know, Monarch X AI processes your question in locations outside the United Kingdom, including the United States. These transfers are protected by safeguards approved under UK data protection law. The service providers that host this processing act only on our instructions and do not use your questions to train AI models.
Browser extension
The extension talks only to monarchxai.com, and only when you press one of its buttons. It has no advertising, no analytics and no tracking, and it does nothing while its panel is closed.
Connecting. You connect it with a one-time code shown on monarchxai.com while you are signed in. We keep a keyed fingerprint of the code for 10 minutes, and for each connection a label such as "Chrome on Windows", the network it connected from (the first three parts of the address only), when it was connected and last used, and fingerprints of its keys, never the keys themselves. The extension keeps its short-lived key in the browser's memory for the session and its renewal key in the browser's storage for the extension on your computer. Each connection is listed under Settings → Connected devices until you end it; connecting, renewing and ending are recorded with a dated reference.
Ask about this page. When you press Ask, we receive your question, the page's address without anything after the question mark, its title, and up to 6,000 characters of its readable text. Text you have typed into forms is never read. We use them to produce the answer, counted as one question, and do not keep them: the answer record keeps a fingerprint, not the words.
Check what I'm reading. We receive only the text you selected, or the page's readable text if you choose to check the whole page. It is handled exactly like Check the news above.
Browser tasks and job applications. We receive what you ask for, the page's address and title, and the labels of its fields, buttons and links. Password, card, security code, bank and identity-number fields are never read or sent, and values already in the form are never read. For a job application we also receive the details you give for it, or the CV summary and cover letter you tailored on monarchxai.com when you leave the details empty. We use these to plan the steps and do not keep them. When you confirm a step that submits, buys, sends, posts or deletes, we keep a record of that confirmation (the site, the page path, the button or link and why it needed confirming) with your other approvals.
House hunt and date-night bookings. When you press Read the listings, we receive the page's address without anything after the question mark, its title, up to 6,000 characters of its readable text and its links on the property sites you named (never what is typed in forms). We keep the listings that match what you are looking for - title, price, bedrooms, area, link and score - on your shortlist until you remove them or your account is erased. To fill a viewing or booking form we receive the same page labels as for a browser task, together with the viewing request or booking you approved.
Saved routines. If you save a routine, we keep its name, what it is for, its starting address and its steps, including any text you chose to have typed, until you delete it or your account is erased.
Accessibility check. We receive the page's address and the problems your browser found (the rule, a short description of the element and its visible text) to write the report, and do not keep them beyond the answer record's fingerprint.
Voice and speech
You can talk to Monarch-X Ai with your microphone and have answers read aloud. We never record or keep the audio: only the words of your question reach us, as they would if you had typed them.
Turning speech into text. Where your browser can recognise speech on your own device, we ask it to do so, and your voice does not leave the device. Where it cannot, your browser may send the audio to its maker's speech service to turn it into text. That service is chosen and run by the browser maker, not by us, and works under the browser maker's own privacy terms. Before the microphone is used in that case we tell you, and it starts only if you choose Continue; you can type instead. Your choice is recorded on your profile and can be reset in Settings → Voice and reading. In a workspace marked confidential, and in Live Assist, speech is only ever recognised on the device; if that is not possible the microphone is not offered.
Reading aloud. Answers are read aloud with a voice that runs on your device. Some browsers also offer voices that send the text to the browser maker's service to be spoken; we use one only after you have made the same choice, and never in a confidential workspace.
When answers are spoken. If you ask by voice, the answer is also read aloud in the language you spoke, unless you switch this off in Settings. A typed question is read aloud only when you press Read aloud.
Live Assist (Enterprise)
A live transcript of a meeting or call you are in, with questions answered from what was said. Off until the workspace admin switches it on, permits you and you switch it on yourself; every session starts with a notice you agree to. (Enterprise only - off until switched on; Enterprise, with a Live Assist seat.)
What is read, and when.
- Meeting speech as text: recognised on your device, or the meeting platform's own transcript that you paste or upload. Audio never leaves your device. Only while a session is live, never while paused or stopped.
- Questions you ask during the session and the answers, each citing transcript lines. When you ask.
- A consent record: a fingerprint of the notice you agreed to and when. At the start of every session.
- Session details: start, pause and stop times, minutes used, and an activity log with no content. Throughout the session.
Where. Our cloud hosting in the United Kingdom (London region). Each workspace's data is kept apart from every other workspace's by the software; it is not on separate hardware. No other processor handles your audio or screen: audio stays on your device, and card numbers, bank account numbers and the terms your workspace chooses are removed before anything is stored. A transcript is not a verbatim record.
How long it is kept. Transcripts 30 days by default; the workspace chooses 7, 30, 90, 180 or 365 days. A legal hold placed by the workspace pauses deletion until it is released. Only the person who ran a session sees its content; managers see settings and activity, never transcripts. On a phone or tablet the same rules apply: the microphone is offered only where the browser can recognise speech on the device; otherwise you paste or upload the meeting's own transcript.
Your organisation decides whether Live Assist is used, by whom and how long transcripts are kept.
Mobile app
The same web app added to a home screen or desktop. It is the phone surface: there are no store apps yet. (Available; Every plan.)
What is read, and when.
- Everything the web app reads, in the same way. When you use it.
- Text, a title or a link you share to it from another app, which opens Check the news. Only when you choose Share and pick Monarch-X Ai.
Where. Our cloud hosting in the United Kingdom (London region). Each workspace's data is kept apart from every other workspace's by the software; it is not on separate hardware. The app keeps only its own design files (styles, icons) on the device; pages, answers and anything signed in are never stored by it.
How long it is kept. While the account is open, unless the workspace sets automatic deletion (Pro and Enterprise: 30 days to 2 years). Erased within 7 days of an erasure request. Shared text is handled like Check the news and is not kept.
There are no store apps yet: on a phone, Monarch-X Ai is the installed web app described here. Live Assist in a phone's browser follows the same rules as on a computer: the microphone is offered only where the browser can recognise speech on the device, and otherwise you paste or upload the meeting's own transcript.
How we use it
Questions you ask are processed to produce an answer and to operate usage limits and abuse prevention. They are not sold and not used to advertise to you. Chat history you download stays on your own device.
Your rights
You can delete saved answers at any time, and you can ask us to erase your account through the contact form. We complete erasure within 7 days: your content is overwritten and the account closed. Invoice and payment records are kept as the law requires for billing and tax.
How long we keep it
Account data is kept while the account is open, unless your workspace sets automatic deletion in Settings. Automated database backups are kept for 14 days and application logs for 90 days. Database snapshots taken when a release is verified are kept for rollback until they are deleted.
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