Privacy and data
Usage data never leaves your tenant.
UsagePoint runs inside your Microsoft 365 tenant, reads Microsoft's reports with the signed-in person's own rights and keeps everything in SharePoint lists on your site. Here is exactly what it reads, keeps and shows.
Stays in your tenant
Usage figures, snapshots, settings and the action queue live in SharePoint lists on the site where you install it. Apps 365 cannot see them.
Read-only in the web part
The web part only reads Microsoft Graph, with delegated permissions an admin approves once. It writes only to lists on its own site.
Changes run in your flows
Removing or reassigning a licence happens in your own Power Automate, with your own app registration, after a person approves.
No prompts, ever
It reads activity counts, such as prompts per app and active days. It never reads what people asked Copilot or what Copilot answered.
Names follow your tenant
If your tenant hides names in Microsoft's reports, the default, UsagePoint uses pseudonyms and explains why. It never changes that setting.
Groups, not individuals
Department figures are hidden below 10 people, configurable but never below 5. No rankings, productivity scores or leaderboards.
Where data goes
One boundary, and one exception you can switch off.
Your Microsoft 365 tenant
Daily licence check-in to Apps 365, switchable
Tenant ID, site address, app version and licence state. No names, no usage data. A site admin can switch it off, and UsagePoint works the same without it.
What it reads
| Data | Source | Used for |
|---|---|---|
| Copilot activity counts: prompts per app, active days, last activity date | Microsoft's Copilot usage reports (Microsoft Graph) | Idle seats and adoption |
| Licences and subscriptions: which licences are owned and assigned, renewal and trial dates | Microsoft Graph | Seat counts, cost and the renewal calendar |
| Directory details: name or pseudonym, department, cost centre, account status | Microsoft Entra ID through Graph | Department views and leavers holding seats |
| Last sign-in date (optional) | Microsoft Entra ID, with a P1 or P2 licence | Spotting seats held by accounts nobody uses |
| Report privacy setting | Microsoft Graph, read only | Knowing whether names are hidden |
| Your prices and dates | Entered by your admins | Pricing seats at your rate |
It never reads prompt or response content, files, emails or chats.
What it keeps, and for how long
- Snapshots of seat counts, costs and department figures, so history goes beyond Microsoft's 180 days. Kept for 13 months by default, with a routine that deletes older ones.
- The action queue and audit list: each nudge, notice, reply, approval and change, with who did it and when.
- Settings: prices, dates, thresholds and switches.
- No absence reasons. A seat holder can ask to keep a seat until a date without saying why.
All of it is stored in SharePoint lists on your site, under your retention and backup policies.
Who sees what
- Microsoft shows Copilot usage reports only to people with a reporting role, such as Reports Reader. UsagePoint follows that.
- Named views are off by default. When switched on, they are a paid feature for licence admins only, and every view of a named row is logged.
- Department figures are hidden below 10 people, configurable but never below 5.
- There are no individual rankings, productivity scores or leaderboards, and no estimates of time saved per person.
- An optional "indicative value" note is off by default and shown only by department.
Fair reclaim
A seat is never removed automatically. People get a nudge with help first, then 14 days' notice with a "still need it" reply, and a licence admin must approve before a flow in your own Power Automate makes the change. You can add a manager's approval. Wording describes activity, such as "no Copilot activity in 60 days", never the person.
Your part as the employer
Reporting on Copilot use per person can count as monitoring workers under the ICO's guidance. That means a clear purpose, a legitimate interests assessment, notice to staff, the least intrusive approach, a retention schedule and, where it could feed into performance management, a DPIA. In some countries, works councils have a say too.
UsagePoint's defaults are designed to make that easier: a purpose of licence management and adoption support, not performance management; names hidden unless your tenant already shows them; small groups suppressed; and 13-month retention. Running inside your tenant reduces transfer risk, but it does not by itself make your processing lawful, so please check your own policies. The tables on this page list every kind of data it handles, for your notice and any DPIA.
What Apps 365 receives
Only the daily licence check-in, at most once a day per site: your tenant ID, the site and site collection addresses, the app version, the licence state and plan, and the IDs of the licence keys in use. No names, no usage figures, and we do not keep the IP address it comes from. A site admin can switch it off in the settings. When you contact us or buy a licence, our privacy notice explains how we handle your details.