Last updated date: April 17, 2025

Introduction

At 365TUNE, (a product of Metawise Consulting LLC, hereafter “365TUNE”,”Metawise”, “we,” “us,” or “our”) we are committed to protecting your privacy and ensuring that your personal information is handled in a safe, responsible, and transparent manner. This Privacy Policy describes the practices we follow regarding the collection, use, disclosure, transfer, and storage of your information when you use our services, visit our website, or interact with us in any other way.

This Privacy Policy applies to all products and services offered by 365TUNE, including our website, desktop applications, cloud services, technical support, and professional services related to Microsoft 365 environment monitoring, management, and optimization.

We encourage you to read this Privacy Policy carefully to understand our policies and practices regarding your information and how we will treat it. By accessing or using our services, you acknowledge that you have read and understood this Privacy Policy.

Information We Collect

365TUNE’s Services are designed for businesses and are not intended for personal or household use.  Accordingly, we treat all personal data covered by this Privacy Policy, including information about any visitors to our Sites, as individuals representing and acting on behalf of their employer.  You are not legally required to provide us with any personal data.  If you do not wish to provide us with your personal data, or to have it processed by us or by any of our sub processors, please do not provide such data, avoid any interaction with us and do not leave any information on our website, and refrain from using our Services.  

We process Personal Data that you may provide voluntarily or that we collect in performing the Services for your organization that we acquire from your organization or from third parties.

Personal Information

Personal information refers to any information that identifies you or could reasonably be used to identify you. We may collect the following types of personal information:

Account Information

• Full name
• Email address
• Username and password
• Job title
• Company or organization name
• Department
• Profile picture (if provided)
• Account preferences and settings

Contact Information

• Email address
• Phone number
• Mailing address
• Country of residence
• Business address

Billing Information

• Payment card information (card type, last four digits, expiration date)
• Billing address
• Purchase history
• Subscription details
• Tax identification numbers (if applicable)

Communication Information

• Customer support inquiries and correspondence
• Feedback and survey responses
• Marketing preferences
• Webinar registrations
• Event attendance information
• Communications with our team members

Usage Data

When you use our services, we automatically collect certain information about your interactions with our website, applications, and services, including:

Log Data

• Internet Protocol (IP) address
• Browser type and version
• Operating system
• Device information (type, model, unique identifiers)
• Pages visited and features used
• Time and date of your visit
• Time spent on pages
• Click-through patterns
• Referring URLs
• Search terms used to reach our website

Application Data

• Installation and configuration details
• Feature usage patterns
• Performance metrics
• Error reports and crash analytics
• Diagnostic information
• Device information and system environment
• Log files
• User interface interactions

Cookies and Similar Technologies

We use cookies, web beacons, pixel tags, and similar technologies to collect information about your interactions with our website and services. For more information about how we use these technologies, please see our Cookie Policy.

Microsoft 365 Data

When you use our 365TUNE services with your Microsoft 365 environment, we may access and process the following types of data:

Microsoft 365 Tenant Configuration Data

• Tenant settings and configurations
• User accounts and groups
• Permission settings
• Site collections and site structure
• SharePoint configurations
• Exchange Online configurations
• Microsoft Teams configurations
• OneDrive configurations
• Other Microsoft 365 service configurations

Microsoft 365 Usage Data

• Usage statistics and metrics
• User activity reports
• Service utilization patterns
• Resource consumption metrics
• Performance indicators
• Audit logs
• Administrative actions

Content Metadata

• File and document metadata (name, size, type, creation date)
• User access patterns
• Sharing settings
• Content structure information
• Version information

It’s important to note that while our services may process or scan content within your Microsoft 365 environment to perform analysis and provide our services, we do not store the actual content of your files, emails, or messages unless specifically required for a particular feature that you have enabled and consented to.

How do we Collect Data

we collect information from various sources, including:

Direct Collection

• Information you provide when creating an account or registering for our services
• Information you submit through forms on our website
• Information provided during customer support interactions
• Information shared when participating in surveys, contests, or promotions
• Information shared during webinars, training sessions, or events
• Information provided when requesting marketing materials

Automated Collection

• Through cookies and similar tracking technologies
• Through the use of our website and applications
• Through server log files
• Through analytics tools and services
• Through our mobile applications and desktop software

Third-Party Sources

• Business partners and resellers
• Third-party service providers
• Social media platforms (if you interact with us through social media)
• Marketing and advertising networks
• Public databases and publicly available information
• Microsoft 365 tenant information (when authorized by you)

How We Use Your Information

We use the information we collect for various purposes, including:

Providing and Managing Services

• Creating and maintaining your account
• Authenticating and verifying your identity
• Providing access to our products and services
• Processing and fulfilling orders and transactions
• Managing subscriptions and licenses
• Delivering requested features and functionality
• Providing technical support and customer service
• Responding to inquiries, requests, and feedback
• Facilitating communication between users and our team

Improvement and Development

• Analyzing usage patterns and trends
• Personalizing and improving user experience
• Developing new features, products, and services
• Testing and debugging software
• Conducting research and data analysis
• Monitoring and enhancing performance and reliability
• Diagnosing and resolving technical issues
• Training our machine learning models (if applicable)

Communication and Marketing

• Sending administrative notifications and service updates
• Providing information about new features and products
• Sending newsletters and marketing communications
• Conducting surveys and collecting feedback
• Inviting you to events, webinars, or promotional activities
• Measuring the effectiveness of our marketing efforts
• Tailoring our communication to your preferences and interests

Security and Compliance

• Protecting against unauthorized access
• Detecting and preventing fraud, abuse, and security incidents
• Verifying compliance with our terms of service
• Monitoring and enforcing usage limitations and restrictions
• Auditing user activities for security purposes
• Complying with legal obligations
• Establishing, exercising, or defending legal claims

Legal Basis for Processing (for EEA, UK, and Similar Jurisdictions)

If you are located in the European Economic Area (EEA), United Kingdom (UK), or other jurisdictions with similar data protection laws, we process your personal information based on one or more of the following legal bases:

Contract Performance

Processing is necessary to perform our contract with you, such as providing our services according to our Terms of Service.

Legitimate Interests

Processing is necessary for our legitimate interests or the legitimate interests of a third party, provided that such interests are not overridden by your interests or fundamental rights and freedoms. Our legitimate interests include:

• Improving and optimizing our services
• Ensuring the security of our systems and services
• Promoting and marketing our services
• Managing our business operations
• Analyzing user behavior to enhance user experience

Consent

Processing is based on your specific consent. Where we rely on consent, you have the right to withdraw your consent at any time.

Legal Obligation

Processing is necessary to comply with a legal obligation to which we are subject.

Vital Interests

Processing is necessary to protect your vital interests or those of another person.

Data Sharing and Disclosure

We may share your information with third parties in the following circumstances:

Service Providers

We share information with third-party vendors, consultants, and other service providers who perform services on our behalf, such as:

• Cloud hosting and infrastructure providers
• Payment processors
• Customer support services
• Email and communication service providers
• Analytics providers
• Marketing and advertising partners
• Professional advisors and consultants
• Security and monitoring services

These service providers are only authorized to use your information as necessary to provide services to us and are required to maintain the confidentiality and security of your information.

Business Partners

We may share information with business partners, resellers, distributors, or other third parties involved in the distribution, promotion, or sale of our products and services. This sharing is limited to the information necessary for them to fulfill their role in our business relationship.

Corporate Transactions

If 365TUNE is involved in a merger, acquisition, reorganization, bankruptcy, receivership, sale of company assets, or transition of service to another provider, your information may be transferred as part of such transaction. We will notify you of any such change in ownership or control of your personal information.

Legal Requirements

We may disclose your information if required to do so by law or in response to valid requests by public authorities (for example, a court or government agency). We may also disclose your information if we believe in good faith that such disclosure is necessary to:

• Comply with legal obligations
• Protect and defend our rights or property
• Prevent or investigate possible wrongdoing in connection with our services
• Protect the personal safety of users of our services or the public
• Protect against legal liability

With Your Consent

We may share your information with third parties when you have given us your consent to do so.

Aggregated or De-identified Data

We may share aggregated or de-identified information, which cannot reasonably be used to identify you, with third parties for various purposes, including data analytics, research, and improving our services.

Data Security

We implement appropriate technical, organizational, and physical safeguards designed to protect your personal information from unauthorized access, use, disclosure, alteration, or destruction. These measures include:

Technical Safeguards

• Encryption of sensitive information in transit and at rest
• Secure access controls and authentication mechanisms
• Firewalls and intrusion detection systems
• Regular security assessments and penetration testing
• Secure development practices
• Vulnerability management and patching
• Monitoring for suspicious activities

Organizational Safeguards

• Employee training on data security and privacy
• Access controls based on the principle of least privilege
• Confidentiality agreements with employees and contractors
• Security policies and procedures
• Incident response plans
• Vendor security assessments
• Regular security awareness programs

Physical Safeguards

• Secure data centers with controlled access
• Physical access controls to our facilities
• Environmental controls
• Surveillance systems
• Secure disposal of physical media

While we strive to protect your personal information, no method of transmission over the Internet or method of electronic storage is 100% secure. Therefore, we cannot guarantee absolute security. If you have reason to believe that your interaction with us is no longer secure, please contact us immediately.

Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. The criteria used to determine our retention periods include:

Service Provision

We retain your information for as long as your account is active or as needed to provide you with our services.

Legal Obligations

We retain information as necessary to comply with legal obligations, resolve disputes, and enforce our agreements.

Business Operations

We retain information as needed for legitimate business purposes, such as maintaining business records, analyzing trends, and improving our services.

Technical Limitations

Technical constraints or practical limitations related to the operation of our systems and services.

When personal information is no longer needed, we will securely delete or anonymize it. If this is not possible (for example, because the information has been stored in backup archives), we will securely store your information and isolate it from any further use until deletion is possible.

Your Rights and Choices

Depending on your location, you may have certain rights regarding your personal information under applicable data protection laws. These rights may include:

Access and Information

You have the right to request information about whether we process your personal information and to access that information.

Correction

You have the right to request that we correct inaccurate or incomplete personal information about you.

Deletion

You have the right to request that we delete your personal information in certain circumstances, such as when it is no longer necessary for the purposes for which it was collected.

Restriction of Processing

You have the right to request that we restrict the processing of your personal information in certain circumstances, such as when you contest the accuracy of the information.

Data Portability

You have the right to receive your personal information in a structured, commonly used, and machine-readable format and to transmit that information to another controller.

Objection

You have the right to object to the processing of your personal information in certain circumstances, including when we process your information for direct marketing purposes or based on our legitimate interests.

Withdraw Consent

If we rely on your consent as the legal basis for processing your personal information, you have the right to withdraw that consent at any time.

Automated Decision-Making

You have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning you or similarly significantly affects you.

Lodge a Complaint

You have the right to lodge a complaint with a supervisory authority if you believe that our processing of your personal information infringes on data protection laws.

To exercise these rights, please contact us using the information provided in the “Contact Us” section below. We will respond to your request in accordance with applicable law and may need to verify your identity before fulfilling your request.

Marketing Communications

You can opt out of receiving marketing communications from us by following the unsubscribe instructions included in each marketing email, changing your communication preferences in your account settings, or contacting us directly. Please note that even if you opt out of marketing communications, you may still receive administrative messages regarding your account or our services.

International Data Transfers

365TUNE is a global company, and your information may be transferred to, stored, and processed in countries other than the country in which you reside. These countries may have different data protection laws than your country of residence.

Transfer Mechanisms

When we transfer personal information from the EEA, UK, or Switzerland to countries that have not been deemed to provide an adequate level of protection, we use specific legal mechanisms to safeguard your personal information, such as:

• Standard Contractual Clauses approved by the European Commission
• Binding Corporate Rules (if applicable)
• EU-US and Swiss-US Privacy Shield Framework principles (if applicable)
• Consent for specific transfers (where appropriate)

Data Protection Agreements

We implement appropriate contractual and technical safeguards with our third-party service providers and partners to ensure that your personal information is processed in accordance with applicable data protection laws.

Children’s Privacy

Our services are not directed to individuals under the age of 16, and we do not knowingly collect personal information from individuals under 16. If we become aware that we have collected personal information from an individual under 16, we will take steps to delete such information from our systems as soon as reasonably practicable.

If you are a parent or guardian and believe that your child has provided us with personal information without your consent, please contact us, and we will take steps to delete such information from our systems.

Third-Party Services and Links

Our services may contain links to third-party websites, products, or services that are not owned or controlled by 365TUNE. Our Privacy Policy does not apply to those third-party services. We encourage you to review the privacy policies of any third-party services you access.

Integration with Microsoft 365

Our services integrate with Microsoft 365 and may use Microsoft APIs and services. Your use of Microsoft 365 is governed by Microsoft’s own terms and privacy policies. We recommend reviewing Microsoft’s privacy policy to understand how they process your information.

Third-Party Cookies and Tracking

Our website and services may use third-party cookies, web beacons, and similar technologies provided by analytics and advertising partners. These partners may collect information about your online activities over time and across different websites. For more information about these practices and your choices regarding them, please see our Cookie Policy.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, and other factors. When we make changes to this Privacy Policy, we will update the “Effective Date” at the top of this Privacy Policy and, in some cases, we may provide you with additional notice, such as adding a statement to our website or sending you a notification.

We encourage you to periodically review this Privacy Policy to stay informed about our collection, processing, and sharing of your personal information.

Data Protection Officer and EU Representative

Data Protection Officer

We have appointed a Data Protection Officer (DPO) responsible for overseeing our privacy practices and ensuring compliance with data protection laws. You can contact our DPO at dpo@365tune.com.

EU Representative

For individuals in the European Union, we have appointed a representative in the EU for data protection matters. Our EU representative can be contacted at eu-representative@365tune.com.

California Privacy Rights

If you are a California resident, you may have additional rights under the California Consumer Privacy Act (CCPA) or the California Privacy Rights Act (CPRA). These rights include:

Right to Know

You have the right to request information about the categories and specific pieces of personal information we have collected about you, the categories of sources from which we collected the information, the purposes for collecting the information, the categories of third parties with whom we share the information, and the categories of personal information that we have disclosed for a business purpose.

Right to Delete

You have the right to request that we delete personal information that we have collected from you, subject to certain exceptions.

Right to Opt-Out of Sale or Sharing

You have the right to opt-out of the sale or sharing of your personal information to third parties. Please note that we do not sell your personal information as defined by the CCPA/CPRA.

Right to Non-Discrimination

You have the right not to be discriminated against for exercising your privacy rights.

Right to Limit Use of Sensitive Personal Information

You have the right to limit the use and disclosure of sensitive personal information to certain specified purposes.

Right to Correct

You have the right to request correction of inaccurate personal information.

To exercise these rights, please contact us using the information provided in the “Contact Us” section below. We will verify your identity before fulfilling your request.

Nevada Privacy Rights

Nevada residents have the right to opt-out of the sale of their personal information. Please note that we do not sell your personal information as defined by Nevada law. However, if you are a Nevada resident and would like to make such a request, please contact us using the information provided in the “Contact Us” section below.

Cookie Policy

Our Cookie Policy, which is incorporated into this Privacy Policy, provides detailed information about how we use cookies and similar technologies, the types of cookies we use, and your choices regarding cookies. Please review our Cookie Policy for more information.

Business Contact Information

In the context of business-to-business relationships, we may collect and process business contact information of individuals who represent our current or prospective customers, vendors, partners, or other business contacts. This information may include name, job title, business email address, business phone number, company name, and similar information.

We process this business contact information for legitimate business purposes, including:

• Managing our business relationships
• Providing information about our products and services
• Processing orders and fulfilling contractual obligations
• Communicating about business matters
• Marketing our products and services to businesses

Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us using the following information:

Privacy Team
Email: privacy@365tune.com

Metawise Consulting LLC

5900 Balcones Drive #8939

Austin, Texas, 78731

For individuals in the European Union, you also have the right to lodge a complaint with your local data protection authority if you believe that our processing of your personal information does not comply with applicable law.

Acknowledgment

By using our services, you acknowledge that you have read and understood this Privacy Policy and agree to the collection, use, and disclosure of your information as described herein.