Privacy Policy

Last updated: June 9, 2025

Your Privacy Matters: This Privacy Policy explains how Airwords collects, uses, and protects your information when you use our Google Docs add-on. We are committed to protecting your privacy and being transparent about our data practices.

1. Information We Collect

1.1 Information You Provide

When you use Airwords, we may collect the following information that you provide directly:

  • Account Information: Email address, name, and other registration details
  • Payment Information: Billing details for subscription services (processed securely through third-party payment processors)
  • Support Communications: Information you provide when contacting customer support

1.2 Document Content for Analysis

To provide our term analysis services, we temporarily process:

  • Text Content: The text content of documents you choose to analyze
  • Document Metadata: Document title, length, and structure information
  • Analysis Results: Generated term frequency data, entity recognition results, and optimization suggestions

Important: We do not permanently store your document content. Text is processed temporarily for analysis and then deleted from our servers.

1.3 Usage and Technical Information

We automatically collect certain technical information:

  • Usage Data: Features used, frequency of use, and service performance metrics
  • Device and Browser Information: Browser type, operating system, and device identifiers
  • Log Data: IP addresses, access times, and error logs
  • Google Workspace Integration Data: Information necessary for the add-on to function within Google Docs

2. How We Use Your Information

Purpose Data Used Legal Basis
Provide term analysis services Document content, analysis results Contract performance
Account management Account information, usage data Contract performance
Payment processing Billing information Contract performance
Customer support Support communications, account data Legitimate interest
Service improvement Usage data, performance metrics Legitimate interest
Security and fraud prevention Log data, usage patterns Legitimate interest

3. Data Processing and Storage

3.1 Document Content Processing

When you use Airwords to analyze a document:

  1. Your document content is temporarily transmitted to our secure servers
  2. Our algorithms process the text to perform term analysis
  3. Analysis results are generated and sent back to you
  4. The original document content is immediately deleted from our servers
  5. Only anonymized analysis metadata may be retained for service improvement

3.2 Data Retention

  • Document Content: Deleted immediately after processing (within 24 hours maximum)
  • Account Information: Retained for the duration of your account plus 30 days
  • Usage Data: Retained for up to 2 years in anonymized form
  • Support Communications: Retained for 3 years for quality assurance

4. Data Sharing and Disclosure

4.1 We Do NOT Sell Your Data

We do not sell, rent, or trade your personal information to third parties for their marketing purposes.

4.2 Limited Sharing

We may share your information only in the following circumstances:

  • Service Providers: Trusted third-party services that help us operate (hosting, payment processing, analytics)
  • Legal Requirements: When required by law, court order, or to protect our rights
  • Business Transfers: In connection with a merger, acquisition, or sale of assets
  • With Your Consent: When you explicitly agree to share information

4.3 Third-Party Services

We use the following categories of third-party services:

  • Google Workspace APIs: For add-on functionality and Google Docs integration
  • Cloud Infrastructure: For secure hosting and data processing
  • Payment Processing: For handling subscription payments securely
  • Analytics Services: For understanding service usage (with anonymized data)

5. Data Security

5.1 Security Measures

We implement industry-standard security measures to protect your information:

  • Encryption: Data is encrypted in transit (TLS 1.3) and at rest (AES-256)
  • Access Controls: Strict employee access controls and authentication
  • Infrastructure Security: Secure cloud hosting with regular security updates
  • Monitoring: Continuous monitoring for security threats and vulnerabilities
  • Regular Audits: Periodic security assessments and penetration testing

5.2 Data Breach Response

In the event of a data breach, we will notify affected users within 72 hours and take immediate steps to secure the system and prevent further unauthorized access.

6. Your Privacy Rights

6.1 Your Rights Under GDPR and CCPA

You have the following rights regarding your personal information:

  • Access: Request a copy of your personal data
  • Rectification: Request correction of inaccurate data
  • Erasure: Request deletion of your personal data
  • Portability: Request transfer of your data to another service
  • Restriction: Request limitation of data processing
  • Objection: Object to processing based on legitimate interests
  • Withdraw Consent: Withdraw consent for data processing

6.2 How to Exercise Your Rights

To exercise any of these rights, please contact us at privacy@airwords.com. We will respond to your request within 30 days.

7. Cookies and Tracking

7.1 Cookies We Use

We use cookies and similar technologies for:

  • Essential Cookies: Required for basic service functionality
  • Performance Cookies: Help us understand how users interact with our service
  • Authentication Cookies: Keep you logged in securely

7.2 Cookie Management

You can control cookies through your browser settings. Note that disabling certain cookies may affect service functionality.

8. International Data Transfers