Privacy Policy

Last updated: January 2, 2026

AI Report Maker ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your information when you use our Google Workspace Add-on.

1. Information We Collect

When you use AI Report Maker, we collect:

• Account Information: Your Google account email address for authentication and subscription management.
• Document Content: Text content from documents you choose to process with our AI tools. This content is sent to our secure servers for processing and is not stored permanently.
• Usage Data: Information about how you use the add-on, including feature usage counts and subscription status.

2. How We Use Your Information

We use the collected information to:

• Provide AI-powered document analysis and generation services
• Manage your subscription and usage limits
• Improve our services and develop new features
• Send important service-related communications

3. Data Processing and Storage

• Document Processing: Document content is processed in real-time using Google Cloud AI services and is not permanently stored on our servers.
• User Data: Account information and usage statistics are stored securely in our database (hosted on Supabase with enterprise-grade security).
• Payment Information: Payment processing is handled by Stripe. We do not store your credit card information.

4. Data Sharing

We do not sell your personal information. We may share data with:

• Service Providers: Third-party services that help us operate (Google Cloud, Supabase, Stripe)
• Legal Requirements: When required by law or to protect our rights

5. Data Security

We implement industry-standard security measures including:

• HTTPS encryption for all data transmission
• Secure authentication via Google OAuth
• Row-level security on our database
• Regular security audits

6. Your Rights

You have the right to:

• Access your personal data
• Request deletion of your data
• Export your data
• Opt-out of non-essential communications

7. Data Retention

We retain your account information for as long as your account is active. Document content is processed in real-time and not stored. You can request deletion of your account and associated data at any time.

8. Children's Privacy

AI Report Maker is not intended for children under 13. We do not knowingly collect information from children under 13.

9. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new policy on this page and updating the "Last updated" date.

10. Contact Us

If you have questions about this Privacy Policy, please contact us at:

Email: support@aireportmaker.com

11. Healthcare Data and Protected Health Information

Please read this section before using AI Report Maker with protected health information (PHI). AI Report Maker is a general-purpose document tool. We do not currently represent it as a HIPAA-compliant service, and we are not currently in a position to act as your business associate. If you are a covered entity or a business associate under HIPAA, contact us at enterprise@aireportmaker.com before putting PHI through the product, so we can tell you in writing what is and is not covered.

How your document content is handled

• We do not store your documents. AI Report Maker does not retain document content in its own databases. Our application database (Supabase) holds only account information, subscription status, usage metadata, and template field labels.
• Your files stay in your Drive. All documents remain in your own Google Drive or Google Workspace, under your control and your organization's agreements with Google.
• Content is sent to AI providers to produce your result. When you run an AI tool, the relevant document text is transmitted to our processing service running on Google Cloud Run, and from there to the AI provider that generates the output. When you process a PDF or image, the file is sent to the Google Cloud Vision API for text extraction.
• Your content is not used to train AI models. Our AI providers do not use your prompts or outputs to train their models.
• AI providers may retain content briefly for abuse monitoring. AI providers commonly retain prompts and outputs for a limited period to detect misuse, and that retention may permit review by the provider's authorized staff. This is outside our systems and governed by the provider's terms.

Audit Logging

We maintain audit logs that track:

• User authentication events
• AI tool usage (operation type only, not content)
• Timestamps of all operations

These logs contain only operation metadata and never include document content or PHI.

Business Associate Agreements

Under HIPAA, a vendor that creates, receives, maintains, or transmits PHI on behalf of a covered entity is a business associate, and a Business Associate Agreement must be in place before that vendor handles PHI. The fact that a vendor does not store data permanently does not by itself remove that requirement.

We are not currently offering BAAs to customers. If you need one, write to enterprise@aireportmaker.com and we will give you a straight answer about our current status rather than a marketing one.

User Responsibilities

When using AI Report Maker with healthcare documents:

• Ensure you have appropriate authorization to process the documents
• Use the add-on only on secured devices and networks
• Follow your organization's policies for handling PHI
• Contact us at enterprise@aireportmaker.com before processing PHI, so the necessary agreements are in place first

12. Google API Services User Data Policy

AI Report Maker's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.