ITM Platform for Microsoft Teams - Privacy Notice

Last updated: April 23, 2026

This notice supplements ITM Platform’s Privacy Policy and describes how the ITM Platform bot for Microsoft Teams collects, uses, and protects your information.

What information we collect

When you use ITM Platform in Microsoft Teams, we receive the following information from Microsoft:

• Your Microsoft Teams identity: display name, email address, and Azure Active Directory object identifier. This is provided by Microsoft’s Bot Framework with every message and is used to identify your ITM Platform account.
• Your Teams tenant identifier: the identifier of your organization’s Microsoft 365 directory. This is used to associate your organization with the correct ITM Platform environment.
• Your messages: the text of questions you type in the chat with the ITM Platform bot.
• Your locale: your Teams language setting, used to respond in your preferred language.

We do not collect or access your Teams contacts, calendar, files, channels, or any other Microsoft 365 data beyond what is listed above.

How we use your information

• Account identification: Your email address is matched to your ITM Platform user account. If no matching account is found, the bot informs you and no further data processing occurs.
• Answering your questions: Your message text is sent to ITM Platform’s AI assistant service, which processes it using OpenAI’s API to generate a response. The AI assistant may also query your ITM Platform project and portfolio data (the same data you see when logged into ITM Platform) to provide data-driven answers.
• Conversation context: Recent messages in your current session are retained in server memory to maintain conversational context. This data is not written to disk and is cleared when you start a new conversation, switch accounts, or after a period of inactivity.

Third-party services

• OpenAI: Your question text and relevant ITM Platform data context are sent to OpenAI’s API to generate AI-powered responses. OpenAI processes this data in accordance with OpenAI’s usage policies. ITM Platform uses OpenAI’s API under terms that prohibit OpenAI from using your data to train its models.
• Microsoft Bot Framework: Message delivery between Teams and ITM Platform is handled by Microsoft’s Bot Framework Service. Microsoft’s processing of this data is governed by the Microsoft Privacy Statement.

Data storage and retention

• Conversation state (turn history, session context) is held in server memory only. It is not persisted to any database or file system. It is cleared on inactivity timeout, when you use the /clear command, or when the service restarts.
• Chat logs (question text and response text) are recorded in server-side log files for operational monitoring and quality assurance. These logs do not contain your Microsoft identity details beyond what is needed for troubleshooting.
• No separate user database: The bot does not maintain its own database of users. Your ITM Platform account information is retrieved in real time from ITM Platform’s existing systems.

Data sharing

We do not sell, rent, or share your data with third parties other than the service providers described above (OpenAI for AI processing, Microsoft for message delivery), which are necessary to operate the service.

Your rights

Your rights regarding your personal data are described in ITM Platform’s Privacy Policy. To request data deletion or access, contact privacy@itmplatform.com.

Changes to this notice

We may update this notice to reflect changes in the Teams integration. The “last updated” date at the top of this page indicates the most recent revision.

Contact

For questions about this privacy notice or the Teams integration’s data handling, contact us at privacy@itmplatform.com.