Office-X Privacy Policy
Office-X LLC (“Office-X,” “we,” “us,” or “our”) provides business software for workforce, payroll, operations, customer relationship management, documents, bookings, communications, and related services. This Privacy Policy explains how Office-X collects, uses, discloses, retains, and protects Personal Data when Office-X determines the purposes and means of Processing.
This Privacy Policy should be read with our Terms of Service and, where Office-X Processes Personal Data for a business customer, our Data Processing Addendum.
1. Scope
This Privacy Policy applies to Personal Data Office-X handles as a Controller or business in connection with:
- the Office-X website at https://office-x.ai/ and related public pages;
- account registration, subscription administration, billing, and customer communications;
- security, fraud prevention, support, and service administration;
- sales, partnership, demonstration, and contact requests; and
- other interactions where this Privacy Policy is displayed or referenced.
It does not replace the privacy notice of an employer, organization, or other Office-X customer that uses the Services to manage its own workforce, clients, signers, callers, or other individuals. Section 3 explains that distinction.
The Services are intended for business use and are not directed to children or personal, family, or household use.
2. Who we are
Office-X LLC is a Wyoming limited liability company.
Privacy questions and requests may be sent to [email protected].
Formal legal notices may be sent as described in the Terms of Service to:
Office-X LLC
c/o Company Sage Agents LLC, Registered Agent
1095 Sugarview Dr, Ste 100
Sheridan, Wyoming 82801, USA
The registered-agent address is provided for formal legal notices and service of process; it is not represented as an Office-X operating office or customer-support location.
3. When Office-X is a Processor for a customer
Office-X customers may submit or generate Personal Data about their employees, applicants, contractors, clients, vendors, signers, booking participants, callers, and other individuals (“Customer Personal Data”). For that data, the customer generally determines why and how the data is used and acts as the Controller or business. Office-X acts as its Processor or service provider and Processes the data under the customer’s instructions, the Agreement, and the Data Processing Addendum.
Examples include employee records, attendance, schedules, leave, performance, payroll, expenses, incidents, support tickets, client records, estimates, agreements, signatures, bookings, tasks, call recordings, transcripts, and related documents.
If your Personal Data was provided to Office-X by your employer or another Office-X customer, direct your privacy request to that organization first. Office-X will assist the customer as required by the Data Processing Addendum and applicable law. Office-X generally cannot independently change or delete Customer Personal Data without the customer’s authorization.
This Privacy Policy applies to Office-X’s own Controller activities involving account, billing, security, support, website, and business-contact data, even when the same person is also an Authorized User of a customer account.
4. Personal Data we collect
The Personal Data we collect depends on how you interact with Office-X.
4.1 Information you provide
- Identity and contact information: name, business email, telephone number, profile image, business address, job title, employer, and account identifiers.
- Account and authentication information: login details, password hashes, authentication and verification events, security preferences, permissions, and account-recovery information.
- Company and subscription information: company name, industry, workforce size, country, time zone, selected plan, seats, Add-Ons, trial status, and subscription history.
- Billing information: billing contact, billing address, tax information, payment status, invoices, transaction identifiers, and limited payment-method details supplied by a payment processor. Office-X does not ordinarily receive full payment-card numbers when payment is handled directly by a payment processor.
- Communications: contact-form submissions, demonstrations, support requests, emails, survey responses, feedback, partnership inquiries, and other communications with Office-X.
- Integration information: identifiers, configuration, authorization status, and encrypted credentials for integrations you choose to connect.
4.2 Information collected automatically
- Device and network information: IP address, browser, operating system, device type, language, time zone, and network or connection information.
- Usage and activity information: login time, pages or features accessed, actions performed, approval and audit events, referring pages, error events, and performance information.
- Cookie and session information: authentication, security, subscription status, preferences, consent choices, and limited website measurement information as described in Section 10.
- Security information: failed login attempts, authentication events, suspected abuse, webhook or integration events, and information needed to protect accounts and the Services.
4.3 Information from other sources
We may receive Personal Data from:
- the Office-X customer that creates or administers your account;
- other Authorized Users who interact with you through the Services;
- payment, identity, security, email, integration, and communication providers;
- public business sources and referrals; and
- cookies or similar technologies used on our website with consent where required.
We do not intentionally collect Personal Data from data brokers for consumer profiling or targeted advertising.
5. How and why we use Personal Data
We use Personal Data only for defined business and legal purposes, including:
| Purpose | Examples | Typical legal basis where required |
|---|---|---|
| Provide and administer the Services | Create accounts, authenticate users, manage subscriptions, provide requested features, and process transactions | Performance of a contract or steps requested before a contract |
| Support and communicate | Respond to requests, provide notices, send service messages, and manage customer relationships | Contract and legitimate interests |
| Security and fraud prevention | Protect accounts, investigate misuse, enforce permissions, maintain audit records, and prevent fraud | Legitimate interests and legal obligations |
| Billing and business administration | Process payments, issue invoices, maintain accounting records, and manage renewals | Contract and legal obligations |
| Maintain and improve Office-X | Troubleshoot, test, measure performance, analyze aggregated usage, and improve usability | Legitimate interests; consent where required for non-essential analytics |
| Legal and compliance | Respond to lawful requests, preserve evidence, enforce agreements, and establish or defend legal claims | Legal obligations and legitimate interests |
| Marketing to business contacts | Send relevant product or partnership communications where permitted | Legitimate interests or consent, depending on applicable law |
Where we rely on legitimate interests, we consider whether our interests are reasonably necessary and balanced against the rights and expectations of affected individuals. Where we rely on consent, consent may be withdrawn at any time without affecting prior lawful Processing.
We will not use Customer Personal Data to train a generalized artificial-intelligence model made available to other customers unless the relevant customer expressly opts in.
6. How we disclose Personal Data
We may disclose Personal Data only as reasonably necessary for the purposes described above:
6.1 Office-X customers and Authorized Users
Customer administrators control their organization’s accounts and may access, export, correct, or delete information according to their permissions. Information may also be visible to managers, approvers, support teams, signers, clients, or other Authorized Users based on Customer configuration.
6.2 Service providers and Subprocessors
We use providers for categories such as hosting, data storage, content delivery, email delivery, payment administration, security, monitoring, support, and optional integrations. They may Process Personal Data only for the relevant service and under appropriate contractual restrictions.
To avoid publicly exposing unnecessary infrastructure information, current Subprocessor identities, general functions, and processing countries or regions are available to customers upon written request to [email protected], as described in the Data Processing Addendum.
6.3 Customer-enabled integrations
When a customer enables an external email, calendar, payment, AI voice, telephone, storage, or other integration, Office-X exchanges data with that provider as instructed by the customer. The provider’s own terms and privacy notice may apply. Customers should evaluate providers before enabling them.
6.4 Professional advisers and business transactions
We may disclose limited Personal Data to lawyers, accountants, auditors, insurers, financial institutions, and advisers under confidentiality obligations. We may also disclose information as part of a merger, financing, acquisition, reorganization, bankruptcy, or sale of assets, subject to appropriate safeguards and legally required notice.
6.5 Legal, safety, and security disclosures
We may preserve or disclose Personal Data when reasonably necessary to comply with law or valid legal process; protect rights, safety, and security; prevent fraud or abuse; enforce agreements; or establish, exercise, or defend legal claims. Unless prohibited, we will seek to notify the affected customer before disclosing Customer Personal Data and will disclose only what is legally required.
6.6 With direction or consent
We may disclose Personal Data when the relevant customer directs us to do so or when the affected individual provides valid consent.
7. No sale or targeted advertising
Office-X does not sell Personal Data as “sale” is defined by applicable privacy law. Office-X does not share Personal Data for cross-context behavioral advertising and does not use Customer Personal Data for targeted advertising.
Office-X does not currently offer a financial incentive in exchange for Personal Data. If these practices change, we will update this Privacy Policy and provide any legally required choices before the change applies.
Because Office-X does not currently sell or share Personal Data for targeted advertising, a sale/share opt-out is not ordinarily necessary. We will recognize legally required browser-based preference signals, including Global Privacy Control, if they become applicable to our Processing.
8. AI, calls, recordings, and electronic signatures
Customers may enable integrations that use automated or AI-assisted voice, transcription, booking, or communication features. Depending on customer configuration, these features may Process caller contact information, booking details, audio, recordings, transcripts, summaries, call metadata, and customer-provided knowledge content.
The customer is responsible for providing required recording, AI, telemarketing, and communication notices and obtaining necessary consents. Office-X Processes this information for the customer according to the Data Processing Addendum. Office-X may Process limited integration, security, and support information as a Controller where necessary to operate and protect the Services.
Electronic-signature features may record signer identity and contact details, consent events, timestamps, document events, IP address, and device information to provide an audit trail. Office-X does not use signature or audit data for advertising.
Office-X does not use AI or automated systems acting on its own behalf to make employment, credit, housing, insurance, or other decisions that produce legal or similarly significant effects about individuals. Customers are responsible for decisions they make using their data and configured workflows.
9. International data transfers
Office-X is based in the United States. Personal Data may be Processed in the United States and other countries where authorized service providers operate. Those countries may have privacy laws different from those where the individual lives.
Where applicable law requires a transfer mechanism, Office-X uses an available lawful safeguard, such as an adequacy decision, the European Commission’s Standard Contractual Clauses, the UK transfer addendum, or another approved mechanism, as described in the Data Processing Addendum.
10. Cookies and similar technologies
The Office-X application uses essential cookies and similar technologies for authentication, security, session continuity, subscription status, preferences, and requested functionality. Disabling essential cookies may prevent the Services from working.
The public Office-X website uses a consent-management tool and limited web-performance or analytics technology. Where required, non-essential cookies or similar technologies will be used only after the visitor makes a consent choice. Visitors can review or change available choices through the cookie banner or settings tool.
Office-X does not currently use advertising pixels or cookies for cross-context behavioral advertising. Browser settings may block cookies, but blocking essential cookies may affect functionality. A separate Cookie Notice or the cookie settings interface may provide current cookie names, purposes, providers, and durations.
11. Data retention
We retain Personal Data only for as long as reasonably necessary for the purposes described in this Privacy Policy, including legal, accounting, security, dispute, and enforcement requirements.
| Data category | General retention approach |
|---|---|
| Customer Personal Data | During the subscription and for up to 180 days following expiration or termination to permit authorized export or restoration, unless earlier deletion is requested or law requires retention |
| Account and business-contact data | While the account or business relationship is active and afterward as necessary for legitimate business, dispute, and legal purposes |
| Billing and transaction records | For the period required by applicable tax, accounting, payment, and legal obligations |
| Security and activity records | For a period proportionate to security, audit, fraud-prevention, and dispute needs |
| Support and legal communications | For as long as needed to resolve the matter and establish or defend legal rights |
| Cookie and consent records | According to the duration disclosed by the cookie settings tool and as necessary to document consent choices |
At the end of the 180-day post-termination period, Office-X deletes or de-identifies Customer Personal Data from active systems and deletes backup copies through its normal backup-rotation process, unless applicable law requires continued retention. Data retained in backups or under legal hold remains protected and isolated from ordinary use until deletion is possible.
Customers may request earlier deletion, subject to authorization, legal holds, security requirements, and mandatory retention obligations. De-identified information that cannot reasonably be linked to a customer or individual may be retained.
12. Security
Office-X uses reasonable administrative, technical, and organizational safeguards designed to protect Personal Data. These include access controls, authentication protections, logical tenant separation, appropriate encryption, logging and monitoring, secure development practices, incident response, provider controls, and protected backup and deletion procedures.
No service can guarantee absolute security. Customers and users must protect credentials and devices, use appropriate permissions and security settings, and promptly report suspected unauthorized access to [email protected] or Office-X support.
13. Your privacy rights
Depending on where you live and how Office-X Processes your Personal Data, you may have the right to:
- know whether and how your Personal Data is Processed;
- access or obtain a copy of Personal Data;
- correct inaccurate Personal Data;
- delete Personal Data;
- restrict or object to certain Processing;
- receive portable data where applicable;
- withdraw consent;
- opt out of sale, sharing, targeted advertising, or certain profiling;
- limit certain uses of sensitive Personal Data;
- appeal a denied privacy request; and
- complain to a competent privacy or data-protection authority.
These rights are subject to legal conditions and exceptions. Office-X will not unlawfully discriminate against an individual for exercising a privacy right.
13.1 How to submit a request
For Personal Data controlled by your employer or another Office-X customer, contact that organization first.
For Personal Data controlled by Office-X, email [email protected] with the subject “Privacy Request.” Describe the request and identify the Office-X account or interaction involved. We may request information reasonably necessary to verify identity, authority, residency, and the scope of the request. Authorized agents must provide proof of authority where required.
We will respond within the period required by applicable law. If we deny a request, we will provide the reason and any legally required appeal instructions. An appeal may be submitted to [email protected] with the subject “Privacy Appeal.”
13.2 EEA, UK, and Switzerland
Individuals in the EEA, UK, or Switzerland may have rights to access, correction, erasure, restriction, portability, objection, and withdrawal of consent. They may lodge a complaint with the data-protection authority where they live or work or where an alleged infringement occurred.
Where Office-X relies on legitimate interests, individuals may object based on their circumstances. Where Office-X relies on consent, withdrawal does not affect Processing that was lawful before withdrawal.
13.3 United States state notices
Residents of states with applicable comprehensive privacy laws may have rights to confirm Processing, access, correct, delete, obtain a portable copy, opt out of certain Processing, and appeal a decision. The categories collected, sources, purposes, retention approach, and disclosure categories are described in Sections 4–11.
Office-X does not use or disclose sensitive Personal Data for purposes requiring a right to limit under the CCPA, except as necessary to provide requested business Services, maintain security, comply with law, or as otherwise permitted. Office-X does not sell or share Personal Data as those terms are used for cross-context behavioral advertising.
14. Marketing communications
Business contacts may unsubscribe from promotional email by using the link in the message or contacting [email protected]. Unsubscribing from marketing does not prevent Office-X from sending transactional, security, billing, support, or legal notices concerning an active account or relationship.
15. Children
The Services are intended for businesses and are not directed to anyone under 18. Office-X does not knowingly collect Personal Data directly from children for its own purposes. If you believe a child has submitted Personal Data directly to Office-X without appropriate authorization, contact [email protected].
Customers must not use the Services to Process children’s Personal Data unless their use is lawful, appropriate for the Services, and supported by all required notices, consents, and safeguards.
16. Changes to this Privacy Policy
We may update this Privacy Policy to reflect changes in law, technology, the Services, or our practices. We will post the updated version and revise the “Last updated” date. If a change materially affects how we use Personal Data, we will provide reasonable advance notice by email, in-product message, website notice, or another appropriate method where required.
Changes apply prospectively from their effective date. A Privacy Policy is a notice of practices, not a request for blanket consent. Where law requires consent for a new use, we will request it separately.
17. Contact us
For privacy questions, requests, or complaints:
Office-X LLC — Privacy Team
Email: [email protected]
Website: https://office-x.ai/
Formal legal notices and service of process should use the registered-agent address stated in Section 2 and the notice procedure in the Terms of Service.
