Privacy Policy

Last updated: August 5, 2026

This privacy policy describes how Annotate for Outlook (the "Add-in") collects, uses, and protects information when you use it inside Microsoft Outlook.

Information the Add-in Stores

Annotate for Outlook stores two kinds of information, depending on which features you use.

Personal annotations. When you write a private note on an email, the Add-in saves that note as a custom property on the email item itself within your Microsoft Exchange mailbox, using the standard Office.js API. The Add-in also maintains a lightweight index of your annotated emails using Exchange Roaming Settings so you can search your own notes. This data includes:

• The text content of the annotations you write
• Tags you assign to your annotations
• The subject line and sender of the annotated email
• Timestamps of when annotations were created or updated

This information stays within your Microsoft 365 tenant. It is not transmitted to us and we cannot access it.

Team annotations. If your organization enables the team annotation feature, notes you explicitly choose to share with your team are stored on our hosted database (provided by Supabase, hosted in the United States). This data includes:

• The text content of the team annotation you shared
• Your display name and email address, so teammates know who wrote the note
• The email conversation identifier and subject line, so the note appears on the right email
• Your organization's email domain, used to restrict visibility to your organization only
• Timestamps

Information the Add-in Does Not Collect

Annotate for Outlook does not read, store, transmit, or analyze the body content of your emails. It does not collect attachments, contact lists, calendar data, or browsing activity. It does not use analytics trackers, advertising identifiers, or third-party marketing tools inside the Add-in.

How Information Is Used

Information stored by the Add-in is used solely to provide the annotation functionality you requested — displaying your notes on the correct emails, enabling search across your annotations, and, where enabled, sharing team notes with colleagues in your organization. We do not sell, rent, or share your information with third parties for marketing purposes.

Data Sharing and Visibility

Personal annotations are visible only to you. Team annotations are visible only to other users of the Add-in whose email address belongs to the same organizational domain as yours. Annotations are never made public or shared outside your organization.

Data Security

Personal annotations are protected by the security controls of your own Microsoft 365 environment. Team annotations are stored in an encrypted database with access restricted by organizational domain and transmitted over HTTPS.

Data Retention and Deletion

You can delete any personal annotation at any time from within the Add-in, which removes it from your mailbox. You can delete team annotations you authored at any time from within the Add-in. If you uninstall the Add-in, personal annotations stored as custom properties on your mail items are no longer accessible through the Add-in interface. To request deletion of team annotation data associated with your organization, contact us using the details below.

Children's Privacy

Annotate for Outlook is a workplace productivity tool intended for business users and is not directed at children under 13.

Changes to This Policy

We may update this privacy policy as the Add-in evolves. Material changes will be reflected by updating the "Last updated" date at the top of this page.

Contact

Questions about this privacy policy or about data handled by Annotate for Outlook can be sent to support@annotateforoutlook.com.