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Privacy Policy

Effective Date: 18th March, 2025

Last Updated: 18th March, 2025

Welcome to Backoffice! Your privacy is important to us. This Privacy Policy outlines how ZeroComplex AI, Inc., a Delaware-registered company and the creator of Backoffice, collects, uses, stores, and protects your personal information.

By using Backoffice, you agree to the terms in this Privacy Policy. If you do not agree, please discontinue use of our services.

Information We Collect

We collect only the minimum data necessary to provide and improve BackOffice. The data we collect falls into these categories:

A. Information You Provide to Us.

  • Account Information. Name, email, company name, role, and password (hashed).
  • Billing Details. If you subscribe to a paid plan, we collect payment information via secure third-party processors (Stripe, Paystack, etc.).
  • Workflow Inputs. User queries, connected apps, automation preferences, and interactions with the AI assistant.

B. Information We Collect Automatically When You Use Our Services.

  • Device & Log Data. IP address, browser type, operating system, and session activity (for security and debugging).
  • Usage Analytics. Interaction logs to improve AI performance and optimize workflow automation.

C. Third-Party Integrations.

If you connect an external service (e.g., Google, Slack, ClickUp), we may collect:

  • Metadata and limited content (e.g., calendar events, task lists) for automation purposes.
  • API authentication tokens to execute tasks on your behalf (tokens are encrypted and stored securely).

We'll never collect sensitive personal data like passwords, private messages, or confidential business documents unless explicitly required for task execution.

How We Use Your Information

We use the data collected only to provide and improve Backoffice's AI-powered automation services.

  • Automating workflows - Performing tasks across connected apps based on user requests.
  • Personalizing AI assistance - Tailoring responses and automation recommendations.
  • Enhancing security - Detecting and preventing fraud, unauthorized access, and abuse.
  • Customer support - Troubleshooting and responding to inquiries.
  • Product development - Analyzing anonymized usage patterns to improve Backoffice.

What We Do NOT Do:

  • Sell or share your data with third-party advertisers.
  • Permanently store any user data beyond what's required for task execution.
  • Read personal messages, emails, or private files unless explicitly required for an automation task.

Third-Party Integrations & Permissions

Backoffice connects with third-party applications (e.g., Google Workspace, Slack, ClickUp, Notion) to help automate your workflows. These integrations require user authorization, and you are in full control of which apps you connect.

We follow strict security guidelines when accessing external services:

  • Limited Scope - We only request the permissions necessary to perform tasks you configure.
  • User-initiated Access - Backoffice never connects to external services without explicit user approval.
  • Revocation Anytime - You can disconnect integrations from Backoffice settings or directly through the third-party provider.

For example: If you connect Google Calendar, Backoffice will only access events for scheduling-related automation and will not modify unrelated calendar data.

We do not use any Google user data to train AI or machine learning models. Access to Google APIs is strictly limited to fulfilling user-requested actions in real-time. We do not store or process your Google data beyond the scope of your current session unless explicitly stated.

Data Security & Protection

We take strong measures to ensure your data is protected:

  • End-to-End Encryption - Data in transit is encrypted using TLS 1.2+, and sensitive stored data is encrypted with AES-256.
  • Strict Access Control - Only authorized personnel have access to essential user data for debugging and support.
  • Minimal Data Retention - We process data in real-time and do not store it permanently beyond task execution.
  • Regular Security Audits - We continuously monitor and audit our systems for vulnerabilities.

We comply with industry-leading security frameworks, including GDPR, NDPR, CCPA, and ISO 27001 best practices.

Your Data Rights & Choices

You have full control over your data.

A. Managing Your Data

  • Access - Request a copy of the data we store about you.
  • Correction - Update or modify inaccurate information.
  • Deletion - Request account deletion and data removal at any time.
  • Opt-out - Disable AI-powered automation or revoke permissions from third-party integrations.

You can manage these preferences directly in Backoffice settings or by contacting privacy@getbackoffice.ai.

Data Retention & Deletion Policy

Backoffice retains only essential data for as long as necessary to provide automation services.

  • User Accounts - Stored until manually deleted by the user.
  • Integration Tokens - Removed immediately when a user revokes access.
  • AI Conversations & Task Logs - Retained for 30 days for troubleshooting and optimization, then deleted.
  • Billing Data - Retained for legal and compliance purposes as required.

To request deletion, email support@getbackoffice.ai or delete your account in Backoffice settings.

Compliance with Global Privacy Laws

Backoffice complies with applicable privacy laws and regulations, including:

  • General Data Protection Regulation (GDPR) - We respect the rights of EU users to access, delete, or modify their data.
  • Nigeria Data Protection Regulation (NDPR) - We respect the rights of the Nigerian users to access, delete, or modify their data.
  • California Consumer Privacy Act (CCPA) - Users can request data access, deletion, and opt-out of data sharing.
  • Google API Services User Data Policy - BackOffice adheres to Google's strict security requirements when accessing Google services.

If you have concerns regarding compliance, contact legal@getbackoffice.ai.

How to Manage & Revoke Permissions

You can control your connected accounts and revoke access anytime:

  • Backoffice Settings. Manage connected apps from the Integrations page
  • Google Permissions. Visit Google Security Settings to remove access.
  • Slack, ClickUp, etc.. Manage permissions directly in each app's security settings.

Once revoked, Backoffice immediately disconnects and stops processing related tasks.

Updates to This Privacy Policy

We may update this policy as necessary. Any significant changes will be communicated via:

  • Email notifications
  • In-app update
  • A notice on our website

Your continued use of BackOffice after an update constitutes acceptance of the new Privacy Policy.

Contact Us

If you have questions or concerns about this Privacy Policy, reach out to us:

We are committed to protecting your data and ensuring full transparency. Thank you for trusting Backoffice!