Privacy Policy

Effective Date: January 6, 2026

Last Updated: January 6, 2026

Welcome to Be-Inc. This Privacy Policy explains how we collect, use, disclose, and protect your information when you use our Microsoft Office Add-ins (Word, Outlook, and Teams). By using our Services, you consent to the practices described in this Privacy Policy.

1. Information We Collect

1.1 Content You Provide

• Outlook Emails: Email body and subject line text when you request DE&I analysis
• Word Documents: Text content you analyze or request AI assistance for
• Teams Messages: Message content you analyze for DE&I compliance
• User Selections: Text you select or highlight for analysis

1.2 Settings and Preferences

• Add-in Settings: Your preferences for sensitivity levels, auto-correction, tone, and send validation
• Correction History: Record of corrections you've accepted or applied (stored locally in your Office.js roaming settings)

1.3 Technical Information

• Office Context: Office.js provides us with your user ID and session information
• Browser Information: Browser type, version, and user agent (collected automatically by Office.js)
• Error Logs: Technical error messages if the add-in encounters issues

1.4 Information We Do NOT Collect

2. How We Use Your Information

2.1 Primary Use: AI-Powered Analysis

Your content is sent to OpenAI's API (GPT-4o-mini model) for the following purposes:

• DE&I Compliance Analysis: Identifying potentially problematic language (gendered terms, ableist language, cultural insensitivity)
• Suggested Alternatives: Generating inclusive language alternatives
• Send Validation: Checking emails before sending for DE&I compliance

2.2 Settings and History Management

• Storing Preferences: Saving your settings in Office.js roaming settings (syncs across your Microsoft 365 devices)
• Tracking Corrections: Storing correction history locally (NOT on our servers)
• Caching Results: Temporarily caching AI analysis results to improve performance

3. Data Sharing and Third-Party Services

3.1 OpenAI API

3.2 Microsoft Office.js

• Roaming Settings: Your preferences sync across your Microsoft 365 account
• Microsoft's Privacy: https://privacy.microsoft.com

3.3 No Other Third-Party Sharing

We do NOT share your data with advertisers, analytics services, social media platforms, or data brokers.

4. Data Storage and Retention

4.1 Where Your Data is Stored

• OpenAI Servers: Content sent to OpenAI is processed on their servers
• Office.js Roaming Settings: Settings stored in Microsoft's cloud
• Browser Cache: AI analysis results cached temporarily in browser memory
• Our Servers: We do NOT have servers that store your content

4.2 How Long We Retain Your Data

• Content Sent to OpenAI: Deleted immediately after analysis
• Settings: Retained until you delete them or uninstall the add-in
• Cache: Cleared automatically when you close Outlook

5. Data Security

• HTTPS Encryption: All communication uses HTTPS/TLS encryption
• No Database: We do not maintain a database of user content
• XSS Protection: React's safe rendering prevents cross-site scripting attacks

6. Your Rights and Choices

6.1 Access and Deletion

• View Settings: Access your settings via the Settings tab in the add-in
• Clear History: Delete correction history via the History tab
• Delete Settings: Uninstall the add-in to remove all stored settings
• Request Data Deletion: Contact us at support@be-inc.ai

6.2 Opt-Out of AI Analysis

• Disable Auto-Detection: Turn off auto-detection in Settings
• Manual Analysis Only: Use the "Analyze" button manually
• Uninstall: Remove the add-in completely

6.3 GDPR and CCPA Rights

If you are in the EU or California, you have rights to access, delete, rectify, and port your data. Contact support@be-inc.ai to exercise these rights.

7. Children's Privacy

Our Services are NOT intended for children under 13 years old. We do not knowingly collect personal information from children.

8. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Changes will be effective when posted. Your continued use constitutes acceptance of the updated Privacy Policy.

9. Contact Us

10. Additional Resources

• Terms of Service
• Support
• OpenAI Privacy Policy
• Microsoft Privacy Statement

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