REMAC Signature Add-in - Privacy Policy

1. Introduction

REMAC Signature is a Microsoft Outlook add-in that automatically applies the email signature you have configured in REMAC CRM (https://crm.onremac.com) to outgoing Outlook messages. The Add-in is designed for customers of REMAC's CRM service and is delivered through the Microsoft 365 admin center (Centralized Deployment) or the Microsoft Marketplace.

The Add-in is intentionally narrow in scope: it reads only the From address of the message you are composing, fetches the matching signature from your REMAC CRM account, and inserts it into the message body. It does not read recipients, subject, body content, or any other mail item data, and it does not transmit any email content to REMAC.

We are committed to protecting your privacy and handling your data in an open and transparent manner. We comply with applicable data protection laws, including the General Data Protection Regulation (GDPR), the California Consumer Privacy Act (CCPA), and Microsoft Marketplace requirements for Office add-ins.

2. Information We Collect

2.1 REMAC CRM Authentication Token

To link the Add-in to your REMAC CRM account, you sign in once through the Add-in taskpane. After successful sign-in we receive a bearer token from REMAC CRM and store it in Microsoft Office roaming settings (Office.context.roamingSettings) — a Microsoft-managed, encrypted, per-user storage area that syncs across the Outlook clients you sign in to with the same mailbox identity. The token is scoped to your individual REMAC CRM user account.

2.2 From Email Address

Each time you start a new message or switch the From address in a compose window, the Add-in reads the currently selected From email address (via Office.context.mailbox.item.from). This address is sent to crm.onremac.com as a lookup key so the correct signature can be returned for that mailbox. The From address is treated as a routing identifier only; it is not used for marketing, profiling, or any other purpose.

2.3 Signature HTML

Signatures are configured by you (or your organization's administrator) in REMAC CRM. The signature HTML is stored in REMAC's database (MongoDB Atlas), retrieved by the Add-in over HTTPS, and inserted into the compose window of the current message. The signature HTML remains in REMAC CRM until you or your administrator edits or deletes it.

2.4 What We Do Not Collect

For clarity, the Add-in does not read, transmit, or store:

• The body or subject of any email
• Recipient (To, Cc, Bcc) addresses
• Attachments
• Your inbox, sent items, or any other mail folder contents
• Contacts, calendar entries, or any other Microsoft Graph resources
• Browser cookies, device fingerprints, or analytics identifiers
• Location data, IP geolocation, or device sensors

3. How We Use Your Information

We use the limited information described above solely to:

• Authenticate your REMAC CRM session from within Outlook
• Look up the correct signature for the From address you are sending from
• Insert that signature into the message you are composing
• Clear or replace a previously injected signature when you switch From addresses
• Provide technical support if you report an issue with the Add-in

We do not use any of this information for advertising, profiling, automated decision-making, or sale to third parties.

4. Information Sharing

We do not sell, trade, or rent your personal information to third parties.

Data is shared only with the following service providers as strictly necessary to operate the Add-in:

4.1 Microsoft 365 / Office.js

The Add-in runs entirely inside Microsoft Outlook (desktop, web, and mobile). Your bearer token is stored in Microsoft's roaming-settings infrastructure; the From-address read and the signature insert happen through Microsoft's Office.js APIs. Microsoft's handling of this data is governed by the Microsoft Privacy Statement.

4.2 Vercel (hosting for crm.onremac.com)

REMAC CRM is hosted on Vercel. The HTTPS request from the Add-in to /api/signatures/render terminates on Vercel's edge network before reaching our application code. Vercel processes only the request metadata required to route the call.

4.3 MongoDB Atlas

Your signature configuration is stored in MongoDB Atlas, a managed database service. All data at rest is encrypted using AES-256 and access is restricted to REMAC application servers.

4.4 Your Organization

When the Add-in is deployed by your organization through the Microsoft 365 admin center, your IT administrator can see that the Add-in is installed for your mailbox and can remove it at any time. Administrators cannot see your bearer token or signature content through the Microsoft admin center; that data resides only in your REMAC CRM account.

4.5 Legal Requirements

We may disclose information when required by law:

• To comply with legal obligations, court orders, or government requests
• To protect REMAC's rights, property, or safety
• To investigate potential violations of our terms of service
• To prevent fraud or unauthorized access

5. Data Security

We implement industry-standard security measures to protect your information:

5.1 Encryption in Transit

• All communication between the Add-in and REMAC CRM uses HTTPS/TLS 1.2 or higher
• Bearer tokens are transmitted only in the Authorization header, never in URLs or query strings
• The Add-in is loaded from REMAC's HTTPS-only domain (crm.onremac.com) with valid TLS certificates

5.2 Encryption at Rest

• The bearer token on the Outlook client is stored in Microsoft Office roaming settings, which Microsoft encrypts and isolates per mailbox identity
• Signature HTML stored in MongoDB Atlas is encrypted at rest using AES-256

5.3 Access Controls

• Each bearer token is scoped to a single REMAC CRM user and is revoked when you sign out of the Add-in or when an administrator deactivates your CRM account
• The signature lookup endpoint returns only signatures owned by the authenticated user
• Server-side audit logs record signature-lookup requests for security review

6. Data Retention

• Bearer Token (on device): Retained in Microsoft roaming settings until you sign out of the Add-in, uninstall the Add-in, or the token is invalidated by REMAC CRM. You can clear it at any time using the "Sign out" button in the Add-in taskpane.
• Signature HTML (in REMAC CRM): Retained as long as you keep the signature configured. You may edit or delete it at any time from REMAC CRM → Settings → Signatures.
• Server-side audit logs: Retained for 90 days for security and troubleshooting, then automatically purged.
• Account closure: When your REMAC CRM account is deactivated, all associated signatures and tokens are deleted within 30 days.

7. Your Rights

You have the following rights regarding the data the Add-in collects:

7.1 Right to Access

You can view and export your signature configuration directly in REMAC CRM. For other data we hold about you, contact privacy@remacenterprises.com.

7.2 Right to Deletion

• Delete signatures yourself in REMAC CRM → Settings → Signatures
• Sign out of the Add-in taskpane to clear the bearer token from your device
• Uninstall the Add-in from Outlook to fully remove it from your mailbox
• Request full account deletion by emailing privacy@remacenterprises.com

7.3 Right to Opt-Out

You may stop using the Add-in at any time by signing out of the taskpane or by removing the Add-in from Outlook. If the Add-in was deployed by your organization, contact your IT administrator to have it removed for your mailbox.

7.4 Right to Correction

You can edit your signature directly in REMAC CRM at any time. For corrections to other personal information, contact us.

7.5 California Residents (CCPA)

California residents have additional rights under the California Consumer Privacy Act. See our California Privacy Notice for details.

8. Permissions Requested by the Add-in

The Add-in manifest requests the ReadWriteMailbox permission level from Microsoft Outlook. This is the lowest permission level that allows the Add-in to call setSignatureAsync(), the Microsoft API used to insert a signature into a compose window. Despite the broad name of this permission tier, the Add-in only exercises the following capabilities:

• Read the From address of the current compose item
• Write a signature into the current compose item via setSignatureAsync()
• Display informational notifications in the message header (e.g., "signed in" status)

The Add-in does not enumerate, read, modify, send, move, or delete any other message; it does not access folders, contacts, or calendar items.

9. Children's Privacy

The Add-in is intended for use by business users of REMAC CRM and is not directed to individuals under the age of 18. We do not knowingly collect personal information from anyone under the age of 18.

If you are a parent or guardian and believe your child has provided us with personal information, please contact privacy@remacenterprises.com and we will take steps to delete it.

10. International Data Transfers

REMAC operates from the United States. Data processed by the Add-in (signature HTML, audit logs) is stored on servers located in the United States. If you access the Add-in from outside the United States, you consent to the transfer and processing of your information in the United States.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, the Add-in's behavior, or for legal, operational, or regulatory reasons. We will notify you of material changes by:

• Posting the updated Privacy Policy on this page
• Updating the "Last Updated" date at the top of this policy
• Sending an email to your REMAC CRM account address for significant changes

12. Contact Us

If you have questions about this Privacy Policy or the Add-in's data practices, please contact us:

13. Consent

By installing and using the REMAC Signature add-in, you consent to this Privacy Policy and to our collection and use of your information as described herein. If you do not agree with this policy, please do not install or use the Add-in.