Privacy Policy

1. Introduction

Tenantrix ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and safeguard information when you use our Microsoft 365 applications — including TeamBook Employee Directory, TeamBook - Org Connected, and Tenantrix Governance — as well as our website at tenantrix.io.

By installing or using any Tenantrix application or service, you agree to the practices described in this policy. If you do not agree, please discontinue use of our services.

2. Information we collect

2.1 TeamBook Employee Directory and TeamBook - Org Connected

TeamBook Employee Directory and TeamBook - Org Connected are SharePoint Framework (SPFx) web parts that run entirely inside your Microsoft 365 tenant. They read employee profile data — such as display names, job titles, departments, office locations, profile photos, and manager relationships — directly from Microsoft Entra ID via the Microsoft Graph API using permissions your tenant administrator explicitly grants.

Tenantrix does not collect, copy, transmit, store, or process any of this employee data on our own servers or infrastructure. All data is read in real time from Microsoft Graph and displayed only within your SharePoint environment. No personal data leaves your Microsoft 365 tenant as a result of using these applications.

The Microsoft Graph permissions requested by these applications are:

• User.Read.All — read user profile information
• People.Read.All — read people relevance data
• Presence.Read.All — read Microsoft Teams presence status

These permissions are read-only. The applications cannot create, modify, or delete any data in your tenant.

2.2 Tenantrix Governance

Tenantrix Governance similarly operates within your Microsoft 365 tenant and accesses tenant configuration data through Microsoft Graph with permissions explicitly granted by your administrator. No governance or compliance data is stored outside your tenant.

2.3 Website visitors

When you visit tenantrix.io we may collect basic analytics data such as pages visited, browser type, and approximate location (country/region level). This is collected in aggregate and is not linked to any individual.

2.4 Contact and purchase enquiries

If you contact us or purchase a product, we collect the information you provide — typically your name, email address, and organisation name. We use this solely to fulfil your purchase, deliver your licence, and respond to your enquiry.

2.5 Trial activation (TeamBook - Org Connected)

When a tenant administrator clicks Start 8-hour Trial inside TeamBook - Org Connected, the following information is recorded on our secure server (Upstash Redis, EU region) alongside the trial start timestamp:

• Microsoft 365 tenant ID (to prevent multiple trials from the same tenant)
• The admin's email address and display name (so we can contact them about their trial and purchase options)
• The SharePoint site URL where the trial was started

Only the administrator who clicks the start button is identified — end users who later view the web part are not recorded. This information is retained until 30 days after the trial expires, then deleted unless a licence is purchased. It is never shared with third parties and is not used for marketing without an explicit opt-in.

3. How we use your information

Information we collect is used only for the following purposes:

• Responding to enquiries submitted via the contact form
• Improving the website experience based on aggregate analytics
• Sending product updates or announcements if you have opted in
• Complying with legal obligations

We do not sell, rent, or share your personal information with third parties for marketing purposes.

4. Data storage and security

Any personal information you submit to us (such as via the contact form) is stored securely and accessed only by authorised Tenantrix staff. We apply appropriate technical and organisational measures to protect against unauthorised access, loss, or misuse.

As noted above, data processed by our Microsoft 365 products is never stored by Tenantrix. It remains within your tenant and is governed by your own Microsoft 365 data residency and security settings.

5. Cookies

The tenantrix.io website may use cookies for basic analytics purposes. These are not used to identify individuals. You can disable cookies in your browser settings, though this may affect some functionality of the website.

6. Third-party services

Our website may use third-party services such as web analytics providers. These services may collect anonymised usage data in accordance with their own privacy policies. We do not pass personally identifiable information to these services.

Our Microsoft 365 products authenticate users through Microsoft Entra ID. Authentication is handled entirely by Microsoft and governed by Microsoft's privacy policies. Tenantrix does not receive or store passwords or authentication tokens.

7. Data retention

We retain contact form submissions and related correspondence for as long as necessary to fulfil the purpose for which they were submitted, or as required by applicable law. You may request deletion of your data at any time by contacting us.

8. Your rights

Depending on your location, you may have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your data
• Object to or restrict certain processing
• Withdraw consent where processing is based on consent

To exercise any of these rights, please contact us using the details below.

9. Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will update the "Last updated" date at the top of this page. We encourage you to review this policy periodically.

10. Contact

If you have any questions about this Privacy Policy or how we handle your data, please contact us via the contact form on our website.