Privacy Policy for OutlookReVision
Last Updated: October 19, 2025
Important: This add-in processes email content using Azure OpenAI. Please read this policy carefully to understand how your data is handled.
1. Introduction
OutlookReVision ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Outlook add-in.
2. Information We Collect
2.1 Email Content
When you use our AI-powered features (translate, revise, compose), we temporarily process:
- Email subject lines
- Email body text
- Recipient information (only for context, not stored)
2.2 User Information
- Your email address (for rate limiting and logging)
- Outlook version and language settings
- Add-in usage statistics (feature usage counts)
2.3 Technical Data
- IP address (for security and rate limiting)
- Browser/Outlook client version
- Error logs and performance metrics
3. How We Use Your Information
3.1 Primary Purpose
- AI Processing: Email content is sent to Azure OpenAI API for translation, revision, or composition
- Rate Limiting: Email addresses are used to prevent abuse (50 requests per day per user)
3.2 Service Improvement
- Aggregate usage statistics to improve features
- Error logs to diagnose and fix issues
- Performance metrics to optimize response times
4. Data Processing and Storage
4.1 Azure OpenAI Processing
- Provider: Microsoft Azure OpenAI Service
- Region: Australia East
- Retention: Email content is not stored by Azure OpenAI (per Microsoft's Data Processing Agreement)
- Training: Your data is not used to train AI models (per Azure OpenAI terms)
4.2 Our Storage
- Logs: User email addresses in logs are retained for 30 days
- Cache: Rate limiting data (email + request count) cached for 24 hours (resets at midnight UTC)
- Analytics: Aggregate statistics (no personal data) retained for 1 year
4.3 Data Location
- API Server: Azure App Service (Australia East)
- Database: None (no permanent data storage)
- Logs: Azure Application Insights (Australia East)
5. Data Sharing
We do not sell your data. We share data only with:
5.1 Service Providers
- Microsoft Azure: For cloud hosting and AI processing (covered by Microsoft's DPA)
5.2 Legal Requirements
We may disclose your information if required by law or to:
- Comply with legal processes
- Enforce our Terms of Service
- Protect our rights or safety
6. Your Rights
Under GDPR, CCPA, and other privacy laws, you have the right to:
6.1 Access
Request a copy of data we hold about you (email us at the contact below)
6.2 Deletion
Request deletion of your data:
- Logs: Deleted within 30 days of request
- Cache: Automatically expires after 24 hours
6.3 Opt-Out
- Revoke consent in add-in settings (disables AI features)
- Uninstall the add-in to stop all data processing
6.4 Portability
Request your data in a portable format (contact us via email)
7. Data Security
7.1 In Transit
- All data transmitted via HTTPS/TLS 1.2+
- API authentication via Azure-managed keys
7.2 At Rest
- Logs encrypted in Azure Application Insights
- No permanent email content storage
7.3 Access Control
- Production API access restricted to authorized personnel
- Azure RBAC controls in place
8. Data Retention
| Data Type |
Retention Period |
Purpose |
| Email content |
Not stored |
Temporary processing only |
| User email (logs) |
30 days |
Debugging and monitoring |
| Rate limit cache |
24 hours (resets daily) |
Abuse prevention |
| Error logs |
30 days |
Issue resolution |
| Usage statistics |
1 year (anonymized) |
Service improvement |
9. Children's Privacy
This add-in is not intended for users under 16. We do not knowingly collect data from children.
10. International Data Transfers
If you're outside Australia/New Zealand, your data may be transferred to and processed in Australia East (Azure region). We rely on:
- Microsoft's Standard Contractual Clauses (SCCs)
- Azure's GDPR compliance certifications
11. Changes to This Policy
We may update this policy periodically. We will notify you of material changes via:
- In-add-in notification
- Email to registered users
- Updated "Last Updated" date
12. Contact Us
13. Regulatory Information
Data Controller: FUNCODING
Institution: FUNCODING LIMITED, New Zealand
14. Microsoft Azure Sub-Processor