Privacy Policy for AI Writing Assistant Add-in

Last Updated: December 4, 2024

Overview

This privacy policy describes how our AI Writing Assistant (“the Add-in”) collects, uses, and protects your information when used within supported text editors, including Microsoft Word. We are committed to protecting your privacy and ensuring transparency about our data practices.

Information We Collect

Document Content

• When you use our Add-in, portions of your document text are sent to third-party AI service providers to generate suggestions and analysis
• This may include the text you select, surrounding context, and any specific prompts or goals you enter
• Our AI service providers have committed not to log or store your document content
• By default, document processing is performed in real-time and we do not permanently store your content on our servers
• If you explicitly opt in to participate in our research studies, we may collect and store complete interaction data including document content (see “Research Participation” section below)

Usage Data

• We collect basic usage statistics only during active use of the Add-in, including:
  • Which features are accessed
  • Types of suggestions requested
  • Anonymous interaction patterns (e.g., which buttons are clicked)
• No data is collected in the background when the Add-in is not in use
• This information helps us improve the Add-in’s functionality and user experience
• All usage data is collected anonymously and cannot be linked to individual users

Account Information

• Basic authentication information provided through Auth0
• Email address (if you choose to provide it for support purposes)

How We Use Your Information

Primary Uses

• To provide AI-powered writing assistance features
• To process your specific requests for suggestions, analysis, and revisions
• To improve the Add-in’s functionality and user experience
• To maintain and optimize our services

Research and Development

• Basic anonymous usage patterns may be analyzed to:
  • Improve our writing assistance algorithms
  • Develop new features
  • Enhance user experience

Research Participation

• You may be invited to participate in research studies about AI writing assistance
• If you choose to participate:
  • You will be asked to review and sign a separate research consent form
  • We will collect detailed interaction data including document content, edits, and feature usage
  • This data will be stored securely and used only for research purposes
  • You can withdraw from the study at any time
• Research participation is completely optional and not required to use the Add-in
• If you do not opt in to research participation, only basic anonymous usage data will be collected

Data Storage and Security

Storage

• Document content is processed in real-time and is not permanently stored
• Usage data is stored securely with industry-standard encryption
• All data is processed and stored in compliance with Microsoft Office Add-in security requirements

Security Measures

• Encryption of data in transit and at rest
• Regular security audits and updates
• Strict access controls for our development team

Data Sharing and Third Parties

Service Providers

• We use select third-party services for:
  • Cloud computing infrastructure
  • AI processing capabilities
  • Authentication (Auth0)
  • Microsoft Office Add-in platform
• All service providers are bound by strict confidentiality agreements
• These providers have their own privacy policies that govern how they handle your data

No Commercial Sharing

• We do not sell, rent, or trade your personal information
• We do not share your document content with third parties except as required to provide the service

Your Rights and Choices

You have the right to: - Access your personal information - Request deletion of your usage data - Opt out of non-essential data collection - Request information about how your data is used

Changes to This Policy

We may update this privacy policy to reflect changes in our practices or for other operational, legal, or regulatory reasons. We will notify users of any material changes through the Add-in or via email if provided.

Contact Us

If you have questions about this privacy policy or our privacy practices, please contact us at: [Contact Information]

Data Storage Location and Privacy Regulations

• All data is stored on servers located in North America (United States and Canada)
• Users from all regions are welcome to use the Add-in
• For users in the European Union, by using this Add-in you acknowledge that your data will be transferred to and processed in North America

Compliance

This Add-in complies with: - Microsoft Office Store policies (when used as a Microsoft Word Add-in) - Applicable data protection regulations - Academic research ethics guidelines

When using this Add-in through Microsoft Word, your use is also subject to the Microsoft Privacy Statement

Note: This privacy policy applies specifically to our AI Writing Assistant Add-in and not to other products or services we may offer.