Privacy Policy
Effective date: 2026-05-16
This policy explains what personal data Your Office AI processes, why, how long it is kept, and the rights you have under the EU and UK General Data Protection Regulations.
1. Who we are
The controller of your personal data is Ritter Ventures UG (haftungsbeschränkt), Bäckerbreitergang 14, 20355 Hamburg, Germany ("we", "us", "Your Office AI"). You can contact our Data Protection Officer at dpo@yoffice.ai or our privacy team at privacy@yoffice.ai.
2. What we collect
We process the following categories of personal data when you use Your Office AI:
- Identity: email address, name, profile picture, OAuth provider identifiers, and a hashed password.
- Authentication: access tokens, refresh tokens, and device identifiers used to keep you signed in.
- Membership: the organisations and groups you belong to, your role, and your group memberships.
- Content you create: chat messages, attachments, canvas documents, knowledge base files, transcripts, workflow runs, prompts, and AI responses.
- Behavioural data: audit log entries, crash reports, analytics events, and OpenTelemetry traces.
- Network data: IP address (in audit log and reverse proxy logs) and user-agent string.
3. Why we process it — lawful bases
| Purpose | Lawful basis (GDPR Art. 6) |
|---|---|
| Providing the service (sign-in, messaging, calls, AI) | Contract — Art. 6(1)(b) |
| Security, abuse prevention, audit logging | Legitimate interest — Art. 6(1)(f) |
| Tax and accounting | Legal obligation — Art. 6(1)(c) |
| Product analytics, crash reporting | Consent — Art. 6(1)(a) |
| Marketing communications | Consent — Art. 6(1)(a) |
| Using prompts to improve AI models | Consent — Art. 6(1)(a); default OFF |
4. Retention
We follow privacy-by-default retention windows. Organisation admins can shorten any of these for their workspace; they cannot extend retention beyond the platform maximum without a written agreement.
| Category | Default TTL | Notes |
|---|---|---|
| Chat messages | 365 days | Hard-deleted after the retention window. Earlier deletion available via in-app delete. |
| Meeting transcripts | 30 days | Short default due to potential sensitivity (Art. 9 special category may appear in speech). |
| Workflow run history | 90 days | Includes inputs, outputs, and node-level traces. |
| Audit log | 365 days | Actor anonymised after account deletion; raw records hard-deleted on TTL. |
| Telemetry (OTel logs) | 14 days | ClickHouse TTL; PII attributes scrubbed at collector. |
| Attachments | 365 days | Object-storage files deleted alongside the parent message. |
| Account data | 30 days after deletion request | 30-day grace period with cancel-by-email; deleted from backups within 35 days. |
5. Who we share data with
We share personal data only with carefully selected sub-processors that are contractually bound to GDPR-equivalent protections. See the full sub-processor list for purposes, regions, and transfer mechanisms (Standard Contractual Clauses where applicable).
6. International transfers
Where data is transferred outside the European Economic Area (for example, to LLM providers in the United States), we rely on the European Commission's Standard Contractual Clauses (Decision 2021/914), supplemented by a transfer impact assessment and any applicable technical measures (encryption, pseudonymisation).
7. Your rights
Under GDPR you have the right to access, rectify, erase, restrict, and port your personal data, and to object to processing. You can exercise these rights from within the app (Account Settings → Privacy & data), by emailing privacy@yoffice.ai, or — for account deletion — via the dedicated Delete my account form.
You also have the right to lodge a complaint with a supervisory authority. Our lead authority is the Hamburg Commissioner for Data Protection and Freedom of Information (HmbBfDI), datenschutz-hamburg.de.
8. California privacy rights (CCPA / CPRA)
If you are a California resident, the California Consumer Privacy Act as amended by the California Privacy Rights Act ("CCPA/CPRA") gives you the rights described below. These rights are in addition to, and do not replace, the GDPR rights in section 7.
Categories of personal information we collect. In the preceding 12 months we have collected the categories listed in section 2 above — identifiers (such as email address and OAuth identifiers), account and authentication data, your organisation and group memberships, the content you create, internet and network activity (audit log, analytics, crash reports, OpenTelemetry traces), and approximate location inferred from IP address. We collect this information from you directly and from your use of the service, and use it for the purposes set out in section 3.
Your rights. You have the right to know what personal information we collect and how we use and disclose it; to request a copy of that information; to request correction of inaccurate information; to request deletion of your information; to opt out of any sale or sharing of your personal information; and to limit the use of sensitive personal information. We will not discriminate against you for exercising any of these rights.
Do Not Sell or Share My Personal Information. We do not sell your personal information for money, and we do not knowingly sell or share the personal information of anyone under 16. "Sharing" under CPRA also covers disclosing personal information for cross-context behavioural advertising. You can opt out of any such sharing at any time — in the app under Settings → Privacy & data using the "Do Not Sell or Share My Personal Information" control, or by emailing privacy@yoffice.ai.
Global Privacy Control. This website honours the Global Privacy Control (GPC) signal. If your browser or a browser extension sends a GPC signal, we automatically treat it as a request to opt out of the sale or sharing of your personal information and disable non-essential analytics and marketing cookies for your visit — you do not need to do anything else.
To exercise any California right you can email privacy@yoffice.ai or use the in-app controls under Settings → Privacy & data. You may also designate an authorised agent to make a request on your behalf; we will verify the agent's authority and your identity before acting.
9. Automated decision-making and AI
Your Office AI uses third-party large language models (currently OpenAI, Anthropic, Google Gemini, and Groq) plus self-hosted open models (Ollama) to summarise content, suggest replies, route workflows, and answer questions. Meeting audio is transcribed using Deepgram. These features assist humans rather than make legally significant decisions automatically. You are interacting with an AI system when you use these features. You can opt out of "Use my data to improve our service" at any time in Privacy Settings. Under our commercial agreements, our large-language-model providers do not use business or API content to train their foundation models by default.
These AI outputs are assistive only: no decision that produces legal effects or similarly significant effects on you (such as hiring, promotion, credit, or pricing decisions) is made automatically by our systems, and our terms prohibit customers from using the Service for such purposes. The computer programs involved are large-language-model assistants (chat and summaries), speech-to-text transcription, and workflow automation that only executes steps a human configured. Where a workflow can take an action with significant effects, it requires an explicit human approval step. You can ask us to explain any AI-assisted output that concerns you, and you can object to processing, via privacy@yoffice.ai.
10. Children
Your Office AI is not intended for users under the age of 16. We require an age confirmation at signup and do not knowingly process data from children.
11. Changes to this policy
We will post material updates to this page and, where required, notify signed-in users in the app before the change takes effect. The "Effective date" above always reflects the current version.