Optimo for Microsoft Teams — Privacy Notice
Last updated: 2025-09-29
This Privacy Notice explains how the Optimo Slack app ("App") by Optimo processes information when it delivers surveys, reminders, and kudos features inside Slack workspaces. It applies to the App as installed in your Slack workspace. For broader use of the Optimo platform (web application, analytics), see your organization’s master agreement and privacy documentation.
Summary
Purpose: deliver survey assignments, reminders, and kudos workflows in Teams.
Scope: only processes data necessary to send messages, receive your actions, and save survey responses.
Security: encryption in transit and at rest, field‑level encryption for PII with blind indexing, strict tenant isolation.
Control: tenant admins can uninstall the app at any time; users can opt out of Teams messages where enabled.
Data We Collect and Why
We process the minimum data needed to operate the App and link Teams users to survey assignments in Optimo.
Tenant and installation details
Tenant identifiers and metadata (tenant_id, name, domain)
Bot/app identifiers (bot_app_id, app_id)
OAuth scopes granted (including Microsoft Graph resource permissions)
OAuth tokens (access/refresh) and expiry metadata required to call Microsoft Graph on your behalf
Installer info (authed_user_id and, if provided, installer email)
Why: authenticate to Teams/Graph, post messages, and respect the permissions your admin approved.
User linkage (tenant members who receive surveys or use features)
Teams user identifiers (Azure AD object ID, Bot Framework user ID)
Display name and, if provided, work email for employee matching
1:1 chat/conversation identifiers for proactive messaging
Active/opt‑out and bot activation status
Why: match Teams users to their employee record in Optimo and deliver survey assignments or kudos flows.
Survey delivery, sessions, and responses
Survey assignment metadata (secure assignment token, expiry, sent_via="teams")
Session state for in‑progress surveys (current question index, ephemeral answers, message/conversation IDs, reminder counters, expiration time)
Final survey response upon submission (associated to the assignment and employee) including timestamps, calculated scores, and submission metadata (IP and user agent from the submission event when applicable)
Why: allow users to start/continue/submit a survey in Teams and persist the final response to Optimo.
Interaction and command events
App‑related events (e.g., card actions, message extensions, commands)
Minimal request metadata required to complete the action (conversation, channel, message IDs)
Why: render adaptive cards, advance survey questions, and provide user feedback.
Kudos (if enabled by your tenant)
Kudos message text, recipients, team/channel/thread identifiers, reaction/reply counts, and posting user
Why: provide a lightweight recognition workflow and related analytics to your organization.
Data We Do Not Collect
We do not read or store general channel/chat history beyond app‑addressed interactions (commands, adaptive cards, or messages the App posts).
We do not access files or audio/video content.
We do not sell or rent personal data, nor use it for advertising.
Permissions (Teams/Graph)
The App requests only the permissions needed for surveys and kudos. Your admin approves these during installation. Representative permissions include:
Bot scopes: personal, team, and group chat
Resource‑specific permissions declared in the app package (e.g., ChatMessage.Send.User, ChannelMessage.Send.Group)
Graph permissions for sending messages where required by configuration (
https://graph.microsoft.com/.default)
Your admin may disable optional features to reduce permissions.
How We Use the Data
Deliver and manage survey assignments in Teams (send, remind, resume, submit)
Record final survey responses in Optimo for your organization’s analytics
Provide kudos recognition features if enabled
Operate and secure the App (logging for reliability and abuse prevention)
Data Retention
Survey sessions expire automatically and are used only to resume in‑progress surveys; final responses are saved to Optimo once submitted.
Interaction metadata is kept only as long as needed to deliver features, troubleshoot issues, and protect the service.
Your organization’s data retention settings in Optimo govern how long survey responses are retained for analytics.
Data Sharing
Microsoft Teams and Microsoft Graph are the communications platform and API used to deliver messages you receive from the App.
We may use sub‑processors (e.g., cloud hosting and monitoring providers) to operate the service; they are bound by confidentiality and security obligations.
We do not share personal data with third parties for advertising.
International Transfers and Residency
Data may be hosted in the region configured for your organization (e.g., US or EU environments). Cross‑border transfers, where applicable, rely on appropriate safeguards.
Your Choices and Rights
Opt out: where enabled by your admin, you may opt out of Teams survey messages; you can also mute the App in Teams.
Uninstall: tenant admins can uninstall the App at any time; the App will stop sending Teams messages.
Access/Deletion: as a processor to your employer, we handle data‑subject requests routed through your organization’s administrator. Admins may contact us to facilitate access, correction, or deletion consistent with law and contractual terms.
Children’s Data
The App is intended for workplace use and not directed to children.
Changes to this Notice
We may update this notice to reflect operational or legal changes. We will post the updated date above and, where appropriate, notify tenant admins.
Contact
For privacy inquiries or data‑subject requests, please contact your organization’s administrator or email hello@optimoteams.com.