Privacy Policy

Effective Date: 22/03/2026
Last Updated: 27/07/2026

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TeamUp / ai4work (“TeamUp”, “we”, “our”, or “us”) respects your privacy. This Privacy Policy explains what information we collect, how we use it, how we protect it, and what choices you have when using TeamUp and related services.

TeamUp is an AI workspace that helps users organise projects, chat with AI, collaborate with teams, use files for context, create AI Assistants, and manage workspace activity in one place.

By using TeamUp, you agree to this Privacy Policy.

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1. Information we collect

We collect only the information needed to provide access to TeamUp, operate the app, secure the service, support user-requested features, and communicate with users about matters related to their account, data, billing, security, or product usage.

Account information

When you create or use an account, we may collect:

• name
• email address
• profile image or avatar
• login provider information
• account identifiers
• workspace settings and preferences

Workspace content

When you use TeamUp, you may create or upload content such as:

• AI chats and prompts
• projects and folders
• uploaded files
• direct and team messages
• team spaces and invitations
• workspace memory and custom instructions
• AI Assistant roles, task descriptions, commands, and knowledge base documents
• feedback submitted through Pulse

Usage and technical information

We may collect basic technical and usage information such as:

• login activity
• device and browser information
• IP address
• app activity logs
• error logs
• feature usage
• token usage and model selection
• security and audit logs

This information helps us operate, secure, troubleshoot, and improve TeamUp.

Web source information

When users attach web pages or web-based sources to TeamUp features, we may collect and process information related to those sources, including:

• source URL
• page title
• extracted page text
• page metadata
• fetch timestamp
• content type
• source status
• indexing status
• citation metadata
• normalisation or deduplication hashes
• error logs related to fetching, scanning, indexing, or retrieval

This information is collected only to provide user-requested features such as web-grounded AI responses, research workflows, AI Assistant knowledge, citations, retrieval, and source management.

Web grounding and source-based AI workflows

TeamUp may use attached web sources to provide web-grounded AI functionality. This may include:

• fetching and extracting content from user-attached URLs
• preparing content for retrieval
• indexing or embedding extracted text
• retrieving relevant source passages
• generating grounded AI responses
• displaying citations or source links
• supporting AI Assistants, research workflows, and chat features
• maintaining source status, retry, and deletion workflows
• investigating abuse, rights-holder complaints, or security issues

TeamUp uses attached web-source data only to provide, secure, support, and improve the requested TeamUp features.

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2. International data processing

Data processing, service providers, and transfers

TeamUp uses third-party service providers to operate, secure, support, and improve the service. These providers may process user data only as needed to provide services to TeamUp and its users.

For web-source, AI, retrieval, storage, logging, support, and security workflows, recipients may include:

• TeamUp hosting and infrastructure providers
• Google Cloud services
• Vertex AI, Vertex AI Search, Google RAG Engine, or equivalent retrieval services where enabled
• AI model providers used for user-requested responses
• BYOK providers selected by the user
• database, storage, logging, monitoring, and security providers
• payment and billing providers where applicable
• support and communications providers

Some providers may process data in countries other than the user’s country of residence. Where required by applicable law, TeamUp relies on appropriate transfer mechanisms, contractual safeguards, data-processing agreements, standard contractual clauses, or equivalent protections to support international transfers.

TeamUp takes reasonable steps to ensure that service providers process user data only for authorised purposes and apply appropriate security and confidentiality controls.

Where a user chooses to connect a BYOK provider or third-party AI provider, that provider may process prompts, retrieved context, source excerpts, files, or related metadata according to the user’s request and the provider’s own terms and privacy policy.

Data Processing Addendum

For eligible business, professional, or organisational customers, TeamUp may provide a Data Processing Addendum upon request.

The Data Processing Addendum describes how TeamUp processes personal data on behalf of customers, including:

• categories of personal data processed
• processing purposes
• subprocessors and service providers
• international transfer mechanisms
• security measures
• retention and deletion handling
• support for data subject requests where applicable
• customer and TeamUp responsibilities

To request TeamUp’s Data Processing Addendum or data-processing information, contact:

support@ai4work.net

TeamUp may update its Data Processing Addendum from time to time to reflect product, infrastructure, legal, or operational changes.

Subprocessors and international transfers

TeamUp uses service providers and subprocessors to operate, secure, support, and improve the service. These may include cloud hosting, storage, database, retrieval, AI processing, monitoring, logging, payment, communications, and support providers.

Some service providers may process data in countries other than the user’s country of residence. Where required by applicable law, TeamUp uses appropriate safeguards such as contractual protections, data-processing terms, standard contractual clauses, or equivalent transfer mechanisms.

Users or eligible workspace owners may contact support@ai4work.net to request additional information about TeamUp’s data-processing arrangements.

 

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3. AI and Retrieval Services

AI, retrieval, and web-source processing

TeamUp may use retrieval systems and AI services to process user-attached web sources. Depending on the feature, plan, and configuration, this may include TeamUp infrastructure, Google Cloud services, Vertex AI, Vertex AI Search, Google RAG Engine, TeamUp-managed model providers, BYOK providers selected by the user, and related service providers.

When a web source is used for AI grounding, relevant extracted text or retrieved passages may be sent to the AI model or retrieval provider needed to generate the requested response.

Where users choose a BYOK provider or model, the selected provider may process prompts, retrieved context, source excerpts, and related metadata needed to provide the requested AI output. The user’s use of a BYOK provider may also be governed by that provider’s own terms and privacy policy.

TeamUp does not sell web-source data and does not use attached web-source content to train generalised AI models.

Recipients involved in web-source processing

To provide web-source attachment, retrieval, citation, and AI grounding features, TeamUp may share or process web-source data with limited recipients, including:

• TeamUp hosting and infrastructure providers
• Google Cloud services used for storage, retrieval, indexing, or AI processing
• AI model providers used to generate requested responses
• retrieval and embedding providers
• security, logging, monitoring, and support vendors
• service providers needed to operate the feature
• teammates or workspace members where the user shares the source, chat, Assistant, or workspace item

These recipients may process data only as needed to provide, secure, troubleshoot, or support the requested TeamUp functionality.

TeamUp may also disclose limited information where required by law, to respond to rights-holder complaints, to investigate abuse, or to protect TeamUp, users, or third parties.

Shared Assistants and web sources

If a user attaches a web source to an AI Assistant and then shares that Assistant with teammates, the attached source may become part of the Assistant’s shared knowledge context.

This means teammates with access to the shared Assistant may receive answers grounded in that web source. They may also see citation information such as the source title, source URL, or related source metadata where citations are displayed.

Users should not attach private, confidential, sensitive, tokenised, or unauthorised web sources to Assistants that may be shared with others.

Web-source retention and deletion

TeamUp may retain attached web-source data while the source remains attached to a chat, Assistant, research workflow, project, team space, or other workspace feature.

When a user detaches or deletes a web source, or when TeamUp removes a source following a complaint or compliance review, TeamUp will place associated stored content, indexes, embeddings, and retrieval records into a deletion or purge process.

Deletion may not be immediate in every system. TeamUp may need time to remove source data from active systems, search indexes, retrieval stores, logs, and backups. If deletion fails, TeamUp may retry the deletion process.

Backups, audit logs, security logs, provider logs, and operational records may be retained for limited periods where required for security, legal, billing, compliance, abuse prevention, or operational reasons.

Web-source removal requests

Users may remove web sources they have attached where the product interface supports removal.

Website owners, rights holders, or affected individuals may request review or removal of web-source content by contacting support@ai4work.net.

A request should include:

• the relevant URL
• the reason for the request
• evidence of rights, ownership, authority, or affected interest where applicable
• contact details for follow-up

TeamUp will review removal requests and may disable, detach, restrict, or delete the source and related indexed content where appropriate.

For urgent safety, privacy, legal, or rights-related concerns, TeamUp may temporarily disable access to the source while the request is reviewed.

Web source complaints handling, retention, and URL-handling safeguards

Takedown requests and operational handling

For web-source complaints, TeamUp processes requests received at `support@ai4work.net` (also accessible via in-product support).
TeamUp may temporarily disable processing of the source before final review when a complaint appears credible and potentially high-risk.

TeamUp retains complaint records, review notes, and action logs for **365 days** or the longer legally required period, and uses role-based internal escalation (Trust & Safety, Legal, DPO) for decisions on rights-holder and high-risk privacy matters.

Privacy-by-default URL handling

TeamUp uses a privacy-by-default approach for web-source URLs:
- displayed URLs and source metadata are masked/cleaned by default;
- unnecessary tracking/query parameters are removed where feasible for UI safety and minimisation;
- only the minimum full URL data required for retrieval integrity, evidence handling, abuse investigation, and legal compliance is retained in processing systems.

Deletion of attached sources is handled via a multi-system purge process and may not be immediate across all replicas, indexes, caches, logs, and backup stores. TeamUp may retry failed deletion operations.

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4. Google user data and Google API scopes

TeamUp may use Google sign-in and Google APIs to provide authentication, Google Drive-related functionality, document-related features, spreadsheet-related features, and user-requested AI workspace functionality.

When you choose to connect your Google account, TeamUp may request access to specific Google scopes. The exact scopes requested may depend on the feature you use.

How TeamUp uses Google user data

TeamUp uses Google user data only to provide features requested by the user, including:

• signing in with Google
• creating and managing your TeamUp account
• connecting TeamUp to Google Drive
• allowing you to select or use Google Drive files with TeamUp
• creating, reading, editing, or deleting Google Docs when you ask TeamUp to do so
• creating, reading, editing, or deleting Google Sheets when you ask TeamUp to do so
• storing TeamUp configuration data in Google Drive app data
• using selected documents or files as context for TeamUp workspace features
• using selected documents or files in AI chats or AI Assistants when requested by the user
• troubleshooting, securing, and supporting the app

TeamUp does not use Google user data for unrelated purposes.

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5. Google API Services User Data Policy

TeamUp’s use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

This means:

• TeamUp does not sell Google user data.
• TeamUp does not use Google user data for advertising.
• TeamUp does not use Google user data for ad targeting or marketing profiles.
• TeamUp does not use Google Workspace API data to train generalized AI or machine learning models.
• TeamUp does not transfer Google user data except as needed to provide or improve user-facing features, comply with law, protect security, or with the user’s consent.

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6. AI features and Google user data

TeamUp includes AI features such as AI chat, file-backed prompts, and AI Assistants.

When you choose to use Google files, Google Docs, or Google Sheets with AI features, TeamUp may process the selected content to provide the requested feature. For example, TeamUp may use the content to:

• answer a question
• summarise a document
• create grounded AI responses
• help generate content
• build an Assistant knowledge base
• retrieve relevant document sections
• provide citations where available

AI Assistants

TeamUp Assistants allow users to define an Assistant role, task list, and commands, then upload or connect documents to build a knowledge base.

TeamUp Assistants may use Google’s RAG Engine to scan, prepare, index, and retrieve content from uploaded or connected documents. This helps the Assistant generate grounded answers using the user’s own data.

TeamUp does not use user files, Google user data, Assistant knowledge bases, prompts, chats, or uploaded documents to train generalized AI models.

If a user shares an Assistant with teammates, that Assistant and its knowledge-based answers may become available to those teammates according to the sharing settings chosen by the user.

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7. Bring Your Own Key and AI providers

TeamUp is a BYOK-first app. Users may connect their own API keys for supported AI providers.

When you use your own API key, your prompts, selected files, document text, or related content may be sent to the AI provider you choose, only as needed to provide the AI response you requested.

Your use of third-party AI providers may also be governed by that provider’s own privacy policy and terms.

TeamUp may also provide managed AI options during beta, such as a starter token allowance or token batches for selected models.

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8. What we use your data for

TeamUp uses user data only for purposes related to providing, operating, securing, and supporting the app.

We may use your data to:

• create and manage your account
• authenticate your access
• provide TeamUp workspace features
• operate AI chat and Assistant features
• store and retrieve your projects, chats, files, and messages
• support team collaboration and Assistant sharing
• process billing or token purchases where applicable
• secure the app and prevent abuse
• troubleshoot issues and fix errors
• respond to support requests
• send account, security, billing, product, or data-related communications
• improve the reliability and usability of TeamUp

We do not use your data for unrelated purposes.

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9. Communications from TeamUp

TeamUp may contact you about matters directly related to your account, data, security, billing, product access, usage, or support requests.

For example, we may contact you about:

• login or account issues
• security notices
• billing or payment issues
• data-related issues
• service updates
• important product changes
• support responses
• beta feedback or product stability matters

We do not use your personal data for unrelated marketing purposes unless you have given consent where required.

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10. What we do not do with your data

TeamUp does not:

• sell your personal data
• sell Google user data
• use Google user data for advertising
• use Google user data for ad targeting
• make your private files, chats, messages, or Assistants public
• share your private workspace content with unrelated third parties
• use your files, chats, prompts, Google user data, or Assistant knowledge bases to train generalized AI models
• manually access your private content except in limited cases described in this policy

Your data is used only to provide, secure, support, and improve the TeamUp service.

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11. Human access to user data

TeamUp limits human access to user data.

TeamUp personnel or service providers may access user data only in limited situations, such as:

• when you give permission
• when needed to provide support requested by you
• when needed to investigate bugs, abuse, or security issues
• when required by law
• when needed for billing, operational, or compliance purposes
• when necessary to protect TeamUp, users, or the public

Access is limited to what is necessary for the specific purpose.

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12. How we share information

TeamUp does not sell user data.

We may share limited user data only in the following cases:

Service providers

We may use trusted service providers to operate TeamUp, such as:

• cloud hosting providers
• database providers
• authentication providers
• payment processors
• AI model or retrieval providers
• security, logging, and monitoring tools
• email or notification services

These providers may process data only as needed to provide services to TeamUp.

AI and retrieval services

When you use AI features, content may be processed by AI or retrieval systems to provide the feature you requested. This may include processing prompts, selected files, document text, or Assistant knowledge base content.

User-directed sharing

If you choose to share content, that content may be visible to the people you share it with. Examples include:

• sharing a chat
• joining a team space
• sending a team message
• sharing an Assistant with teammates
• using an Assistant inside a team chat

Legal and safety reasons

We may disclose information if required to:

• comply with law or legal process
• protect user safety
• prevent fraud or abuse
• enforce our terms
• protect the rights, property, or security of TeamUp or others

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13. Data storage and security

TeamUp is deployed on Google Cloud Platform.

We use reasonable technical and organisational measures to protect user data, including:

• encrypted transport where applicable
• access controls
• authentication protections
• audit and security logging
• restricted access to production systems
• cloud infrastructure security controls

User API keys and sensitive credentials are protected using Google Cloud KMS and related access-control mechanisms.

No online service can guarantee absolute security, but we work to protect user data using appropriate safeguards.

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14. Data retention

We retain user data only as long as needed to provide TeamUp, support users, meet legal requirements, secure the service, resolve disputes, and maintain business records.

Examples:

• account data is kept while your account is active
• workspace content is kept while you choose to keep it in TeamUp
• logs may be kept for security, debugging, and audit purposes
• billing records may be kept as required by law
• deleted data may remain in backups for a limited period before removal

When data is no longer needed, we delete or anonymise it where appropriate.

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15. Complaints and Takedown Process

User control, deletion, and Google access revocation

You may request access to, correction of, or deletion of your personal data by contacting us at:

info@ai4work.net

You may also revoke TeamUp’s access to your Google account at any time through your Google Account permissions page:

https://myaccount.google.com/permissions

If you revoke access, some Google-related TeamUp features may stop working.

If you delete your TeamUp account or request deletion of your data, we will delete or anonymise your personal data within a reasonable period, unless we need to keep certain information for legal, security, billing, or operational reasons.

Web-source complaints and takedown handling

TeamUp accepts web-source complaints and takedown requests through:

Email: support@ai4work.net

A complaint should include:

• the source URL
• the reason for the complaint
• evidence of ownership, authority, rights, or affected interest where applicable
• contact details for follow-up
• any urgency or risk information, such as privacy, safety, security, or legal concerns

TeamUp’s platform operations function is responsible for triaging web-source complaints. Where appropriate, complaints may be escalated for legal, security, privacy, or product review.

TeamUp aims to acknowledge credible web-source complaints within 48 hours where feasible. For urgent privacy, safety, security, or rights-related complaints, TeamUp aims to begin review within 24 hours where feasible.

During review, TeamUp may temporarily disable, detach, restrict, or remove the relevant source, citation, Assistant knowledge entry, index entry, retrieval record, or related AI workflow.

TeamUp may retain limited evidence related to the complaint, such as the complaint request, source URL, timestamps, action history, and relevant operational logs, where needed to investigate the issue, document the response, prevent abuse, comply with legal obligations, or protect TeamUp, users, or third parties.

These review targets are operational goals and do not guarantee that every request will be resolved within a specific timeframe.

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16. Cookies and similar technologies

TeamUp may use cookies or similar technologies to:

• keep you signed in
• remember preferences
• secure sessions
• understand basic product usage
• improve reliability

You can control cookies through your browser settings, but some features may not work properly if cookies are disabled.

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17. Children’s privacy

TeamUp is not intended for children under the age of 16, or the minimum age required by law in your location.

We do not knowingly collect personal data from children. If we learn that we have collected personal data from a child without appropriate consent, we will take steps to delete it.

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18. International data processing

TeamUp may process and store data in countries where we or our service providers operate.

By using TeamUp, you understand that your data may be processed outside your country of residence. We take reasonable steps to protect data in accordance with this Privacy Policy and applicable laws.

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19. Changes to this Privacy Policy

We may update this Privacy Policy from time to time.

When we make changes, we will update the “Last updated” date. If the changes are significant, we may notify users through the app, email, or website.

Continued use of TeamUp after the updated policy is posted means you accept the revised policy.

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20. Contact us

If you have questions about this Privacy Policy, your data, or Google API data usage, please contact us:

Email: tandem@ai4work.net
Website: https://www.ai4work.net/

We aim to respond to all enquiries within a reasonable timeframe.