Privacy Statement for SwiftAssess Co-Assist

1. Introduction

This Privacy Statement explains how SwiftAssess Co-Assist, an AI-powered assistant developed and published by GamaLearn, processes data when used within Microsoft Teams and Microsoft 365 Copilot.

SwiftAssess Co-Assist is designed to support enterprise customers using the SwiftAssess Platform by providing AI-assisted guidance and support capabilities.

2. Scope

This Privacy Statement applies to the use of SwiftAssess Co-Assist when installed and used within a customer’s Microsoft tenant.

It does not replace or override:

• Microsoft’s Privacy Statement
• Microsoft 365 data protection and compliance terms
• SwiftAssess platform privacy documentation
• Customer-specific organizational policies

3. Data Processed by SwiftAssess Co-Assist

The agent may process the following types of data:

• User chat inputs and questions
• Contextual conversation data necessary to generate responses
• Input data required to submit support tickets or change requests
• Metadata required to execute approved automation workflows
• SwiftAssess platform guidance and best-practice knowledge

All data is processed only in response to user-initiated interactions.

4. Purpose of Data Processing

SwiftAssess Co-Assist processes data exclusively to:

• Assist users in understanding and using the SwiftAssess platform
• Provide step-by-step guidance and instructional support
• Help users navigate common platform workflows and features
• Enable AI-assisted submission of technical support requests
• Enable AI-assisted submission of change or enhancement requests
• Improve user experience and platform adoption

The agent does not use data for advertising, profiling, or marketing purposes.

5. AI Processing and Model Usage

• User prompts and responses are not used to train large language models
• AI responses are generated at runtime
• Interactions remain within Microsoft’s trusted service boundary
• Responses are based on user input and approved SwiftAssess knowledge sources

6. Data Storage and Retention

• SwiftAssess Co-Assist does not implement independent long-term storage
• Data handling follows Microsoft 365 retention and compliance configurations
• Support tickets created through automation are governed by the SwiftAssess Support Center’s retention policies

7. Support Ticket and Automation Handling

When submitting support or change requests through the chatbot:

• Users may be guided to the SwiftAssess Support Center: https://support.gamalearn.com/hc/en-us
• Manual ticket submission requires an active SwiftAssess account
• No credentials are embedded in the application or automation flows
• Customers configure credentials post-deployment where required

8. Third-Party and System Integrations

SwiftAssess Co-Assist may connect to:

• SwiftAssess support systems
• Approved enterprise systems
• Microsoft Power Platform automation services
• External systems explicitly configured by the customer

All integrations are optional, customer-configured, and governed by security controls.

9. Security Measures

SwiftAssess Co-Assist benefits from Microsoft’s enterprise security framework, including:

• Microsoft Entra ID authentication
• Microsoft Teams access controls
• Data Loss Prevention (DLP) policies
• Audit logging and monitoring
• Compliance with Microsoft Marketplace security and certification requirements

10. Access Control & Tenant Deployment Model

• SwiftAssess Co-Assist is published and centrally operated by GamaLearn and delivered as a tenant-installable Microsoft Teams application
• After installation, the agent is available within the customer’s Microsoft tenant, while all agent logic, workflows, and core configuration remain controlled by GamaLearn
• Customer organizations manage user access and availability using Microsoft Teams and Microsoft Entra ID permissions
• Customer tenants do not modify or operate the underlying agent configuration, models, or automation logic
• The application does not require licenses or Copilot credits from the hosting tenant

11. User Responsibilities

Users are expected to:

• Avoid sharing sensitive personal data unless required
• Follow organizational IT and security policies
• Validate AI-generated responses before acting on them
• Use the agent solely for authorized business purposes

12. Updates to This Privacy Statement

This Privacy Statement may be updated to reflect functional enhancements, security improvements, or regulatory changes. Continued use of the agent constitutes acceptance of the updated statement.

13. Publisher and Contact Information

Publisher: Gamma Computers | Platform: SwiftAssess

SwiftAssess Support Center: https://support.gamalearn.com/hc/en-us

Technical Support: GamaLearnSupport@gamalearn.com

Sales and Commercial Inquiries: Sales@gamalearn.com