This policy explains what personal information Steward Agents collects, why, where it is stored and processed, how long we keep it, and how you can reach us about it. It covers the Steward Agents web app at app.stewardagents.com, the Steward Agents add-in for Microsoft Outlook, Word, Excel and PowerPoint, and this website.
Do not put client or family personal health information into Steward Agents. The agents are built for staff work such as board reports, budgets, grant writing and communications. They are not designed or approved to process health or case information about the people your organization serves. See the Acceptable Use Policy.
1. Who we are
Steward Agents is operated by [Legal entity name], [registered address], British Columbia, Canada ("Steward Agents", "we", "us"). For personal information in your organization's account, your organization decides what its staff use the service for, and we process that information to provide the service to it. For information about our own customers' contacts, website visitors and people who request a pilot, we are responsible for it directly. [Legal review: confirm controller/processor framing and the applicable law (PIPEDA and/or BC PIPA).]
Privacy questions and requests: [privacy contact email]. Our privacy contact person: [name or title of the person accountable for privacy].
2. What we collect
- Account and identity information. Your name, work email address, job title and organization, and the basics Microsoft provides when you sign in with your work account: your Microsoft account email, and your organization's Microsoft tenant ID.
- Microsoft 365 connection. If you connect Microsoft 365, we store the access tokens Microsoft issues, encrypted. Your files, calendar and email stay in your organization's Microsoft 365. An agent reads them only when you ask it to, and only what your Microsoft permissions already allow you to see.
- Prompts, sources and outputs. What you ask an agent, the text you select or send from Office, sources you choose (for example a file, an email or a meeting transcript), and the agent's replies. These are saved in your conversation history so you can come back to them.
- Onboarding interviews and agent designs. Your answers in the onboarding interview, the agent design document made from them, and your agents' settings.
- Usage and audit logs. For each request: the time, the app, the agent, the AI model used, word and cost counts, and any error. For each action in Office: where text was inserted, which file, range or email it concerned, and labels for the sources used. These logs record places and labels, not the text of your documents or emails.
- Billing information. Billing contact details and records of invoices and payments for pilots and subscriptions. [Confirm how payments are taken and by whom.]
- Support messages. What you send us by email or through the pilot request form, and our replies.
- Updates you ask for. If you tick the box on the pilot request form, we use your email address to send occasional Steward Agents updates. Each one has an unsubscribe link, and you can unsubscribe at any time.
- Optional features. If you turn on the morning summary, we read the sender, subject and opening lines of new emails in your inbox to build it. If your organization turns on mailbox search, the agent searches your own Inbox and Sent Items only inside the dates and terms you choose. If you add Teams transcripts, an agent reads a meeting transcript only when you pick it as a source.
We do not ask for, and you should not provide, health or case information about clients or families. The service checks text for signs of such information and refuses to send it to the AI, but that check is a safeguard, not a guarantee.
3. Why we use it
- To provide the service: run your agents, read the Microsoft 365 content you ask about, save drafts to your Outlook or files when you ask, and keep your conversation history.
- To keep the service secure and working: sign-in, access control, abuse prevention, troubleshooting and audit logs your organization can review.
- To manage usage and cost: daily limits, monthly budgets and the choice of AI model for each request.
- To support you, to bill for pilots and subscriptions, and to respond to your requests.
- To improve Steward Agents, using usage logs and, where your organization agrees, reviewed examples. [Confirm whether any customer content is ever used for product improvement; if not, say so here.]
We do not sell personal information and we do not use it for advertising.
4. Signing in with Microsoft
You sign in with your organization's Microsoft work account. Accounts are by invitation only. Connecting Microsoft 365 is a separate step that asks for permission to read your files and calendar and to create email drafts. Steward Agents does not ask for permission to send email from your mailbox, and agents never send email for you. Your organization's Microsoft 365 administrator may need to approve the app first. You can disconnect Microsoft 365 at any time from your agent page, and your administrator can remove the app's access in Microsoft Entra.
5. Where your information is stored and processed
- Application servers: DigitalOcean, Toronto, Canada (TOR1).
- Database and sign-in records (accounts, agent settings, conversation history, usage and audit logs): Supabase, Canada Central region (Montréal), which runs on Amazon Web Services.
- AI processing: to answer a request, the prompt and the content needed to answer it are sent to Anthropic, which provides the AI models. This processing takes place mainly in the United States. Some agents can also search the web through Anthropic; the search terms go to Anthropic for that purpose.
- Canada-only option: a Canada-only processing option, using AI models hosted in Canada by Amazon Web Services, with some features limited, is available on request. Ask us before relying on it.
- Microsoft: your Microsoft 365 content stays in your organization's Microsoft 365. If your organization uses the optional Steward Agents connection in Microsoft 365 Copilot, Copilot processes those requests under your organization's Microsoft agreement, which may be outside Canada.
So: your stored data is kept in Canada, but by default the AI processing of each request happens mainly in the United States. Information processed outside Canada may be subject to the laws of that country.
Training. Under our AI provider's commercial API terms, the content we send through its API is not used to train its models. [Legal review: confirm against the current Anthropic Commercial Terms and data-retention terms before publishing.] We do not use your content to train AI models.
6. Service providers (subprocessors)
[Legal review: confirm this list, each provider's role and region, and the contracts in place.]
| Provider | What they do | Where |
|---|---|---|
| DigitalOcean | Hosts the application servers | Toronto, Canada |
| Supabase (on Amazon Web Services) | Database and sign-in | Montréal, Canada |
| Anthropic | AI models that draft and analyze; web search for some agents | Mainly United States |
| Amazon Web Services (Bedrock) | AI models for the Canada-only option, only when enabled for your organization | Canada |
| Microsoft | Sign-in, access to your Microsoft 365 content at your request, and the email account that sends morning summaries | Your organization's Microsoft 365; ours for morning summaries |
| Netlify | Hosts this website and receives the pilot request form | [Region to confirm] |
7. How long we keep it
- Account information, agent settings, conversation history and usage and audit logs are kept while your organization's account is active, so your staff and administrators can refer back to them.
- When an account ends, or when your organization asks us to, we delete this information within [number] days, except where we must keep records (for example invoices) by law. [Confirm the deletion window and how backups are handled.]
- Internal support review notes made by Steward Agents staff are deleted after 90 days.
- Microsoft 365 connection tokens are deleted when you disconnect, or when Microsoft reports that access has been withdrawn.
- Pilot requests and support messages are kept for [period].
Our AI provider may keep the content of requests for a limited time under its own terms, for example for safety and abuse monitoring. [Legal review: confirm the current period.]
8. Who can see your information
Each person's agents and conversations are private to them. Steward Agents staff can see account and usage information (for example request counts, costs and errors) to run the service. They can see the content of conversations only if your organization has turned that access on, or where we must investigate a security or abuse issue. [Legal review: confirm these conditions.] We share information with the service providers above only to run the service, and with authorities only where the law requires it.
9. Security
See our Security Overview for how we protect information, including encryption of Microsoft tokens, access controls and audit logs.
10. If something goes wrong
If we learn of a breach of security safeguards involving personal information we hold, we will notify the affected organizations without unreasonable delay and report to privacy regulators where the law requires. To report a suspected breach or security issue: [security contact email].
11. Your choices and rights
- You can ask to see the personal information we hold about you, ask us to correct it, or withdraw consent to optional features. Your organization's administrator can also make requests for its account.
- Send requests to [privacy contact email]. We will reply within 30 days, and tell you if we need more time.
- If you are not satisfied with our reply, you can contact the Office of the Privacy Commissioner of Canada or, in British Columbia, the Office of the Information and Privacy Commissioner for British Columbia. [Legal review: confirm which regulator applies.]
12. Children
Steward Agents is a work tool for staff of organizations. It is not directed at children, and we do not knowingly collect children's personal information through accounts. Staff must not use it to process information about the children their organization serves.
13. Cookies and similar technologies
- App (app.stewardagents.com): we use only cookies that are needed to keep you signed in, plus a short-lived cookie that protects the Microsoft 365 connection step. The Office add-in keeps you signed in using your browser's storage. We do not use analytics or advertising cookies.
- This website: we do not use analytics or advertising cookies. Pages load fonts from Google Fonts, styling code from the Tailwind CSS content delivery network and photos from Unsplash, so those services receive your browser's IP address and basic request information when you visit. [Confirm whether the website host sets any cookies.]
14. Changes to this policy
We will post any change here with a new version number and date, and tell account holders about significant changes before they take effect.