Privacy Policy

Data Protection and Privacy Notice

Last updated: 24. November 2025

Introduction

At houle.ai (West-Bay SA), we are committed to protecting your privacy and personal data in accordance with Swiss Federal Data Protection Act (FADP) and applicable EU regulations.

This Privacy Policy explains how we collect, use, and protect your information when you use our AI services integrated into Microsoft tools.

Data Controller

West-Bay SA (operating as houle.ai) acts as the data controller for personal data collected and processed in connection with our AI services.

Contact details:

houle.ai (West-Bay SA)

Email: contact@houle.ai

Address: 19 Pré-Roset, 1294 Genthod, Switzerland

Data We Collect

Service Data:

  • Personal identification information (name, email address)
  • Microsoft account information for authentication
  • Document content processed through our AI services
  • Usage patterns and preferences for AI features
  • Technical data (IP address, browser type, device information)

Website Data:

  • Technical information (IP address, browser type, device information)
  • Usage data (pages visited, time spent, referral sources)
  • Cookies and similar tracking technologies
  • Contact form submissions and communications

Legal Basis for Processing

We process your personal data based on the following legal grounds:

  • Contract performance: To provide AI services integrated into Microsoft tools
  • Legal compliance: To meet Swiss regulatory and reporting requirements
  • Legitimate interests: For business operations, fraud prevention, and service improvement
  • Consent: For marketing communications and non-essential cookies (where required)

How We Use Your Data

Service Delivery:

  • Providing AI assistance in Outlook, Word, and other Microsoft tools
  • Processing and analyzing documents for AI-powered features
  • Maintaining and improving AI models and services
  • Communicating about your services and account

Business Operations:

  • Customer relationship management
  • Quality assurance and service improvement
  • Risk management and fraud prevention
  • Legal and regulatory compliance

Data Sharing

We may share your personal data with:

  • Microsoft Corporation (for authentication and integration services)
  • Azure cloud services (for secure data processing and storage)
  • Professional service providers (IT support, security services)
  • Swiss authorities (as legally required)

We do not sell personal data to third parties. All sharing is conducted with appropriate confidentiality agreements and data protection measures in place.

Data Security

We implement comprehensive security measures including:

  • Encryption of data in transit and at rest
  • Multi-factor authentication and access controls
  • Regular security assessments and updates
  • Staff training on data protection
  • Secure backup and disaster recovery procedures

Data Retention:

  • Service records: For the duration of your subscription plus legal retention requirements
  • Website data: For the duration necessary to fulfill stated purposes
  • Marketing data: Until consent is withdrawn or data is no longer needed

Your Rights

Under Swiss data protection law, you have the right to:

  • Access: Request information about personal data we hold about you
  • Rectification: Correct inaccurate or incomplete personal data
  • Erasure: Request deletion of personal data (subject to legal obligations)
  • Restriction: Limit processing in certain circumstances
  • Data portability: Receive your data in a structured, machine-readable format
  • Object: Object to processing based on legitimate interests
  • Withdraw consent: For processing based on consent

To exercise these rights, contact us at contact@houle.ai. We will respond within 30 days.

International Data Transfers

We may transfer personal data outside Switzerland to:

  • EU/EEA countries with adequate data protection
  • Microsoft Azure data centers with appropriate safeguards
  • Third countries with appropriate safeguards (standard contractual clauses)

All international transfers are conducted with appropriate legal safeguards to ensure your data remains protected to Swiss standards.

Changes to This Policy

We may update this Privacy Policy to reflect changes in our practices, services, or legal requirements. Material changes will be communicated through:

  • Email notification to registered users
  • Prominent notice on our website
  • Direct communication during service interactions

The updated policy will be effective from the date specified in the revised version.

Contact Us

If you have questions about this Privacy Policy or wish to exercise your rights, please contact us:

houle.ai (West-Bay SA)

19 Pré-Roset, 1294 Genthod, Switzerland

Email: contact@houle.ai