This policy explains how the Publisher handles information when your organisation uses the Rewire Prompt Hub tab inside Microsoft Teams. Your organisation (your Microsoft 365 tenant administrator) is the data controller for your users’ information; the Publisher acts as a data processor for the limited data described below.
Prompts your organisation creates, edits, rates, or reports are stored exclusively in your own
Microsoft 365 tenant (in SharePoint lists provisioned inside a site you choose). The Publisher
reads and writes that content on your behalf only through Microsoft Graph, using a permission your
administrator explicitly grants to a single site (Sites.Selected). We do not copy,
cache, or retain your prompt content on our systems.
| Data | Purpose | Where it is stored |
|---|---|---|
| Microsoft Entra sign-in claims — user object ID, tenant ID, name | Authenticate you, enforce “one rating per person”, check curator permissions, and rate-limit abuse | Processed in memory per request; the user ID is written to an audit entry in your tenant, not ours |
| Tenant pointer — your tenant ID, the chosen SharePoint site ID, and the IDs of the lists we provisioned | Know where to read/write your prompts; not content, only locations | Publisher storage (Azure Table) |
| Rate-limit counters — a per-user, per-action count within a short time window | Prevent spam and abuse of the service | Publisher storage (Azure Table); short-lived |
| Entitlement status — whether your tenant has an active subscription, and your plan | Grant access to the licensed base catalogue | Publisher storage (Azure Table), cached briefly from the Microsoft commercial marketplace |
| Optional, opt-in usage metrics — typed events such as “a prompt was copied” (no prompt text, no free-text) | Understand which base prompts are useful and improve the catalogue | Publisher telemetry (Azure Application Insights); off by default |
Usage “signals” (ratings, copy counts, reports) that relate to your prompts are stored in your own tenant. Only aggregate, opt-in, de-identified metrics — never prompt text — may reach the Publisher.
The Publisher’s pre-built “base catalogue” of prompts is our intellectual property. It is served to your tab at runtime under an active licence and is never written into your tenant. Each served copy carries a per-tenant watermark on its envelope (not inside prompt text) so we can trace unauthorised redistribution.
The service runs on Microsoft Azure. Publisher-side data is hosted in the Canada Central region. Microsoft Corporation is our infrastructure sub-processor. Microsoft Graph is used to access your tenant data at your direction.
Data is encrypted in transit (TLS) and at rest. We use managed identities and certificate credentials
(no shared secrets), least-privilege Graph permissions (User.Read and
Sites.Selected only), server-side input sanitisation, a strict Content-Security-Policy, and
signed, integrity-verified catalogue snapshots.
Tenant pointers and entitlement records are kept for as long as your organisation uses the app and are deleted on request after you stop using it. Rate-limit counters expire automatically. Prompt content and audit records live in your tenant under your own retention policies and are removed when your admin deletes the provisioned lists.
Because your prompt content lives in your own tenant, your administrator can access, export, or delete it directly. For the limited Publisher-held data (tenant pointers, entitlement records), contact us to request access or deletion.
We will update this policy as the product evolves and revise the “Last updated” date above.
Rewire IT — privacy enquiries: privacy@rewireit.ca. Rewire IT to confirm the legal entity name, registered address, and privacy contact before publishing.