Privacy Policy

Effective Date: January 2025

Last Updated: January 2025

RePhrase for Word is developed and maintained by Patrick Andrew Hartnett. This Privacy Policy explains how the add-in handles your data and what information (if any) is collected, stored, or shared.

TL;DR: We don't collect or store any of your data. Everything stays on your device.

RePhrase for Word does NOT:

• ❌ Collect any personal information
• ❌ Store your document content on our servers
• ❌ Track your usage or behavior
• ❌ Use analytics or telemetry services
• ❌ Share your data with third parties (except as described below)
• ❌ Use cookies or tracking technologies
• ❌ Monitor what you type or process
• ❌ Access your documents or files beyond what you explicitly select

The add-in is a pure client-side JavaScript application that runs entirely in your browser within Microsoft Word. There are no back-end servers collecting or processing your data.

All data generated by RePhrase for Word is stored locally in your browser's storage (localStorage and IndexedDB). This includes:

• API Keys & Credentials – Stored encrypted in your browser
• Connection Settings – AI provider configurations you create
• Prompt Templates – Custom templates you save
• Processing History – Text you've processed (original + results)
• Chat Conversations – Your conversation threads with AI
• Terminology Lists – Translation terms you define
• App Settings – Your preferences (theme, history limits, etc.)

Where is this data stored?

• 📍 Location: In your browser's local storage (part of Microsoft Office's web environment)
• 🔐 Access: Only accessible by the RePhrase add-in in your browser session
• ⏰ Persistence: Remains until you manually delete it or clear browser data
• 🖥️ Device-Specific: Not synced across devices or browsers

How to clear your data

You can delete all locally stored data at any time:

1. Open RePhrase for Word
2. Go to Settings → General
3. Scroll to bottom and click 🔄 Reset to Defaults
4. Confirm the action

⚠️ This will permanently delete all your settings, history, and saved data. Consider exporting important data before resetting.

RePhrase for Word acts as a bridge between Microsoft Word and external AI providers. When you process text, the add-in sends your selected content directly to the AI service you've configured (e.g., OpenAI, Claude, Gemini, DeepL).

Supported Providers

The add-in can connect to:

• OpenAI (ChatGPT, GPT-4, o3-mini)
• Azure OpenAI (Enterprise deployments)
• Anthropic (Claude models)
• Google (Gemini models)
• xAI (Grok)
• DeepSeek
• Cohere
• DeepL (Translation service)
• Custom APIs (Any REST API you configure)

What data is sent to these services?

When you click "Send" or process text, the following is transmitted:

• ✅ Your selected text (with formatting tags if enabled)
• ✅ Your prompt/instructions
• ✅ System instructions (if configured)
• ✅ Terminology lists (for translation tasks)
• ✅ Your API key (for authentication)

How is data transmitted?

• 🔐 Direct Connection: Most providers are accessed directly via HTTPS
• 🔀 CORS Proxy: Some providers (Claude, DeepSeek, DeepL) require a CORS proxy:
  • 📍 Hosted on Azure Functions (West Europe region)
  • 🚫 No logging or data retention
  • ⚡ Passes requests through without modification
  • 🗑️ No persistent storage

Important Privacy Considerations

You are responsible for:

• 📋 Reading and accepting each provider's terms of service
• 🔑 Obtaining and securing your own API keys
• 💰 Any costs incurred from API usage
• ⚖️ Ensuring compliance with your organization's data policies
• 🔒 Not sending sensitive, confidential, or regulated data without proper authorization

Review Provider Privacy Policies

Before using any AI service, we recommend reviewing their privacy practices:

• OpenAI Privacy Policy
• Anthropic Privacy Policy
• Google Privacy Policy
• DeepL Privacy Policy

While no system is 100% secure, we implement the following safeguards:

• 🔒 HTTPS Only: All API communications use encrypted HTTPS connections
• 🔑 Local Storage: API keys never leave your device except when making API calls
• 🚫 No Server-Side Storage: The add-in has no database or server storing user data
• 👁️ Open Architecture: Pure JavaScript add-in with no hidden telemetry
• 🗑️ User Control: You can delete all data at any time

Browser Security Note: Your data's security depends partly on your browser and device security. Keep your software updated and use strong passwords.

You have complete control over your data:

• Access: View all stored data via Settings, History, and Chat panels
• Export: Download your data as JSON files (History, Chats, Settings)
• Delete: Remove individual entries or reset all data
• Modify: Edit or update any settings, templates, or configurations
• Opt-Out: Simply stop using the add-in or uninstall it

Data Portability:

You can export your data at any time from Settings → General → Export History or from the Chat/History panels. Exported data is in JSON format and can be imported back or used with other tools.

The add-in itself does not transfer data internationally. However, when you use third-party AI services, your data may be processed in various countries depending on where those services operate (e.g., US, EU, Asia).

Our CORS proxy (for Claude, DeepSeek, DeepL) is hosted in the West Europe Azure region but does not store any data.

We may update this Privacy Policy from time to time to reflect changes in our practices or for legal, operational, or regulatory reasons.

How you'll be notified:

• Updated "Last Updated" date at the top of this page
• Changes will be posted in the add-in's support documentation
• For significant changes, we may display a notice in the add-in

Continued use of the add-in after changes constitutes acceptance of the updated policy.

RePhrase for Word is proprietary software. For complete license terms, including usage rights, restrictions, and liability limitations, please review the Proprietary Software License .

By using RePhrase for Word, you agree to both this Privacy Policy and the License Terms.

If you have questions, concerns, or requests regarding this Privacy Policy or how your data is handled, please contact:

Copyright © 2025 Patrick Andrew Hartnett – All rights reserved.