Reducto Office Privacy Policy
This Privacy Policy explains how Reducto, Inc. ("Reducto," "we," "us," or "our") collects, uses, discloses, and retains personal information in connection with Reducto Office, an app for creating, reading, and editing files, including .docx, .pptx, and .xlsx files, from within third-party AI assistants and platforms (the "Service"). It applies only to Reducto Office. This Privacy Policy works together with the Reducto Office Terms of Service at https://reducto.ai/office/terms (the "Terms"), and capitalized terms not defined here have the meanings given in the Terms. Our other products are covered by separate notices, including our general Privacy Notice at reducto.ai/privacy.
1. Information We Collect
1.1 Account Information. When you create or sign in to a Reducto account: name, email address, and authentication identifiers.
1.2 Content. Files you upload or connect, the instructions and tool calls an AI platform sends to the Service on your behalf, and the files and outputs the Service creates ("Content"). Content may include personal information about you or others.
1.3 Platform Information. Your AI assistant or platform (each, a "Platform") hosts your conversation and personal details. We receive only what the Platform sends to perform a requested action, such as the request, relevant files, and technical identifiers. We do not receive your full conversation history unless the Platform includes it in a request.
1.4 Usage and Device Information. Log data, IP address, browser and device type, timestamps, features used, request volume, errors, and similar information.
1.5 Analytics. We use a product analytics provider to understand how the Service is used. Our analytics provider collects usage events and device information on our behalf. We do not send analytics data to third parties.
1.6 Communications. Information you send when you contact support or give feedback.
2. How We Use Information
2.1 Purposes. We use personal information to: (a) provide, operate, and secure the Service, including processing Content to perform requested actions; (b) manage accounts and Rate Limits; (c) provide support and communicate with you; (d) analyze aggregated usage to improve the Service; (e) detect and prevent fraud and abuse; (f) comply with law and enforce our Terms; and, unless you opt out: (g) using Content, including tool calls and processed documents, to train, evaluate, and improve Reducto's AI models; and (h) creating Derived Data (as defined in Section 7.2 of the Terms), which we may license or sell to third parties, including AI developers, for training and evaluating their models. Derived Data does not include personal information, and we maintain it in de-identified form, will not attempt to re-identify it, and contractually require recipients not to re-identify it.
3. How We Disclose Information
3.1 Service Providers. We use vendors that perform services on our behalf, such as cloud hosting, product analytics, authentication, AI model processing, and customer support. They may use personal information only to provide services to us.
3.2 Platforms. We return outputs to the Platform you use to fulfil your request. The Platform's handling of that information is governed by its own privacy policy.
3.3 Legal and Safety. To comply with law or legal process, protect rights and safety, or enforce our Terms.
3.4 Corporate Transactions. In connection with a merger, acquisition, financing, or sale of assets, subject to this Policy.
3.5 Data Licensing. We do not sell personal information or share it for advertising purposes. Unless you opt out, we may license or sell Derived Data, which does not include personal information, to third parties, including AI developers, for training and evaluating AI models. See Section 5 for your opt-out rights.
4. Retention
4.1 Active Accounts. We retain account information and Content while your account is active and as needed to provide the Service.
4.2 After Account Closure. We retain account information and Content as described in Section 4.3, because we treat account closure as a deletion request.
4.3 Deletion Requests. If you request deletion, we delete Content from active systems within 30 days and from backups within 90 days, unless law requires us to keep it. We cannot delete Content that was added to our training data, used to train our models, or incorporated into Derived Data before your request, because removing it is not technically feasible.
5. Your Choices and Rights
5.1 Account and Content. You can access, update, export, or delete your account and Content by emailing support@reducto.ai.
5.2 Analytics. We do not offer an opt-out of product analytics. Our analytics service provider processes analytics data only on our behalf, and we do not send analytics data to other third parties.
5.3 Training and Sale Opt-Out. You may opt out of training and data licensing at any time at https://office.reducto.ai/opt-out or by emailing support@reducto.ai. Opt-outs take effect within 15 business days and apply to Content processed afterward.
6. U.S. State Privacy Rights
6.1 Residents of California and other states with comprehensive privacy laws may have the right to: know and access the personal information we hold; correct it; delete it; get a portable copy; and not face discrimination for exercising these rights. Submit requests at support@reducto.ai. We will verify your identity before responding. You may use an authorized agent for opt-out or deletion where the state explicitly grants you the right to use an authorized agent as such. If we deny your request, you may appeal by emailing support@reducto.ai with "Appeal" in the subject line.
6.2 Categories of personal information we collected in the past 12 months include:
| Category | Examples | Sources | Purposes | Disclosed To | Retention |
|---|---|---|---|---|---|
| Identifiers | Name, email address, authentication identifiers, IP address, and technical identifiers your Platform sends with a request. | You, your Platform, and our authentication provider. | Providing and securing the Service, managing your account and Rate Limits, support and communications, fraud and abuse prevention, and legal compliance (Section 2.1(a), (b), (c), (e), and (f)). | Service providers for cloud hosting, authentication, product analytics, and customer support. | While your account is active, then deleted as described in Section 4.3. |
| Customer records (Cal. Civ. Code § 1798.80(e)) | Your name. | You. | Managing your account, support and communications, and legal compliance (Section 2.1(b), (c), and (f)). | Service providers for cloud hosting, authentication, and customer support. | While your account is active, then deleted as described in Section 4.3. |
| Internet or other electronic network activity information | Log data, browser and device type, timestamps, features used, request volume, and errors. | Your browser or device, your Platform, and our product analytics provider. | Providing and securing the Service, managing Rate Limits, analyzing aggregated usage to improve the Service, fraud and abuse prevention, and legal compliance (Section 2.1(a), (b), (d), (e), and (f)). | Service providers for cloud hosting and product analytics. | While your account is active and for as long as reasonably necessary for security, fraud prevention, and improving the Service, after which we delete it or retain it only in de-identified or aggregated form. |
| Inferences | Inferences about how you use the Service, drawn from the usage information above. | Derived by us from other categories in this table. | Analyzing usage to improve the Service (Section 2.1(d)). | Service providers for product analytics. | The same as internet or other electronic network activity information. |
| Personal information in Content | Any personal information in files you upload or connect, instructions and tool calls your Platform sends, and outputs the Service creates. Depending on what you submit, this may include any category of personal information described in Cal. Civ. Code § 1798.140(v)(1), including sensitive personal information (Section 6.4). | You and your Platform. | Performing the actions you request, securing the Service, fraud and abuse prevention, and legal compliance (Section 2.1(a), (e), and (f)) and, unless you opt out, training and evaluating Reducto's AI models and creating Derived Data (Section 2.1(g) and (h)). | Service providers for cloud hosting and AI model processing. We also return outputs to the Platform you use, at your direction (Section 3.2). | While your account is active and as needed to provide the Service, then deleted as described in Section 4.3, except Content that was added to training data, used to train our models, or incorporated into Derived Data before your request, as described in Section 4.3. |
6.3 Sale and Sharing. We do not sell or share personal information, as those terms are defined under the CCPA, and have not done so in the past 12 months. Derived Data that we license is de-identified and is not personal information.
6.4 Sensitive Personal Information. We instruct users not to submit sensitive personal information. If it appears in Content, we cannot guarantee that it will be removed, because doing so is not technically feasible. If you choose to submit sensitive personal information, you do so with your explicit consent and with knowledge of this Privacy Policy and the Terms, and you instruct us to process it as you request, such as by extracting it from a document. We use it to perform the action you requested and, unless you opt out, for the training purposes described in Section 2.1(g). We do not collect or process sensitive personal information for the purpose of inferring characteristics about you, and Derived Data does not include personal information.
7. International Users (EU/UK)
7.1 Reducto is located in the United States and processes information there. If you are in the EEA, UK, or Switzerland, Reducto is the controller of your personal information for the Service. We transfer it to the United States under your express written consent when you agree to our Terms of Service and Privacy Policy. By using Reducto Office, you direct Reducto to transfer your personal information to the United States for processing.
7.2 Legal Bases. We rely on the following legal bases to process your personal information: (a) performance of our contract with you, to provide the Service, perform the actions you request, manage your account and Rate Limits, and provide support (Section 2.1(a) through (c)); (b) our legitimate interests in keeping the Service secure, preventing fraud and abuse, enforcing our Terms, and analyzing aggregated usage to improve the Service (Section 2.1(d) through (f)); (c) compliance with our legal obligations (Section 2.1(f)); and (d) your consent, where the law requires it, such as for certain cookies. Section 7.3 describes the legal bases for training and data licensing.
7.3 Training Legal Basis. We rely on your consent and our legitimate interests to use Content for training and data licensing. You may object to or withdraw consent for processing your Content at any time at https://office.reducto.ai/opt-out without affecting prior processing.
7.4 You may have rights to access, correct, delete, restrict, or object to processing, to data portability, to withdraw consent, and to complain to your local supervisory authority. Contact support@reducto.ai.
8. Security
We use administrative, technical, and physical safeguards designed to protect personal information, including encryption in transit and at rest and access controls. No system is completely secure.
9. Age Requirement
The Service is for people 18 and older. We do not knowingly collect personal information from anyone under 18. If we learn we have, we will delete it. Contact support@reducto.ai if you believe a minor has used the Service.
10. Changes to This Policy
We may update this Policy and will post the new version with a new "Last Updated" date. For material changes, we will notify you through the Service or by email before they take effect. We will not use Content collected under this Policy for materially new purposes without notice and any consent required by law.
11. Contact Us
Reducto, Inc., Attn: Privacy, 77 Geary Street, Floor 4, San Francisco, CA 94108. Email: support@reducto.ai.
