Privacy Policy

1. Information We Collect

1.1 Information You Provide

We collect information that you voluntarily provide when using our service:

• Account Information: Name, email address, and organization details when you register
• Authentication Data: OAuth tokens and credentials for Microsoft Teams integration
• Payment Information: Billing details processed securely through Stripe (we do not store credit card numbers)
• Communication Data: Messages you send to our support team

1.2 Microsoft Teams Data

With your explicit authorization, we access and process:

• Team and Channel Information: Names, descriptions, and membership data
• Messages: Content from channels and chats you select for monitoring
• User Profiles: Display names and basic profile information of team members
• Activity Metadata: Timestamps, message counts, and engagement metrics

1.3 Automatically Collected Information

• Usage Data: Features used, pages visited, and time spent on our platform
• Device Information: Browser type, operating system, IP address, and device identifiers
• Cookies and Tracking: Session data and preferences (see our Cookie Policy)

2. How We Use Your Information

We use the collected information for the following purposes:

• Service Delivery: Generate AI-powered summaries and provide analytics of your Teams activity
• Authentication: Verify your identity and manage secure access to Microsoft Teams data
• Personalization: Customize summaries based on your preferences and selected channels
• Billing: Process payments and manage your subscription
• Communication: Send service updates, notifications, and respond to inquiries
• Improvement: Analyze usage patterns to enhance our AI models and user experience
• Security: Detect, prevent, and address technical issues or fraudulent activity
• Legal Compliance: Meet regulatory requirements and enforce our Terms of Service

3. AI and Data Processing

Our AI-powered summary generation involves:

• Processing Teams messages through OpenAI's API to generate summaries
• Analyzing conversation patterns to identify important topics and decisions
• Temporarily caching data to optimize performance and reduce API calls

We do not use your Teams data to train AI models. All AI processing is performed on-demand for your specific summaries and analytics.

4. Data Sharing and Disclosure

We may share your information in the following circumstances:

4.1 Service Providers

• Microsoft: Via Microsoft Graph API to access Teams data
• OpenAI: For AI-powered summary generation
• Stripe: For payment processing
• Hosting Providers: For infrastructure and data storage

4.2 Legal Requirements

We may disclose information if required by law, court order, or to protect our rights, property, or safety, or that of our users or the public.

4.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity.

5. Data Security

We implement industry-standard security measures to protect your information:

• Encryption: All data in transit uses TLS/SSL encryption
• Access Controls: Role-based access and multi-factor authentication
• Secure Storage: Encrypted databases and secure cloud infrastructure
• Regular Audits: Periodic security assessments and vulnerability testing
• OAuth 2.0: Secure authentication with Microsoft using industry standards

However, no method of transmission over the Internet is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

6. Data Retention

We retain your information for as long as necessary to provide our services:

• Account Data: Retained while your account is active
• Teams Messages: Cached for up to 90 days for summary generation
• Generated Summaries: Stored for the duration of your subscription
• Billing Records: Retained for 7 years for tax and legal purposes
• Logs and Analytics: Retained for up to 2 years

Upon account deletion, we will delete or anonymize your data within 30 days, except where retention is required by law.

7. Your Privacy Rights

Depending on your location, you may have the following rights:

• Access: Request a copy of your personal data
• Correction: Update or correct inaccurate information
• Deletion: Request deletion of your data (right to be forgotten)
• Portability: Receive your data in a machine-readable format
• Objection: Object to certain processing of your data
• Restriction: Request restriction of processing in certain circumstances
• Withdraw Consent: Revoke consent for Teams data access at any time

To exercise these rights, contact us at privacy@teamssummary.com or through your account settings.

8. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place, including Standard Contractual Clauses approved by the European Commission for transfers from the EU/EEA.

9. Children's Privacy

Our service is not intended for individuals under 18 years of age. We do not knowingly collect personal information from children. If we learn we have collected information from a child without parental consent, we will delete it promptly.

10. Third-Party Links

Our service may contain links to third-party websites. We are not responsible for their privacy practices. We encourage you to review the privacy policies of any third-party sites you visit.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or through a prominent notice on our service. Your continued use after changes constitutes acceptance of the updated policy.

12. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us:

13. GDPR Compliance (EU/EEA Users)

If you are located in the European Union or European Economic Area:

• Legal Basis: We process your data based on consent, contract performance, legitimate interests, or legal obligations
• Data Controller: Teams Summary is the data controller for your personal data
• Right to Complain: You have the right to lodge a complaint with your local data protection authority
• DPO Contact: You may contact our Data Protection Officer at dpo@teamssummary.com

14. California Privacy Rights (CCPA)

If you are a California resident, you have additional rights:

• Know: What personal information we collect, use, and disclose
• Delete: Request deletion of your personal information
• Opt-Out: Opt out of the sale of your personal information (we do not sell personal information)
• Non-Discrimination: Exercise your rights without discriminatory treatment

To exercise these rights, email privacy@teamssummary.com with "CCPA Request" in the subject line.