Privacy policy

Last modified: July 16, 2025

Effective Date: September 24, 2025

Last Updated: January 9, 2026

1) Overview

This Privacy Policy explains how Team Memory LLC (“Team Memory,” “we,” “us,” or “our”) collects, uses, discloses, and protects personal information when you use the Service. If you do not agree, please do not use the Service.

2) Roles

  • For most processing, Team Memory LLC is the data controller. For certain B2B/enterprise features, we may act as a processor for our customer; in those cases, the customer’s DPA and instructions govern.

3) Information We Collect

Information you provide

  • Account/profile details (name, email, password, organization, role).
  • Billing details (billing contact, address, tax IDs). Payment card data is processed by our payment processor; we receive limited tokens and metadata only.
  • Content you submit (documents, prompts, messages, files, links, feedback).
  • Support inquiries and communications.

Information from Slack / Microsoft Teams integrations

  • During onboarding: When you authorize Team Memory in Slack or Teams, we receive:
    • Name and email address of the installing user.
    • Workspace/organization name and logo.
    • List of all channels in the workspace (including whether a channel is public or private, if the app is installed there, and the member counts).
  • Ongoing operation: Once channels are selected by an admin, we may receive:
    • Message content, threads, mentions, reactions, links, and file metadata/previews from those channels.
    • Channel and workspace metadata.
    • Limited user profile fields made available by Slack/Teams APIs.
  • Purpose: We transform this data into searchable indices and Q&A artifacts to answer repeated questions and resurface answers automatically in Slack/Teams and in the dashboard. We also allow admins to send an onboarding message announcing the app to selected channels.
  • Controls: Workspace admins can choose which channels are indexed, disconnect the integration at any time, and request deletion of indexed data.

Information we collect automatically

  • Usage data: pages viewed, features used, logs, timestamps.
  • Device/technical data: IP address, user agent, device identifiers, crash logs.
  • Cookies and similar technologies—see our Cookie Policy.

Information from third parties

  • Integrations you enable (e.g., identity providers, file storage, calendars, analytics).
  • Partners and service providers that help operate the Service.

4) How We Use Information

  • Provide, operate, maintain, and secure the Service.
  • Ingest, index, and analyze authorized Slack/Teams data to build and maintain knowledge bases and Q&A pairs, including embeddings and metadata, and to resurface answers within Slack/Teams and the dashboard.
  • Personalize features, remember preferences, and improve performance.
  • Analyze usage to improve features and develop new ones.
  • Communicate with you about updates, security, and support; send marketing with your consent or as permitted by law.
  • Process transactions, invoicing, and fraud prevention.
  • Comply with legal obligations and enforce our Terms.

5) Legal Bases (EEA/UK users)

We process personal data when one or more of the following applies: consent, contract performance, legitimate interests (e.g., product improvement, security, anti-fraud, marketing to business contacts), legal obligation, or vital interests.

6) Sharing & Disclosure

We may share personal information with trusted third-party service providers (“subprocessors”) that help us operate the Service. These providers fall into the following categories:

  • Cloud hosting & infrastructure
  • Payment processing
  • Email delivery & communications
  • Analytics & product improvement
  • Error logging & monitoring
  • AI/machine learning processing

We share only the minimum necessary data with these providers. A complete list of our current subprocessors is available upon request at privacy@teammemory.io or in our Subprocessor List.

We may also share personal information with professional advisors and as required by law. We do not sell personal information in the common meaning of “sell.” For CCPA/CPRA, we may “share” personal information for cross-context behavioral advertising (e.g., retargeting).

For enterprise customers, our Data Processing Addendum (including subprocessors and security commitments) applies.

7) Use of AI/Machine Learning

Team Memory uses machine learning models to power AI features:

  • Functionality: Natural language processing (detecting questions and extracting Q&A pairs) and embeddings (semantic search and answer matching).
  • Data handling: Customer data is processed per request and is not used to train AI models.
  • Residency: AI processing occurs within the United States.
  • Retention: AI inputs and outputs are processed in memory and are not persisted beyond request completion.

Specific AI subprocessors are listed in our Subprocessor List.

8) International Transfers

We may transfer and store information in countries other than where it was collected. Where required, we rely on appropriate safeguards such as EU/UK Standard Contractual Clauses (SCCs) and enter DPAs with subprocessors.

9) Data Retention & Storage

We retain personal information only as long as needed to provide the Service, comply with legal obligations, resolve disputes, and enforce agreements. Standard retention windows are:

  • Slack/Teams content & derived artifacts (Q&A pairs, embeddings, indices): Retained while your workspace connection remains active. Upon uninstall or a verified admin deletion request, we queue deletion immediately and complete hard-deletion within 30 days. Search indices are invalidated promptly upon uninstall. Encrypted backups purge within 35 days of the primary deletion.
  • Workspace identity & channel metadata: Stored for the duration of the connection. Deleted within 30 days after uninstall or verified deletion request.
  • Application & security logs: Retained up to 12 months for troubleshooting, security, and abuse prevention, then deleted or aggregated.
  • Product analytics (aggregated, without message content): Retained up to 24 months to analyze performance and usage trends.
  • Support tickets & communications: Up to 24 months after closure.
  • Billing/transaction records: Retained for up to 7 years to meet tax/audit requirements.

Workspace admins may request earlier deletion at any time via privacy@teammemory.io. Where laws or platform policies require shorter periods, we will honor the stricter requirement.

10) Security

We implement reasonable technical and organizational measures including encryption in transit, encryption at rest, access controls, backups, and monitoring. No method is 100% secure.

11) Your Rights

Depending on your location, you may have rights to access, correct, delete, restrict, or port your data, and to object to certain processing and marketing. To exercise rights, contact privacy@teammemory.io. We will verify requests and respond as required by law.

EEA/UK Residents

You may lodge a complaint with your supervisory authority.

California Residents (CCPA/CPRA)

You have rights to know/access, delete, correct, and opt out of certain sharing. We will not discriminate for exercising these rights. Use the “Do Not Sell/Share” controls in the footer or cookie banner, or email privacy@teammemory.io. An authorized agent may submit requests with proper authorization.

Virginia, Colorado, Connecticut, and Other U.S. State Residents

If you reside in a state with applicable privacy laws (including the Virginia VCDPA, Colorado CPA, or Connecticut CTDPA), you may have similar rights to access, correct, delete, and opt out of certain data processing. Contact privacy@teammemory.io to exercise these rights.

12) Do Not Track

Some browsers transmit “Do Not Track” (DNT) signals. There is no industry consensus on how to respond to DNT signals, so we do not currently respond to them. You can manage tracking preferences via our cookie banner or browser settings.

13) Third-Party Links

The Service may contain links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies before providing any personal information.

14) Children’s Privacy

The Service is intended for users 18+. We do not knowingly collect personal information from children under 13 (or under 16 where applicable in the EEA/UK). If you believe a child provided information, contact us and we will take appropriate steps to delete it.

15) Communications & Marketing

You may opt out of marketing emails at any time via unsubscribe links. We may still send transactional or service-related emails.

16) Automated Decision-Making / Profiling

We may use limited profiling to personalize the Service and prevent fraud/abuse. We do not make solely automated decisions that have legal or similarly significant effects without human involvement.

17) Business Transfers

If Team Memory is involved in a merger, acquisition, financing, reorganization, bankruptcy, or sale of assets, your personal information may be transferred as part of that transaction. We will notify you via email and/or a prominent notice on our website of any change in ownership or uses of your personal information.

18) Changes to This Policy

We may update this Policy. Material changes will be notified via the Service or email at least 30 days before they take effect. Your continued use after an update means you accept the revised Policy.

19) Governing Law

This Privacy Policy and any disputes arising from it are governed by the laws of the State of Georgia, United States, without regard to conflict of law principles.

20) Contact

Team Memory LLC
privacy@teammemory.io
8735 Dunwoody Place
Atlanta, GA 30350