Privacy notice

Last updated: 27 October 2026

1. Who we are

2. What this notice covers

This notice covers personal data we handle when you use usagepoint.ai, contact us, join early access, buy or renew a licence, or when an installation of UsagePoint sends its daily check-in.

It does not cover the data UsagePoint handles inside your organisation's Microsoft 365 tenant, such as Copilot activity counts, licence assignments, department details and the records of nudges, notices and approvals. UsagePoint reads that data with the signed-in person's own permissions and keeps it in SharePoint lists on your site. Your organisation is the controller of it, and Apps 365 has no access to it. Your organisation's own privacy notice explains how it is used. Our privacy and data page lists what UsagePoint reads and keeps, to help you write it.

3. This website

When you use the contact form we collect the details you give us: your name, work email address, organisation, role and seat band (if you give them), your next renewal (if you give it), the kind of request and your message. We use them to reply to you and to follow up on your request, for example to arrange a demo or keep you posted about early access.

To protect the form from abuse, we count requests from each connection for one hour using a keyed fingerprint of your IP address that changes every day. We never store the IP address itself, and the counts are deleted within two days.

Like every website, our web server records technical details of each request, such as the IP address, the page requested, the time and the browser type. Our hosting provider keeps these logs for a short period for security and troubleshooting.

4. Cookies

This website sets no cookies and uses no analytics, advertising or tracking tools. It loads no scripts, fonts or images from other websites, so nothing about your visit is shared with anyone else.

5. The daily check-in

At most once a day per site, each installation of UsagePoint sends us a small check-in, unless a site administrator has switched it off: the Microsoft 365 tenant ID, the addresses of the site and site collection where it runs, the app version, the licence state and plan, and the IDs of the licence keys in use. It contains no names, email addresses or usage data, and we do not keep the IP address it comes from.

We use it to see which versions are installed and where licences are used, and to support our customers. Site addresses can contain a site's name. A site administrator can switch the check-in off in the web part settings, and UsagePoint works the same without it.

6. Customers and licences

When your organisation joins early access, buys or renews UsagePoint, we keep the contact and billing details of the people who order and administer it, the organisation's name and tenant ID, and the licences issued. We use them to issue and manage licences, send renewal reminders, provide support and keep our accounts.

7. Why we use your data

• Legitimate interests: replying to enquiries, arranging demos, keeping early access contacts informed, understanding how UsagePoint is used through the check-in, and keeping our website protected from abuse. We have balanced these against your interests; you can object at any time.
• Contract: issuing licences, providing support and managing your organisation's account.
• Legal obligation: keeping accounting and tax records.

We do not use your data for automated decisions that affect you, and we do not sell it.

8. Who we share it with

We use a small number of service providers who act on our instructions: our web hosting provider, which runs this website and the licence service, and our email provider, which delivers messages sent through the contact form. If you pay by card, the payment provider processes your payment details; we never see your full card number. We may share data where the law requires it, or with professional advisers under a duty of confidentiality.

9. Transfers outside the UK

Where a provider processes personal data outside the United Kingdom, we make sure it is protected, for example by relying on UK adequacy regulations or the International Data Transfer Agreement.

10. How long we keep it

• Enquiries and early access contacts that do not lead to a purchase: up to 24 months after our last contact.
• Check-in records: while the licence is in use and up to 24 months after it ends.
• Customer, licence and billing records: for as long as your organisation is a customer, then for six years for accounting purposes.

11. Protecting your data

This website is served over HTTPS only. Contact requests are stored outside the website's public folder with restricted access, and only the people who handle enquiries and licences can see them.

12. Your rights

Under UK data protection law you can ask for a copy of your personal data, ask us to correct or delete it, to restrict or stop using it, or to give it to you in a portable form, and you can object to our use of it based on legitimate interests. Email info@apps365ltd.com and we will respond within one month.

If you are unhappy with how we handle your data, please tell us first. You can also complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

13. Changes to this notice

We will update this notice when how we handle personal data changes, and show the date of the latest version at the top.