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Legal Privacy Policy Effective Date: April 13, 2026 Updated from December 13, 2025: Added OpenAI, Anthropic, and Azure OpenAI as BYOM sub-processor options for Enterprise customers. Contents Introduction Information We Collect Information You Provide Voluntarily How We Use Your Information Data Sharing and Third-Party Services Data Storage, Security, and Retention Your Rights and Choices Cookies and Similar Technologies Changes to This Privacy Policy Contact Information Introduction Welcome to ThreadPatrol! This Privacy Policy explains how we collect, use, share, and protect information in relation to our bot for Slack, ThreadPatrol. ThreadPatrol helps keep your Slack channels organized by monitoring messages and suggesting when a new message might belong in an existing thread. It uses contextual understanding and AI-powered similarity analysis to make these suggestions. By installing or using ThreadPatrol, you agree to the collection, use, disclosure, and procedures this Privacy Policy describes, as well as our Terms of Service and Data Processing Addendum. Please read this policy carefully. If you do not agree with this policy, please do not use the Service. Age Restriction: The Service is not intended for users under the age of 16. We do not knowingly collect personal information from children under 16. If we become aware that we have collected personal information from a child under 16, we will take steps to delete such information. Information We Collect To provide and improve ThreadPatrol, we collect the following types of information: Information You Provide Directly Through Slack Installation (OAuth Process): When you install ThreadPatrol into your Slack workspace, Slack provides us with the following information: Workspace Information: Slack Team ID (e.g., T12345ABC) and, if applicable, Enterprise ID. Bot Authentication Information: A Bot User OAuth Access Token that allows ThreadPatrol to act on behalf of the bot user in your workspace, the Bot User ID, and the Bot ID. Installing User Information: The Slack User ID of the individual who performed the installation. Installing User Email Address: The email address associated with the Slack account of the individual who performed the installation (obtained via the users:read.email scope). Why we collect this: This information is essential for ThreadPatrol to be installed, to authenticate with the Slack API, to perform its functions within your specific workspace, and to respond to events. We use the installing user's email to send essential account-related communications including billing notifications, service updates, and onboarding information. Information Collected Automatically During Service Operation: As ThreadPatrol operates within your Slack channels, it processes and stores certain metadata related to messages: RECENT_CONTEXT_LIST: We store identifiers for recent messages in channels where ThreadPatrol is active. This includes Channel ID, timestamps of messages, and Slack User ID of the authors. THREAD_LINK: To manage message relationships and the "move" functionality, we store Team ID, Channel ID, Message Timestamp, Parent Message Timestamp, Root Message Timestamp, and move flags. Suggestion Records (including Silent Mode): When ThreadPatrol suggests a thread — or, in Silent Mode, detects a message it would have suggested threading — we store the Team ID, Channel ID, and message timestamps involved (never message content and never the author's identity) for up to 14 days to power daily reports. Report statistics are aggregated per channel, never per user. Message Content (Minimal Retention): To provide AI-powered threading suggestions, we cache the last 50 messages per channel. This cache has a 90-day rolling TTL (Time-To-Live) and is automatically purged. Message content is sent to an AI provider (Google Cloud Vertex AI by default, or your chosen provider — OpenAI, Anthropic, Google Vertex AI, or Azure OpenAI — if your organization has configured Bring Your Own Model) for similarity analysis. Your data is never used to train AI models. All cached content is deleted immediately upon uninstallation. Information You Provide Voluntarily When you voluntarily provide feedback through the Service (such as via the /thread-patrol-feedback command or website forms), we collect the information you choose to provide, which may include your name, email address, and the content of your feedback. Why we collect this: This information is collected on the basis of your consent and is used solely for the purposes of improving our Service, responding to your inquiries, and, if you opt-in, contacting you for user research. How We Use Your Information We use the information we collect for the following purposes: To Provide and Operate the Service: We use your OAuth Installation Information to authenticate, Message Identifiers & Metadata to manage conversation flow, Ephemeral Message Content for AI analysis. To Improve and Maintain the Service: We may use aggregated and anonymized information to improve features. Error logs are used for diagnosing and fixing issues. To Communicate with You: We use the installing user's email address for essential service-related communications including account setup confirmation, billing notifications, subscription changes, security alerts, and important service announcements. We do not use your email for marketing purposes without your explicit opt-in consent. Legal Basis for Processing (EEA/UK Users) If you are located in the European Economic Area (EEA) or United Kingdom (UK), we process your personal data based on the following legal bases under the GDPR: Data Type Legal Basis OAuth Installation Information Contractual Necessity – Required to provide the Service Installing User Email Address Contractual Necessity – Required for account administration, billing, and essential service communications Message Identifiers & Metadata Legitimate Interest – To operate and improve the Service Voluntarily Provided Feedback Consent – You choose to provide this information You may withdraw consent at any time where consent is the legal basis. Withdrawal does not affect prior processing. Data Sharing and Third-Party Services We do not sell your personal information. We share information only in the following circumstances: With Slack: ThreadPatrol's core functionality involves interacting with the Slack platform via Slack's APIs. With AI Providers: Message text is sent to an AI service for semantic similarity analysis. By default, this is Google Cloud Vertex AI (Gemini). Enterprise customers using Bring Your Own Model (BYOM) may route data to their own provider — OpenAI, Anthropic, Google Vertex AI, or Azure OpenAI — instead. In all cases, data is used solely for analysis and is never used to train AI models. With Amazon Web Services (AWS): All persistently stored data is hosted on secure servers provided by AWS in the eu-west-1 region. For Legal Reasons: We may disclose your information if required to do so by law. International Data Transfers ThreadPatrol is operated from Italy (EU). Your data may be transferred to and processed in countries outside your residence, including: Amazon Web Services (AWS): Data is stored in the eu-west-1 (Ireland) region within the EEA. Google Cloud Platform: AI processing occurs via Google Vertex AI in the EU (Belgium) by default. Google is certified under the EU-US Data Privacy Framework. OpenAI (BYOM only): Enterprise customers who configure Bring Your Own Model with OpenAI may have AI processing occur in OpenAI's US infrastructure. OpenAI is certified under the EU-US Data Privacy Framework. Anthropic (BYOM only): Enterprise customers who configure Bring Your Own Model with Anthropic may have AI processing occur in Anthropic's US infrastructure. Anthropic is certified under the EU-US Data Privacy Framework. Microsoft Azure (BYOM only): Enterprise customers who configure Bring Your Own Model with Azure OpenAI may have AI processing occur in their selected Azure region. Microsoft is certified under the EU-US Data Privacy Framework. For transfers outside the EEA/UK, we rely on Standard Contractual Clauses (SCCs) approved by the European Commission, adequacy decisions where applicable, or service providers' certifications under recognized frameworks. By using the Service, you acknowledge these transfers are necessary to provide the Service. Data Storage, Security, and Retention Data Storage & Location The information collected by ThreadPatrol is stored on secure servers hosted by Amazon Web Services (AWS) in the eu-west-1 region. Data Security • Data encrypted in transit and at rest • IAM roles and policies for access control • Credentials stored encrypted in AWS SSM Data Retention OAuth Installation Information: Retained while ThreadPatrol is installed; deleted upon uninstallation. Installing User Email Address: Retained while ThreadPatrol is installed. Deleted immediately upon uninstallation, except where retention is required for billing records, legal compliance, or dispute resolution. Message Cache: Last 50 messages per channel cached for AI context. Auto-expires via 90-day TTL and deleted immediately upon uninstallation. Message Identifiers & Metadata: Timestamps, channel IDs, user IDs. Auto-expires via 90-day TTL and deleted immediately upon uninstallation. Analytics Counters: Aggregate usage statistics retained while installed; deleted immediately upon uninstallation. Thread Relationships: Mapping data for thread suggestions; deleted immediately upon uninstallation. System Logs: Automatically deleted after 30 days. Your Rights and Choices We respect your rights concerning your information. Depending on your location and applicable data protection laws, you may have the following rights: Right to Access: Request access to the information we hold about your workspace's use of ThreadPatrol. Right to Rectification: Request correction of inaccurate or incomplete information. Right to Erasure: Uninstalling the ThreadPatrol application from your Slack workspace initiates deletion of all associated data. Right to Restrict Processing: Effectively restrict processing by uninstalling the application. To exercise any rights, please contact us at [email protected]. For EEA/UK Residents (GDPR): In addition to the rights listed above, you may also have the right to: Right to Data Portability: Receive a copy of your personal data in a structured, machine-readable format. Right to Object: Object to processing based on legitimate interests. Right to Lodge a Complaint: File a complaint with your local Data Protection Authority (DPA). Your California Privacy Rights (CCPA) If you are a California resident, the California Consumer Privacy Act (CCPA) provides you with specific rights regarding your personal information: Right to Know: You have the right to request disclosure of the categories and specific pieces of personal information we have collected about you, the sources of collection, the business purpose, and the categories of third parties with whom we share it. Right to Delete: You have the right to request deletion of your personal information, subject to certain exceptions. Right to Opt-Out of Sale: We do not sell your personal information. ThreadPatrol has not sold personal information in the preceding 12 months. Right to Non-Discrimination: We will not discriminate against you for exercising any of your CCPA rights. Categories of Personal Information Collected (Past 12 Months) Category Examples Collected Identifiers Slack User ID, Team ID, Email Address Yes Internet/Network Activity Message timestamps, Channel IDs Yes Professional Information Workspace name Yes To Exercise Your Rights: Submit a verifiable consumer request by emailing us at [email protected]. We will verify your identity before processing your request. Cookies and Similar Technologies ThreadPatrol itself does not directly use cookies to track you or store your personal information across browser sessions. However, the Slack platform uses cookies and similar technologies for its own purposes. We recommend you review Slack's Cookie Policy for more information. Changes to This Privacy Policy We may update this Privacy Policy from time to time to reflect changes in our practices, the Service's functionality, or applicable laws. We will post any changes on this webpage and update the "Effective Date" at the top. Your continued use of the Service after any changes constitutes your agreement with the revised policy. Contact Information If you have any questions, comments, or concerns about this Privacy Policy, our data handling practices, or your rights, please contact us at: ThreadPatrol Email: [email protected] Data Controller For the purposes of the GDPR, the data controller for your personal information is: ThreadPatrol Email: [email protected] If you have concerns about our data practices that we have not addressed to your satisfaction, you have the right to lodge a complaint with your local Data Protection Authority.