Answergrove Privacy Policy

Effective date: 14 September 2026

Who we are

Answergrove is provided by SIA KSJ, a company registered in Latvia.

  • Registration number: 40203679083
  • VAT number: LV40203679083
  • Address: “Lielbērze 10”, Lielbērze, Auru pagasts, Dobeles novads, LV-3701, Latvia
  • Privacy contact: kaspars@ksj.lv

What Answergrove does

Answergrove is an assistant that answers questions from your employees using your own Microsoft 365 (SharePoint) documents. Each answer names its source: the document, the page and the version. If the documents do not contain an answer, Answergrove says so.

Answergrove is offered in two ways:

  1. Pilot. Up to two weeks, with one SharePoint site chosen by you. Answergrove runs in the Microsoft Azure environment of SIA KSJ.
  2. After purchase. Answergrove is installed in your own Microsoft Azure environment and runs there.

Roles (controller and processor)

You, the customer, are the controller of the data that Answergrove processes.

During a pilot, SIA KSJ is your processor. We process data only on your instructions and only to provide the service to you.

After purchase, the service runs in your own Azure environment. SIA KSJ accesses that environment only during installation and support, and only with your permission.

Data we process

Answergrove processes these categories of data:

  • Document content and metadata from the SharePoint sites you choose. Metadata means the document name, location, page and version. This data is used to build a search index.
  • User identity from the Microsoft Entra ID sign-in: name, email address or user name, and tenant ID. This is needed to check which documents the user is allowed to open.
  • User questions and the generated answers, including source references.
  • Technical logs needed to run the service and fix errors.

How access is controlled

For every question, the sources of the answer are checked against Microsoft 365 using the signed-in user’s own identity. A user receives answers only from documents that the user is already allowed to open.

Where data is processed and stored

During a pilot, data is processed and stored in Microsoft Azure, region Sweden Central, in the European Union.

After purchase, data is processed and stored in your own Azure environment.

Azure OpenAI models are used through “Data Zone” deployments in the European Union. Microsoft states that in these deployments processing takes place in EU member states.

Sub-processors

Our only sub-processor is Microsoft. We use Microsoft Azure services, including Azure OpenAI model deployments in the European Union Data Zone. We use no other third parties.

Model training

SIA KSJ does not use your documents, questions or answers to train any models. We use them for no purpose other than providing answers to you, and we do not sell or pass them on to anyone else.

Microsoft states in its documentation “Data, privacy, and security for Models sold by Azure” that prompts and responses are not used to train models. Microsoft’s automated abuse monitoring may retain flagged content for review. For deployments in the European Economic Area (EEA), the reviewers are located in the EEA.

Retention and deletion

During a pilot, we keep your data only as long as needed to run the pilot. We delete all pilot data, including the search index, document excerpts and logs, within 30 days after the pilot ends. If you continue, the 30 days are counted from the day Answergrove is installed in your own Azure environment.

Technical logs are kept for 30 days.

After purchase, all data stays in your own Azure environment, under your control.

Security

Data is transferred over encrypted connections (HTTPS). Data is stored in Azure, which encrypts data at rest by default. Access to documents is always checked against the user’s own Microsoft 365 permissions, as described above.

Your rights

Under the General Data Protection Regulation (GDPR) you have rights over your personal data, including the rights of access, rectification, erasure, restriction and objection.

If your employer uses Answergrove, your employer is the controller. Please contact your employer first. SIA KSJ assists the controller in responding to your request.

You may also lodge a complaint with a data protection supervisory authority, in particular in the EU or EEA country where you live or work. The list of all national authorities is published by the European Data Protection Board: https://www.edpb.europa.eu/about-edpb/our-members_en.

Data processing agreement

A data processing agreement (DPA) is available to customers on request. Write to kaspars@ksj.lv.

Changes

We may update this policy. The current version is published at ksj.lv. The effective date is shown at the top of this page.

Contact

  • SIA KSJ
  • “Lielbērze 10”, Lielbērze, Auru pagasts, Dobeles novads, LV-3701, Latvia
  • kaspars@ksj.lv
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