Privacy Policy

Office Sync (“we”, “us”), of [REGISTERED ADDRESS], operates OfficeSyncPro — the website at officesyncpro.com and the application at app.officesyncpro.com (together, the “Service”). This policy explains how we handle personal data in both.

We act in two different roles, and the difference matters:

• As a controller, for the data we decide the purposes of: your account and profile, billing records, support conversations, and technical logs.
• As a processor, for the content your team puts into a workspace — projects, tasks, comments, files, and anything reached through your Outlook connection. Your organisation decides what goes in and why; we process it on their instructions, under our Terms of Service and any data processing agreement we have signed with them.

If your workspace belongs to your employer and you want something changed or deleted, they are the right first stop — but write to us anyway at info@officesyncpro.com and we will help route it.

Account and profile information

You sign in with a Microsoft work or school account. Microsoft Entra ID returns your Microsoft user identifier, work email address, display name and profile photo, and we store those to create and identify your account. We never see, receive or store your Microsoft password.

Workspace content

Whatever your team creates in the product: workspaces, projects, tasks and their statuses, comments, notes, timelines, teams and team membership, labels, chat messages, uploaded files, guest invitations and notification preferences.

Microsoft 365 data

Only if you connect Outlook, and only what that connection needs. This is the part people most want specifics on, so it has a section of its own — see “Your Microsoft 365 data” below.

Billing information

Your plan, billing cycle, subscription status, renewal dates, invoice history and the customer and subscription identifiers our payment processor assigns you. Card numbers never reach our servers. Payment details are entered on Stripe’s own hosted checkout and held by Stripe.

Technical and usage data

IP address, browser type and version, request timestamps, the pages and API endpoints requested, and error diagnostics. Separately, each workspace keeps an audit log of security-relevant actions — who invited whom, who changed a role, who removed a project — so an administrator can answer “what happened here?”.

Communications

Emails you send us, and the messages we send you about your account, billing, invitations and notifications you have asked for.

OfficeSyncPro asks for Microsoft permissions in two separate steps. Signing in needs almost nothing. The mailbox and calendar permissions are requested only later, on the screen where you choose to connect Outlook, and you can use the product without ever granting them.

What we do not do

• We do not copy your mailbox. When you link an email to a project or task, we store the Microsoft conversation identifier and a snapshot of the subject line — enough for the link to survive and to be labelled. Message bodies, recipients and attachments are fetched from Microsoft Graph at the moment you open them and are not retained in our database.
• We do not get tenant-wide access. Permissions are delegated to you personally. OfficeSyncPro can reach exactly what your own Microsoft account can reach and nothing else — never a colleague’s mailbox unless Microsoft has already shared it with you.
• We do not sell it, advertise against it, or train models on it. Microsoft 365 data is used to operate the features you turned on, and for nothing else.

Tokens and staying in sync

The refresh token that keeps your Outlook connection alive is encrypted at rest with a dedicated key. We also register change notifications with Microsoft Graph so a linked conversation stays current; a notification tells us that something changed, which prompts us to fetch the update on your behalf.

You can end all of this at any time by disconnecting the integration in OfficeSyncPro, or by revoking access from your Microsoft account’s app permissions. We delete the stored tokens when you do.

Marketing email, if we ever send any, is separate and opt-in, and every message carries an unsubscribe link. Service and billing notices are not marketing and cannot be unsubscribed from while your account is open.

We do not sell personal data and we do not share it for advertising. We use a small number of sub-processors to run the Service, each bound by contract to protect the data and use it only on our instructions:

Beyond those, we disclose information only:

• Inside your workspace — other members, and guests you invite, see the content shared with them. Roles and project membership control who sees what.
• On your instruction — for example, when you send an invitation or share a file.
• When the law requires it — to comply with a valid legal process. We review every request, push back on overbroad ones, and tell the affected customer unless we are legally prohibited from doing so.
• In a business transfer — if Office Sync is acquired or merges, with notice to you beforehand and no reduction in the protections in this policy without your agreement.

The Service is hosted in [HOSTING REGION]. Our sub-processors may process data in other countries. Where personal data from the European Economic Area, the United Kingdom or Switzerland is transferred somewhere without an adequacy decision, we rely on the European Commission’s Standard Contractual Clauses (and the UK International Data Transfer Addendum where applicable), together with the technical measures described under “How we protect information”. Ask us at info@officesyncpro.com if you would like a copy of the relevant safeguards.

• No password for us to lose. Authentication is delegated entirely to Microsoft, so your organisation’s own multi-factor and conditional-access rules apply, and there is no OfficeSyncPro password database to breach.
• Encryption. Traffic is protected with TLS. Microsoft refresh tokens are encrypted at rest with a dedicated key held separately from the database credentials.
• Workspace isolation. Every request is checked against the workspace the data belongs to before anything is returned or changed, so one workspace cannot reach another’s data.
• Role-based access. Owner, admin, manager, member and guest roles limit what each person can see and do, and guests are scoped to the projects they were invited to.
• Audit logging. Security-relevant actions are recorded so an administrator can reconstruct what happened.
• Least privilege for staff. Access to production data is limited to the people who need it to operate or support the Service, and it is logged.

No system is perfectly secure. If you believe you have found a vulnerability, please write to info@officesyncpro.com before disclosing it publicly, and we will work with you on a fix.

• Workspace content is kept while the workspace is active. Deleting a project, task or file removes it from the workspace immediately; residual copies age out of encrypted backups on our normal rotation.
• Activity history follows your plan. The Free plan retains 90 days; paid plans retain longer, as stated on the plan.
• Microsoft tokens are deleted the moment you disconnect the integration or close your account.
• Account data is deleted or anonymised within 30 days of you closing your account or asking us to.
• Billing records are kept for as long as tax and accounting law requires, typically seven years, even after an account closes.
• Technical logs are kept on a short rolling window for diagnostics and security.

Cancelling a paid plan does not delete anything. The workspace moves to the Free plan’s limits and your content stays — see the Terms of Service for what happens when content exceeds those limits.

Depending on where you live, you may have the right to access a copy of your personal data, correct it, delete it, restrict or object to how we use it, receive it in a portable format, withdraw a consent you gave, and complain to your data protection authority.

If you are a California resident, you may request to know, delete or correct the personal information we hold, and you may not be discriminated against for asking. We do not sell or share personal information as those terms are defined by the CCPA, and we do not use sensitive personal information to infer characteristics about you.

Controls already in the product

• Edit your profile and notification preferences in Settings.
• Disconnect Outlook at any time from the integrations screen.
• Workspace owners can remove members, guests and the workspace itself.

Making a request

Email info@officesyncpro.com from the address on your account. We respond within 30 days. If the data sits inside a workspace controlled by your employer or client, we will forward the request to them and support them in answering it.

OfficeSyncPro is a workplace tool. It is not directed at children, we do not knowingly collect data from anyone under 16, and creating a workspace requires a Microsoft work or school account. If we learn that we hold data from a child, we delete it.

We take security seriously, but no system is perfectly secure. If we become aware of unauthorised access to personal data, we will investigate promptly, take steps to contain and remediate the issue, and determine whether it meets the threshold for notifying you or regulators.

If a breach is likely to result in a risk to your rights or freedoms, we will notify the affected workspace owner and, where required, individual users without undue delay. That notice will describe the nature of the incident, the data involved, the steps we are taking, and any actions we recommend you take. Where the law requires it, we will also notify the relevant supervisory authority.

When we suspect or detect a security incident, we follow a structured process:

• Detection and verification. We confirm the incident, assess its scope, and identify the systems or data affected.
• Containment. We take immediate steps to secure accounts, revoke tokens, isolate affected components, and prevent further unauthorised access.
• Investigation. We review logs, audit trails and system activity to understand what happened, what data was involved, and whether any workspace content was accessed.
• Remediation. We apply fixes, rotate keys, restore systems, and strengthen controls to prevent recurrence.
• Notification. If required, we notify affected customers and regulators as described above.
• Review. We document the incident and update our processes and controls based on what we learned.

This process applies to both controller data (your account, billing and logs) and processor data (workspace content), and we coordinate with your organisation where they act as the controller.

We use reasonable and industry-standard measures to protect personal data, including encryption, role-based access controls, workspace isolation and audit logging. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

To the fullest extent permitted by law, we are not liable for any indirect, incidental, consequential or punitive damages arising from a security incident, unauthorised access, or data loss, except where applicable law does not allow such limitations. Nothing in this policy limits your rights under data-protection law or our responsibilities where we act as a processor on your organisation’s instructions.

We will post any change on this page and update the date at the top. If a change materially affects how we handle your personal data, we will tell you by email or an in-app notice at least 14 days before it takes effect, so you have time to object or close your account.

Questions, requests or complaints about privacy go to info@officesyncpro.com, or by post to Office Sync, [REGISTERED ADDRESS].

Data protection officer: [DPO NAME AND CONTACT, IF APPOINTED]. Representative under Article 27 of the UK/EU GDPR: [EU/UK REPRESENTATIVE, IF APPOINTED].