Privacy policy

About this policy

Last updated: September 21, 2026

Playbook is provided by GVO Cloud, Inc. This policy describes information processed through the Playbook website, application, and MCP connections. It does not replace the privacy policies of your organization, identity provider, or connected assistant provider.

Your organization manages its Playbook workspace, including memberships, content, access policies, and optional data-sharing settings. Contact your organization's administrator about its use of your information and the content it stores in Playbook.

Information we process

• Account and access information: names, email addresses, identity-provider identifiers, invitations, client memberships, group assignments, permissions, and connection records.
• Workspace content: documents, uploaded images, content structure, suggestions, revision history, branding, and related author and activity records. This content may contain personal information supplied by your organization or its users.
• Assistant interactions: questions, answers, citations, retrieved content, tool activity, and saved conversation history when you use Ask Playbook.
• Preferences and support: favorites, recent documents, notification preferences, feedback, and information you include when contacting us.
• Operational information: request and error records, usage measurements, and audit events used to operate, troubleshoot, and protect the service.

How information is used

Playbook processes information to authenticate users, apply access permissions, store and publish knowledge, search documents, answer questions, manage suggestions and approvals, deliver notifications, provide exports, respond to support requests, and maintain service reliability and security.

Published content is processed into search excerpts and embeddings so relevant knowledge can be found. Audit records help track actions such as publishing, changes to access, and data exports.

Who receives information

• Your organization and authorized users: workspace content is available according to Playbook permissions. Administrators manage access and can export workspace source data.
• Other Playbook clients: when your organization shares a document with another client, the receiving client controls which of its users can read the accepted shared document.
• Service providers: Playbook uses Microsoft Azure services for hosting, storage, authentication, operational monitoring, and configured email and AI capabilities. Information needed for those functions is processed by the corresponding services.
• Connected assistant providers: when you authorize an assistant, tool requests and responses pass between that assistant and Playbook, as described below.
• Authorized Playbook staff: information is processed for operating and supporting the service. Access to optional shared assistant samples is separately restricted to authorized staff.

AI and connected assistants

Ask Playbook

To generate an answer, Playbook sends the question, relevant conversation context, and retrieved authorized content to the AI service configured for the deployment. Document content and search queries may also be processed by an embedding service. These functions are part of providing search and assistant answers.

External assistants connected through MCP

A connected assistant can receive available client names and identifiers, document content, search excerpts, structure, and tool results allowed by your current permissions. With the appropriate permissions it can also submit suggestions or directly publish changes. The assistant provider processes the conversation and returned information under its own terms and privacy policy.

Revoking a connection stops future access through its credentials. It does not erase information already received by the assistant provider.

Optional assistant interaction sharing

Playbook provides a workspace setting in Data & Privacy for sharing future Ask Playbook interactions for product improvement. When enabled by an authorized administrator, eligible samples can include questions, committed answers, retrieved workspace content, citations, and tool activity. Authorized Playbook staff can review these samples.

Samples are sanitized, but questions and document content can still contain personal or confidential information. Shared samples are retained for 90 days. Turning sharing off stops future capture; previously captured samples remain until they expire or are removed through workspace purge.

This optional setting is separate from the processing needed to answer a question and from the data practices of external assistants you connect.

Cookies and browser storage

Playbook and its sign-in flow use cookies or browser storage for authentication, session continuity, client selection, interface preferences, and application caching. The installed web app also caches application assets for its offline experience.

You can clear cookies and site storage in your browser. Doing so may sign you out, reset local preferences, or remove cached application data. It does not delete workspace records or saved assistant conversations.

Retention and deletion

• Workspace records: documents, revisions, memberships, suggestions, and audit records are retained as part of the workspace's operation and lifecycle.
• Saved assistant conversations: conversation history persists until the owner deletes it, the user is permanently removed, or the workspace is purged. Operational assistant run records expire 24 hours after reaching a terminal state; this does not delete saved conversations.
• Optional shared assistant samples: samples have a 90-day retention period.
• Generated exports: completed workspace export downloads expire after seven days. Downloaded copies remain wherever the recipient stores them.
• Workspace offboarding: offboarding blocks workspace access and starts a 30-day grace period before the automated purge process. Purge removes workspace records and associated stored assets. A limited deletion record and global product audit history remain.

Removing an assistant connection is distinct from deleting workspace data. Copies held by your organization, export recipients, or assistant providers follow their own retention practices. Contact us about retention questions not addressed here.

Your choices and requests

• Revoke assistant connections and personal API tokens in AI Connections and API Tokens.
• Delete your saved assistant conversations and manage your notification preferences in Playbook.
• Ask your administrator about workspace access, data corrections, exports, deletion, and optional assistant interaction sharing.
• Contact us to ask about personal information or request access, correction, or deletion. We may need to verify your identity and coordinate with the organization that manages the workspace.

Available rights and how a request can be fulfilled depend on the applicable requirements and the organization's relationship with you. Send requests to info@gvo.cloud, identifying your organization and the nature of the request. Do not include passwords or API tokens.

Changes and contact

Updates to this policy will appear on this page with a revised date.

For privacy questions or support, contact GVO Cloud, Inc. at info@gvo.cloud.