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Privacy Policy

Approval Studio for Microsoft Teams · Effective 1 September 2026

This policy explains what data the Approval Studio app for Microsoft Teams (the “App”) collects, why, and how we protect it. It covers the Teams App specifically; use of the Approval Studio service is also governed by the main Approval Studio privacy policy.

The App is provided by Approval Studio (HiTech Service LLC) (“we”, “us”). Questions: [email protected].

1. What we collect

The App collects only what it needs to deliver notifications to the right person in Teams:

DataPurpose
Your Microsoft Teams conversation reference (Teams/user/tenant IDs)To send you direct messages in Teams
Your Approval Studio identity and OAuth access tokenTo connect your Teams account to your Approval Studio account and read the project data shown in a notification, on your behalf
Your notification preferencesTo send only the notification types you chose in /settings
A webhook secret for your Approval Studio accountTo verify that incoming event notifications are genuine
What we do not collect or store: your proofs, artwork, files, annotations/comments, or project contents. The App links you to those inside Approval Studio; it does not copy or retain them.

2. How we use your data

  • To deliver real-time notifications about your Approval Studio projects (review requests, approvals/rejections, uploads, task completions, and, if you opt in, comments).
  • To route each notification to the correct project owner and assignee, and to show who triggered the event.
  • To respect your per-user notification preferences.

We do not use your data for advertising, and we do not sell it.

3. Sharing and third parties

  • Microsoft - the App runs on the Microsoft Bot Framework to deliver messages within Microsoft Teams. Your use of Teams is subject to Microsoft’s terms and privacy statement.
  • Approval Studio - the App communicates with the Approval Studio API to read the project data shown in notifications, using your authorized access.
  • We do not share your data with any other third parties except as required by law.

4. Storage, security, and location

  • All data is transmitted over encrypted connections (HTTPS/TLS).
  • Access tokens and conversation references are stored securely and used only to operate the App.
  • Incoming event notifications are verified with a per-account secret before being processed.
  • App data is hosted on Microsoft Azure ([region, e.g. Canada Central]).

5. Retention and deletion

We keep your data only while the App is installed and your account is connected. You can remove your data at any time by:

  • Unlinking / signing out in the App, or
  • Removing (uninstalling) the App from Teams.

Either action deletes the stored conversation reference, access token, and preferences for your account. To request deletion or a copy of your data, contact [email protected].

6. Your choices

  • Use /settings in the App to control which notifications you receive; comments are off by default.
  • Unlink or uninstall at any time (see Section 5).

7. Children

The App is a business tool and is not directed to children under 16, and we do not knowingly collect their data.

8. Changes to this policy

We may update this policy; we will revise the “Effective” date above and, for material changes, provide notice through the App or our website.

9. Contact

Approval Studio (HiTech Service LLC)
900 Foulk Road, Wilmington, DE 19803, USA
[email protected]