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Privacy policy
Last updated 16 October 2026.
In short
- We store the files you upload, your edit history, your assistant conversations and your account details, on a server in Germany.
- When you use an AI feature, a limited extract of your sheet (column names and types, summary figures and a few sample rows) is sent to OpenAI to produce the answer. Never the whole file.
- We use one session cookie to keep you signed in. No advertising, no analytics, no tracking.
- We do not sell your data or use it for advertising.
- You can delete your workbooks yourself, and ask us at any time to access, correct, export or delete your data: admin@elfasyssolution.com.
This policy explains what personal data Excel AI Studio (“the service”) processes, why, who else is involved, and what you can do about it. The service is open to people anywhere in the world, so it is written to meet the EU General Data Protection Regulation (GDPR) and also covers the UK, California and other regions.
1. Who is responsible
The controller of your personal data is Elfasys Solution, Tower 21, Faidabad Dokkhin Khan, Uttara, Dhaka, Bangladesh, referred to here as “Elfasys Solution”, “we” or “us”. You can reach us at admin@elfasyssolution.com. See also the legal notice.
2. What we collect and why
The table lists what the service stores or processes, what we use it for, and how long it stays.
| Data | What it is and why we need it | How long |
|---|---|---|
| Account | Your email address and a display name. If you register with a password, we store only a salted hash of it (scrypt), never the password itself. If you choose Google sign-in, we receive from Google your verified email address, your name and Google’s identifier for you. Needed to create your account, sign you in and contact you about it. | While your account exists. |
| Sign-in session | A random token kept in a cookie in your browser. We store only a hash of it on the server. Needed to keep you signed in. | Up to 30 days, or until you sign out. |
| Workbooks | The spreadsheet files you upload or create from the sample, their file name and size, and a log of every edit you apply (the edit history). Needed to provide the service. These files can contain personal data about other people; see “Your content” in the terms. | Until you delete the workbook or your account is closed. |
| Sharing records | Who you have shared a workbook with and their role (viewer or editor), read-only share links (stored as hashes, with their creator and expiry date), and saved export mappings. Needed to let you work with colleagues. | Until you revoke the share or delete the workbook. |
| API keys | If you create one: its name, permission level, creation and last-use dates, and a hash of the key. We cannot show the key again after it is created. | Until you revoke it or your account is closed. |
| Assistant conversations | Your messages to the assistant, its replies, and its proposals with their status (proposed, applied, discarded), grouped in threads per workbook. They are visible only to you, even on a shared workbook. While the assistant works, it also stores the data lookups it made on your sheet (the tool calls and results), which can contain cell values. | Threads: until you delete them or delete the workbook. Stored lookups: 30 days. |
| “View AI context” records | For each answer, a record of what was sent to the model, so you can inspect it. It never contains our API keys. | 30 days, or until the thread is deleted. |
| AI usage records | For each assistant turn: the day, the model used, the number of input and output tokens, and identifiers of your account, workbook and thread. Needed to enforce daily limits and control costs. They contain no cell data. | While your account exists. They remain when you delete a thread. |
| Server logs | Our web server and application write technical logs: time, the address requested, response status, your IP address and browser identification, and error messages. Used for security, abuse prevention and fixing faults. We build the service so that logs do not contain spreadsheet contents. | Kept only as long as needed for those purposes. |
| Sign-in attempts | The service temporarily counts failed sign-ins per email address in memory to slow down password guessing. | Minutes; not stored on disk. |
| Messages to us | If you email us, we keep the correspondence so we can answer you and follow up. | As long as needed to deal with your request. |
We do not use your data for advertising, we do not build advertising profiles, and we do not use your spreadsheet contents to train AI models.
Only our administrators can access the server. We do not open the contents of your workbooks unless that is needed to fix a problem you have asked us to look into, to keep the service secure, or because the law requires it.
3. Cookies and browser storage
- Session cookie. After you sign in, a cookie keeps you signed in. It is marked httpOnly (scripts cannot read it), SameSite=Lax, and Secure on HTTPS. It is strictly necessary for the service, so no consent banner is needed. It lasts up to 30 days.
- Google sign-in cookie. If you use Google sign-in, a short-lived cookie (10 minutes) protects the sign-in flow against forgery. It is deleted or expires when the sign-in ends.
- Browser storage. The app stores a few preferences on your device, such as light or dark theme and whether you have seen the introduction tour. They stay in your browser and are not sent to us.
- No tracking. We use no advertising cookies, no analytics, no tracking pixels, and no third-party scripts or fonts on this site or in the app.
4. AI features and what leaves our servers
The assistant and the AI-assisted JSON export use a language model provided by OpenAI. Nothing else in the service calls an AI provider: the grid, sorting, filtering, editing and saving work without it.
When you send a message or ask for an AI-assisted export, we send OpenAI:
- your message and the earlier messages of the conversation;
- information about the open sheet that the assistant requests while working: column names and types, summary figures such as counts and sums, lists of distinct values, and sample rows;
- our own fixed instructions for the model.
The assistant never receives the whole file. Each lookup returns at most 20 rows, and a single reply can read at most 200 rows in total. These limits are built into the service. The rows the model does see can still contain personal data if your sheet does. View AI context under an answer shows what was sent for that answer.
We send requests to OpenAI with storage switched off (the store=false setting of
its API), so the conversation is not kept in your OpenAI-side history for later retrieval.
OpenAI’s own API terms and data policies still apply to what it receives, which may include
keeping API data for a limited period for abuse monitoring. We recommend reading them at
openai.com/policies. Please do not use the
AI features with data that you are not permitted to send to a service provider.
The assistant proposes changes, but it cannot change your workbook. A change is applied only when you click Apply. No decision about you is made by automated means in the legal sense of the GDPR.
5. Who we share data with
We do not sell personal data. We share it only as follows.
| Recipient | Role and purpose | Location |
|---|---|---|
| Contabo GmbH | Hosting provider (processor). Runs the server that stores your account data, workbooks and conversations. | Germany (EU) |
| OpenAI | Processor for the AI features only, as described in section 4. | United States |
| Only if you choose “Sign in with Google”: Google authenticates you and tells us your verified email address, name and identifier. Google’s own privacy policy applies to your Google account. | United States and other countries where Google operates | |
| Email provider | We have not enabled email sending yet. Once the service sends emails (for example password resets), the provider will be listed here before it is switched on. | To be listed |
| People you share with | Anyone you invite to a workbook, or give a share link to, can see that workbook according to the role you set. You can revoke access at any time. | Anywhere |
We may also disclose data where the law requires it, or where it is necessary to protect our rights, our users or the security of the service. If the business is ever transferred, we will make sure this policy continues to apply or tell you first.
6. Transfers outside the EEA
Your data is stored in Germany. Requests to OpenAI go to the United States, and Google sign-in involves Google in the United States. Where personal data is transferred to a country without an EU adequacy decision, we rely on appropriate safeguards such as Standard Contractual Clauses or the provider’s certification under the EU-US Data Privacy Framework. You can ask us for details of the safeguards at the address below.
7. Legal bases
If the GDPR applies to you, we rely on these grounds under Article 6:
- Contract (Art. 6(1)(b)). To create your account, store your workbooks, run the assistant when you ask it to, and share workbooks as you instruct.
- Legitimate interests (Art. 6(1)(f)). To keep the service secure, prevent abuse, enforce daily limits, find and fix faults, and answer your messages. We have weighed these interests against your rights and expect them to be proportionate, because the data involved is limited and you would reasonably expect it.
- Consent (Art. 6(1)(a)). Where we ask for it, for example if we later send optional emails. You can withdraw consent at any time without affecting what happened before.
- Legal obligation (Art. 6(1)(c)). Where we must keep or disclose data under the law.
8. How long we keep data
- Account data stays while your account exists.
- Workbooks, edit history, sharing records and the assistant threads of a workbook stay until you delete the workbook (the app asks you to confirm, and the deletion is permanent) or your account is closed.
- Stored assistant lookups and “View AI context” records are removed after 30 days.
- Sessions expire after 30 days.
- AI usage records stay while your account exists, and are removed when we close it.
- Logs and correspondence are kept only as long as needed for their purpose.
When you ask us to close your account, we delete your account, your workbooks and everything linked to them, unless we must keep something to comply with the law.
9. Your rights
If you are in the EU, the EEA or the UK, you have the right to:
- get a copy of your personal data and information about how we use it (access);
- have inaccurate data corrected (rectification);
- have your data deleted (erasure);
- have processing restricted in certain cases;
- receive your data in a structured, commonly used format, and have it passed to someone else where possible (portability);
- object to processing that is based on our legitimate interests;
- withdraw consent where processing is based on consent;
- complain to a data protection authority, for example in the country where you live or work.
How to use them. You can delete your workbooks yourself in the app and download them as Excel, CSV or JSON. For everything else, including closing your account, email admin@elfasyssolution.com from the address you registered with. Account settings and self-service account deletion are not yet in the app, so for now we handle these by email. We aim to answer within one month, and we may ask you to confirm your identity first. It costs nothing unless a request is clearly unfounded or excessive.
10. California residents
If you live in California, the CCPA/CPRA gives you the right to know what personal information we collect and how we use it, to request deletion or correction, and not to be discriminated against for using these rights. In the last 12 months we collected the categories described in section 2: identifiers (email, name, IP address), the content you upload, and internet activity such as usage records. We use them to run the service, as described above. We do not sell personal information, and we do not share it for cross-context behavioural advertising. We do not use or disclose sensitive personal information to infer characteristics about you. To make a request, email us at the address below.
11. Other regions
Many countries give people rights over their personal data. Whatever your location, you can ask us to access, correct, export or delete your data, and we will respond according to the law that applies to you.
12. Security
- All traffic between your browser and the service uses TLS (HTTPS).
- Passwords are hashed with scrypt. Session tokens, API keys and share-link tokens are stored only as hashes.
- Access to workbooks is checked on every request: only the owner and the people the owner has shared with can open one, and assistant conversations are private to the person who started them.
- The data is stored on a server in Germany with access limited to our administrators.
No system is perfectly secure. If a personal data breach affects you, we will tell you and the authorities as the law requires.
13. Children
The service is not intended for people under 16, and we do not knowingly collect their data. If you believe a child has given us personal data, contact us and we will delete it.
14. Changes to this policy
We will update this policy when the service or the law changes, for example when we add an email provider. The date at the top shows the latest version. If a change matters to you materially, we will tell you in the app or by email before it takes effect.
15. Contact
Questions, requests or complaints about privacy: admin@elfasyssolution.com.
Elfasys Solution, Tower 21, Faidabad Dokkhin Khan, Uttara, Dhaka, Bangladesh.