Officeagent Privacy Policy

This policy explains what data Officeagent ("we", "us") collects when you visit officeagent.ai or use the Officeagent product, why we collect it, and the choices you have. It is written in plain English on purpose. If anything is unclear, email [email protected] and a person will answer.

Three commitments sit above everything else in this document: we never sell your data, we never use your workspace content to train AI models, and Officeagent never sends anything from your accounts without a human approving it first.

1. Data we collect

Account data

When you create an account we collect your email address and verify it with a short confirmation code. We store the email, the time you verified it, and the source of the signup: which page the form was on and, if you arrived from a campaign link, the UTM parameters attached to it. Standard request details such as your IP address and browser user agent are recorded with the signup for security and abuse prevention. We do not require a name, phone number or company name to open an account.

Contact form messages

If you write to us through the contact form or by email, we keep the message, your email address and our reply so we can follow up and improve support. Contact messages are retained for up to 24 months unless you ask us to delete them sooner.

Connected workspace data

This is the part most customers care about, so we want to be precise. When you connect Gmail or Outlook, Google Calendar, Slack, Google Drive or a CRM, Officeagent reads the data those connections expose: email threads, calendar events, documents, spreadsheets, tasks and contact records. We access that data for exactly one purpose: to perform the work you ask the agent to do, such as finding a meeting slot, drafting a reply, summarizing a document or entering a receipt into a spreadsheet. Connections use OAuth scopes you grant and can revoke at any time from your Google or Microsoft admin panel. We do not read, copy or analyze your workspace beyond what the requested task needs.

Server logs and analytics

Like almost every website, our servers record standard request logs: IP address, requested URL, timestamp, referrer and user agent. Raw logs are rotated and deleted on a rolling basis, typically within 30 days. On the marketing site we may use Microsoft Clarity to understand how visitors use the pages: which pages are viewed, how long visits last, device and browser type, and interaction patterns such as scrolling and clicks. Analytics data is aggregated and is not used to identify you personally.

2. How we use data

• To run the service. Your account email identifies your workspace, delivers confirmation codes and receives the daily digest. Connected workspace data is processed to draft, schedule, file, summarize and track the work you assign.
• To keep the approval model honest. Every action the agent proposes and every approval or decline is logged, so you can always see what was done, by whom, and when.
• To secure and improve the service. Logs and aggregate usage patterns help us prevent abuse, fix bugs and understand which features matter.
• To attribute marketing. UTM parameters tell us which campaign brought a signup. They tell us nothing else about you.

3. The human approval model

Officeagent drafts; you approve; it executes. No email is sent, no invite goes out, no file is changed and no CRM record is updated until a human in your workspace approves the action. Every approval is timestamped and attributed in the audit log. This is a design decision, not a setting, and it shapes how we handle your data: drafts and proposed actions stay inside your workspace until you release them.

4. What we never do with your data

• We never sell your data. Not to advertisers, not to data brokers, not to anyone.
• We never train AI models on your workspace content. Neither our own models nor any third party's. AI processing happens only to produce the drafts, summaries and entries you requested, inside your workspace. Our AI model providers are contractually barred from retaining or training on your content.
• Our staff do not read your email. Processing is automated. Human access happens only with your explicit consent on a specific support issue, and that access is logged.

5. Security

All traffic is served over HTTPS. Workspace data is encrypted in transit (TLS 1.2 or higher) and at rest (AES-256). Access to production systems is restricted to a small number of engineers with two-factor authentication, and access is logged. If we ever discover a breach affecting your personal data, we will notify you without undue delay and within any legally required timeframe.

6. Data retention and deletion

• Account data: kept while your account is active, and up to 30 days after deletion to allow recovery from mistakes.
• Workspace data: Officeagent works against your connected tools, so your email, calendar and documents live where they always did. Working copies, drafts and summaries we hold are deleted when you disconnect a tool or close your account, and purged from backups within 35 days.
• Audit logs: retained for the life of the account so your approval history stays complete, then deleted with the account.
• Server logs: about 30 days. Analytics data: per each tool's retention settings, typically 13 months or less.

You can request deletion of your account and everything we hold at any time by emailing [email protected]; deletion is completed within 30 days.

7. Cookies

• Essential cookies: session and security cookies (including CSRF protection) the site needs to work. These cannot be turned off.
• Analytics cookies: set by Microsoft Clarity or similar tools when enabled, to measure how the site is used.
• Attribution cookies: short-lived cookies that remember UTM parameters so we can credit the campaign that brought you here.

You can block non-essential cookies in your browser settings and the site will keep working.

8. Subprocessors

We use a small number of vendors to run the service. Each is bound by a data processing agreement and processes data only on our instructions.

Subprocessor	Purpose	Location
Cloud hosting provider	Application hosting, storage, backups	United States
Email delivery provider	Confirmation codes, digests and transactional email	United States / EU
AI model providers	Drafting and summarization, under no-retention, no-training terms	United States
Microsoft Clarity	Website usage analytics (when enabled)	United States

We will update this table if the list changes. Material changes are announced by email to account holders.

9. Your rights

Regardless of where you live, you can:

• Access the personal data we hold about you.
• Correct anything that is inaccurate.
• Delete your account and data, from settings or by email; completed within 30 days.
• Export your data in a machine-readable format.

If you are in the EU, UK or another GDPR jurisdiction, you also have the right to restrict or object to processing and to lodge a complaint with your supervisory authority. If you are a California resident, the CCPA gives you the right to know, delete and opt out of the sale of personal information. Since we do not sell personal information, there is nothing to opt out of, but the other rights apply and we honor them for all users, not only Californians. To exercise any right, email [email protected]. We respond within 30 days and never charge for a first request.

10. Children

Officeagent is a business tool and is not directed at children. We do not knowingly collect personal data from anyone under 16. If you believe a child has provided us data, contact us and we will delete it.

11. Changes to this policy

When we change this policy, we update the effective date at the top of this page. For material changes we will email account holders before the change takes effect. Continued use of the service after a change means you accept the updated policy.

12. Contact

Questions, requests or complaints: [email protected]. We read everything.