Privacy Policy

Palmer Apps ("we," "us," or "our") builds Champ, an AI sales copilot for Microsoft Outlook. This policy explains what data we collect, how we use it, and your rights. We believe in being straightforward — no hidden data practices.

1. What Data We Collect

Account Information

When you sign up, we collect your name and email address. If you subscribe to a paid plan, our payment processor (Stripe) handles your billing details — we never see or store your full card number.

Email Content (Processed, Not Stored)

When you use Champ to analyze an email or generate a draft reply, the content of that email thread is sent to our backend for AI processing. This data is:

• Transmitted over HTTPS (encrypted in transit)
• Sent to the Anthropic Claude API for analysis and draft generation
• Not permanently stored on our servers — it is processed in real-time and discarded after the response is returned
• Never used to train AI models (Anthropic's API usage policy prohibits this)

Voice Profile Data

Champ learns your writing style by analyzing samples of your sent emails. The resulting voice profile (greeting style, formality level, sentence patterns, phrases to avoid) is stored locally in your browser's localStorage. If you use a paid plan, your voice profile may be synced to our servers so it persists across devices. You can delete your voice profile at any time from the Champ sidebar.

Deal Context

Deal information you enter (deal stage, competitors, stakeholders, next steps) is stored locally in your browser. It is sent to our backend only when generating a draft, and is not stored server-side.

Usage Analytics

We collect basic, anonymized usage data: which features you use, how often you generate drafts, and error rates. We do not track the content of your emails for analytics purposes.

2. How We Use Your Data

• Email analysis: To detect buying signals, objections, competitor mentions, and MEDDIC qualification data from your email threads
• Draft generation: To create AI-powered email drafts tailored to your voice, deal context, and the sender's seniority
• Voice learning: To build a profile of your writing style so drafts sound like you, not a robot
• Service improvement: Anonymized usage patterns help us improve features and fix bugs
• Communication: To send you account-related emails (welcome, billing, security alerts) and product updates you can opt out of

3. Third-Party Services

We use the following services to operate Champ. Each has its own privacy policy:

• Anthropic (Claude API) — Powers email analysis and draft generation. Email content is sent to Anthropic's API for processing. Anthropic does not use API inputs to train models. Anthropic Privacy Policy
• Microsoft Office Add-in Platform — Champ runs inside Outlook as an Office Add-in. Microsoft's platform handles the add-in lifecycle. Microsoft Privacy Statement
• Vercel — Hosts our frontend (landing page and add-in UI). Vercel Privacy Policy
• Railway — Hosts our backend API. Railway Privacy Policy

4. Data Retention

• Email content: Not retained. Processed in real-time and discarded immediately after the API response.
• Voice profiles: Stored in your browser's localStorage until you clear it. Server-synced profiles (paid plans) are retained until you delete them or close your account.
• Account information: Retained while your account is active. Deleted within 30 days of account closure.
• Usage analytics: Anonymized data is retained for up to 12 months.

5. Your Rights

Regardless of where you live, you have the right to:

• Access: Request a copy of all personal data we hold about you
• Correction: Ask us to fix inaccurate data
• Deletion: Ask us to delete your account and all associated data
• Export: Receive your voice profile and account data in a portable format (JSON)
• Withdraw consent: Stop using Champ at any time — uninstall the add-in and your locally stored data is gone

To exercise any of these rights, email chris@palmer-app.com. We respond to all requests within 30 days.

6. GDPR Compliance

If you are in the European Economic Area (EEA), the following applies:

• Legal basis: We process your data based on your consent (when you choose to analyze an email or generate a draft) and our legitimate interest in providing the Service
• Data transfers: Your data may be processed in the United States by our infrastructure providers. We rely on standard contractual clauses where required
• Data Protection Officer: For a company our size, we don't have a formal DPO, but Chris Palmer handles all privacy inquiries directly at chris@palmer-app.com
• Supervisory authority: You have the right to lodge a complaint with your local data protection authority

7. Security

We take security seriously:

• All data in transit is encrypted via TLS/HTTPS
• API keys and secrets are stored in environment variables, never in source code
• Our backend runs on isolated containers with no persistent storage of email content
• We use Anthropic's commercial API tier, which includes enterprise-grade security controls

8. Children's Privacy

Champ is a B2B sales tool. It is not intended for use by anyone under the age of 18. We do not knowingly collect data from minors.

9. Changes to This Policy

We may update this policy from time to time. When we make material changes, we will update the "Last updated" date at the top and notify you via email if you have an account. Your continued use of Champ after changes constitutes acceptance.

10. Contact

Questions, concerns, or data requests? Reach out:

Chris Palmer
Palmer Apps
chris@palmer-app.com