Privacy Policy

Last updated: October 12, 2026

Greenlight Approval Flow ("the app") is a monday.com marketplace app that runs approval workflows on your boards, a product of PT Integrasi Cerdas Indonesia, operating as Orelis.ai. This policy explains what data the app handles, where it goes, and what we do with it. The short version: approval status, decisions and the audit trail are written to your monday.com board; our servers process requests and send the emails, and if you use the AI features, request text is sent to our AI provider (OpenAI). We collect almost nothing else.

What the app accesses

Board data (read/write): monday's board permission covers every board in your account, but the app only reads the board data needed for the features you use — for example board lists for pickers, and the columns and values of the items you request approval on (including People columns, to resolve approvers). It writes decision results back to those items (and undoes unauthorized changes to them, see webhooks below), and only creates a board or a Files column when you ask it to.
Request attachments (read): the file attached to a request — used to let approvers open it, and to read its text for the AI brief (which file types are read is listed under AI features below).
User profiles (read): names and email addresses of people you select as approvers — used to send approval request emails.
Item updates (write): audit-trail entries the app posts on your items.
Board webhooks (read/write): on boards where Greenlight is used, the app registers monday webhooks for column changes. monday then sends us column-change events (item id, column id, old and new value, user id). They are processed transiently, only to decide whether a change must be reverted: a change to the decision columns or to the values sent with a request while it is pending, or an edit to an item after it was approved. We do not store the event contents.

Where your data is stored

Approval requests, decisions, approver names, and timestamps are written to your monday boards (columns and item updates). The app also keeps an approval record for each request (item, approvers, stages, decisions, comments, cancellations with who cancelled and why, and timestamps) in monday.com's own app storage, scoped to your account, so the history, inbox and audit views keep working. We do not operate a separate approvals database.

Revert state. To undo unauthorized changes, the app keeps, in that same account-scoped monday storage: a snapshot of the decision columns and of the values sent with each request, a snapshot of the item's column values at approval, a small marker per approved item, and the ids of the webhooks it registered per board. These are deleted when you uninstall the app.

Approver index. So that an approver can later see all of their pending approvals in one place, we keep a small index linking a one-way, salted fingerprint of each approver's email address to the monday.com account IDs where they have approvals waiting. That index contains no email addresses, names, item details, or approval contents, and the fingerprint cannot be turned back into an address without a secret key that we store separately.

Operational records. We also keep monthly usage counters per account (approvals and AI calls, to apply your plan's limits) and a record for each portal sign-in session (account, user id and email). A session ends after 30 days at most, after a week without use, or when you log out.

Attachments

Requesters can attach a single file (up to 10 MB) to an approval request. The file is uploaded straight to your own monday.com account storage — the same Files-column storage your boards already use — not to a separate Greenlight database. To let an approver open it, we proxy the download through a link that is cryptographically signed, tied to that one approver and that one file, and expires after 7 days. We do not keep our own copy of the file; its retention is governed by your monday account, the same as the board data described above.

Email delivery

Approval request and reminder emails are sent through our own mail server (hosted at Contabo GmbH, Germany). Approver email addresses and the content of those emails (item name, decision links) transit this server for delivery only. Decision links are cryptographically signed, single-use, and expire after 7 days.

AI features — what is sent where

When the app's AI features are active, Greenlight generates a short plain-English approval brief on each request (with anomaly flags) and can draft routing rules from a plain-English description. The text is generated by an OpenAI model through the OpenAI API (OpenAI, L.L.C.), which acts as a sub-processor for these features only. To do that, the app sends OpenAI:

For approval briefs: the item name, the board name, the requester's name, email and message, the context column values shown in the request, the item's earlier decided requests (outcome, date and up to two of their context values), and the text extracted from the request's attachment (only pdf, docx, xlsx, pptx, txt and csv files are read — images are never sent).
For rule drafts: the text you type, your board's column titles and labels, and your approval-chain names with their approvers' names and emails.

This data is sent transiently, only to generate the text, and only while the AI features are active. We store only the generated brief or draft — and the decision itself is always made by a human, never by the AI.

Hosting and sub-processors

The Greenlight Approval Flow application server is hosted on Railway (Railway Corp., USA). Requests to the app — including approval decisions and portal sessions — are processed there. Approval data itself (chains, rules, templates) is stored in monday.com's own app storage, inside your monday account's infrastructure, with monday access tokens stored encrypted. Our own server at Contabo GmbH (Germany) runs our mail server, hosts this website (greenlight-approvals.com), and stores our application logs (see Logs below). When the AI features are active, OpenAI processes the limited request data described in the section above to generate briefs and rule drafts. Our TLS certificates come from Let's Encrypt; it receives no customer data. We use no analytics or advertising sub-processors.

In short, the services involved are: monday.com (board data and app storage), Railway (application hosting), OpenAI (AI features only), Contabo (mail server, website and log storage) and Let's Encrypt (certificates, no data).

Logs

What is in the logs. For every request to the app server we log the IP address, the browser user agent, the path (without the query string, so decision-link tokens are not stored), the status and the timing. The application output has monday account, board, item and approval IDs. The logs do not contain email addresses or item names: email addresses are masked (for example l***@example.com) and item names, email subjects, rule names and comments are not logged.

Why. Security, abuse prevention and troubleshooting. monday.com also requires marketplace apps to keep logs for at least 2 months.

Where. The logs are written on our hosting provider Railway and exported daily to our own server at Contabo GmbH (Germany). Only administrators have access.

How long. We keep the logs for 90 days and then delete them automatically. Railway itself keeps its copy only for a short period.

Cookies

The customer portal (app.greenlight-approvals.com) sets two cookies when you sign in:

gl_session — an opaque session identifier, HttpOnly (not readable by page scripts), valid for up to 30 days, and revoked on our server the moment you log out.
gl_csrf — an anti-forgery token the page reads to protect portal actions, with the same maximum lifetime.

Neither cookie tracks you across sites or feeds any analytics or advertising system, and we do not set third-party cookies.

What we do NOT do

No analytics, tracking, or advertising.
No sale or sharing of your data with third parties.
We do not train AI models on your data.
No reading of board data beyond what the features you use need. monday's board permission covers every board your account can see; the app reads only what a feature asks for — for example board lists for pickers and setup, and the items and columns of the approvals you run.

Data retention and deletion

Audit entries on your boards remain under your control and can be deleted like any board content. Approval records (also after a request is fully approved, rejected or cancelled) and the revert state described above are kept while the app is installed, and deleted when you uninstall the app. Application logs are deleted after 90 days (see Logs). OAuth access tokens are stored encrypted in monday's app storage, deleted on uninstall, and can be revoked at any time by uninstalling the app.

Security

All traffic is encrypted in transit (TLS). The app uses OAuth 2.0 (with PKCE), short-lived signed decision tokens, and monday's account-scoped storage isolation.

Contact

Questions about this policy or your data: contact@greenlight-approvals.com.