Privacy Notice
How Octostaff collects, uses, and protects your data.
Effective date: March 6, 2026
Last updated: March 6, 2026
This Privacy Notice explains how Octostaff ("we", "us", "our") collects, uses, stores, and protects information when you use the Octostaff add-in for Microsoft Word and Excel (the "Service"). By using the Service, you agree to the practices described below.
Octostaff is currently in an invite-only beta phase. This notice applies to all beta participants.
1. Information We Collect
When you sign in, we receive basic account information from your identity provider, such as your display name, email address, and profile image (if available).
We also collect usage and technical information about your interaction with the Service, including features used, session timestamps and duration, host application and platform details, and diagnostic data such as error logs.
When you use AI features, we process prompts, related document content or selections that you choose to share, and generated responses in order to deliver the requested functionality.
If you enable Data Collection in Settings > Privacy, eligible conversation data may also be used to improve the Service. You can disable this at any time.
2. How We Use Your Information
We use your information to operate and secure the Service, authenticate users and manage beta access, respond to support requests, and send service-related communications. Where you have opted in, we may also use eligible data to analyze performance, diagnose issues, and improve features.
3. Third-Party Services
We use the following third-party services to operate:
| Service | Purpose |
|---|---|
| Auth0 | Authentication and identity management |
| Microsoft Office JS API | Integration with Word and Excel |
| OpenAI / Azure OpenAI / Anthropic | AI model inference |
Your data is shared with these providers only as necessary to deliver the Service. Each provider is subject to their own privacy policies.
4. Data Retention
We retain account data while your account is active and for a reasonable period afterward as needed for legitimate operational, legal, and security purposes.
Conversation data is retained for the duration necessary to provide the Service and may be retained for a limited period for improvement purposes only if you have opted in. Usage and diagnostic logs are typically retained for up to 90 days, unless a longer period is reasonably required to investigate incidents, prevent abuse, or comply with legal obligations.
5. Data Security
We implement reasonable technical and organizational safeguards designed to protect data, including encryption in transit, access controls, and periodic security reviews. However, no method of transmission or storage is completely secure, and absolute security cannot be guaranteed.
6. Your Rights
Depending on where you live, you may have rights to access, correct, delete, restrict, or object to certain processing of your personal data. You may also opt out of optional data collection in Settings > Privacy and may request account deletion by contacting support@octostaff.com. We will handle requests in accordance with applicable law.
7. Children's Privacy
The Service is not intended for children, and you must be old enough to consent to data processing under the laws of your place of residence. We do not knowingly collect personal data from children in violation of applicable law.
8. Changes to This Notice
We may update this Privacy Notice from time to time. We will notify active users of material changes via email or in-app notice. Continued use of the Service after changes constitutes acceptance.
9. Contact Us
If you have questions about this Privacy Notice, contact us at support@octostaff.com. View support page for more details.