Privacy Policy

1. Introduction

This Privacy Policy explains how OUTSIDE HQ LTD ("we", "us", "our") collects, uses, and protects your information when you use ToolRouter ("the Service").

2. Information We Collect

Account Information

When you create an account, we collect your email address and name through our authentication provider (Clerk). We do not store passwords directly.

API Keys

API key secrets are hashed with SHA-256 before storage. We never store or log plaintext API keys after initial creation.

Usage Data

We record tool calls including: tool name, skill name, timestamp, latency, cost, and status (success/error). This data is used for billing, rate limiting, and service improvement.

ChatGPT Plugin Inputs, Tool Calls, and Stored Content

When you use the Toolrouter plugin in ChatGPT, ToolRouter receives the tool names and inputs needed to perform your request. Depending on the tools you choose, those inputs may include search queries, URLs, instructions, file content, or identifiers for your files, brain pages, jobs, accounts, and authorized connectors. ToolRouter returns the selected tool outputs to your ChatGPT conversation. If a tool uses an upstream provider or a connector you authorized, we transmit the data required for that call to that provider. Truncated discovery queries and operational tool-call metadata may be retained for catalogue analytics, billing, abuse prevention, and service improvement. Files, brain pages, connector settings, feedback, and other records are stored when the selected action creates or updates them. Personal ownership and persisted team membership checks apply to every protected request.

Knowledge Brain and User Files

ToolRouter includes persistent, cross-session storage. Knowledge you add with the brain tools is stored as personal or team brain pages. When brain features are enabled, relevant tool results may also be summarised into brain pages automatically. Raw tool output is stored in a linked "drawer" only for allowlisted tools and only when you enable drawers. Files created or uploaded with the file tools, including text and binary assets, are stored until you delete them or request account deletion.

Debug Reports

If you submit a debug report, we store the ToolRouter error details, call identifiers, non-sensitive input summary, retries, expected behaviour, and client information you provide so we can investigate the fault. Debug reports should not include chat history, unrelated conversation content, uploaded file contents, personal data, API keys, or secrets.

Provider Keys (BYOK)

Provider keys supplied only in a request header are used for that request and are not stored by ToolRouter. If you explicitly save a provider credential to your ToolRouter account or team, it is encrypted at rest with AES-GCM and used for future tool calls you authorize. CLI-configured provider keys are stored locally on your machine at ~/.toolrouter/config.json.

Credentials you explicitly save to your ToolRouter account, and OAuth tokens for connected services, persist in encrypted storage until you delete the credential or disconnect the service.

Payment Information

Payment processing is handled by Stripe. We do not store credit card numbers or payment details directly. See Stripe's Privacy Policy for details.

3. How We Use Your Information

• To provide and maintain the Service
• To process billing and usage-based charges
• To enforce rate limits and prevent abuse
• To send service-related notifications (billing alerts, security notices)
• To improve the Service based on aggregated, anonymized usage patterns

4. Data Storage and Security

Account data and usage records are stored in Convex (cloud-hosted database). API key secrets are hashed before storage. All data in transit is encrypted via TLS. We implement industry-standard security practices including rate limiting, input validation, and webhook signature verification.

5. Data Sharing

We do not sell your personal information. We share data only with:

• Stripe — for payment processing
• Clerk — for authentication
• Convex — for data storage
• OpenAI — receives the Toolrouter tool inputs you submit through ChatGPT and the scoped tool results returned to your conversation
• OpenRouter — receives prompts or other inputs only when it is the selected upstream provider for a requested tool, including search query text used to generate a workspace search embedding
• Third-party tool providers — only the input data you send when calling their tools

We may disclose information if required by law or to protect the rights, safety, or property of our users or the public.

6. Data Retention

Brain pages and user files persist across sessions until you remove them or request permanent deletion. OAuth tokens and saved credentials persist until the relevant connection or credential is deleted. Raw connected-provider response bodies are normally held only long enough to return the requested result, unless you explicitly save that result as a file or brain record. Tool-call metadata is retained in identifiable form for 30 days and then aggregated; application logs are retained for up to 90 days; rolling backups are retained for up to 30 days. Billing records are retained for seven years where required by UK tax law.

To view stored brain data, use brain_query, brain_status, and, where enabled, brain_expand. Use brain_delete to remove a page from active memory; for permanent erasure of brain records, contact us at privacy@toolrouter.com. To view or delete stored files, use file_list, file_read, and file_delete. You may request deletion of your account and associated data at any time by contacting the same address; statutory billing records and rolling backups may remain for the periods described above.

Workspace files and brain pages are retained until you delete them or your account. Truncated discovery queries and operational tool-call metadata follow the usage-record retention described above. Other raw ChatGPT plugin inputs are not retained beyond the request unless the selected action creates or updates a stored record.

7. Your Rights

Under applicable data protection laws (including GDPR), you have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your data
• Export your data in a portable format
• Object to processing of your data
• Withdraw consent at any time

To exercise these rights, contact us at privacy@toolrouter.com.

8. Cookies

We use essential cookies for authentication (via Clerk) and session management. We do not use advertising or tracking cookies.

9. Children's Privacy

The Service is not intended for users under 16. We do not knowingly collect information from children.

10. Changes to This Policy

We may update this policy from time to time. We will notify users of material changes via email or the dashboard. Continued use of the Service after changes constitutes acceptance.

11. Google Workspace APIs (Gmail, Drive, Calendar, Docs, Sheets, Slides)

When you connect a Google Workspace account to ToolRouter, the Service uses the Google Workspace APIs. By connecting your account you also agree to the Google Terms of Service and Google Privacy Policy. ToolRouter's use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

What Google data we access

With your explicit consent at OAuth time, ToolRouter accesses only the Google data required for the tools you invoke:

• Gmail — read, send, and organise messages in your own mailbox when a Gmail tool is invoked.
• Drive — read, create, or modify files and folders you own or have shared with you, when a Drive tool is invoked.
• Calendar — read or create events on calendars you own or have access to.
• Docs, Sheets, Slides — read, create, or modify documents you own or have access to.
• Profile + Email — your email address and display name, used only to label the connection on your dashboard.

How we use it (Limited Use disclosure)

Google user data is used only to fulfil the specific tool invocation that requested it. We do not use Google user data for:

• Serving advertising.
• Developing, improving, or training generalised or general-purpose AI or machine-learning models. User-generated content is never fed back into model training pipelines.
• Selling, renting, or transferring to third parties (except to subprocessors strictly necessary to deliver the service).
• Profiling the user or their contacts.

Human access to Google user data is restricted to: (a) with your explicit consent; (b) for security purposes (e.g. investigating abuse); (c) to comply with applicable law; or (d) where the data has been aggregated and anonymised.

Storage and retention

OAuth tokens for your Google account are stored encrypted at rest and are used only to authenticate API calls you initiate. API response bodies are held only as long as needed to return a result to the invoking agent (typically seconds); we do not maintain a persistent copy of your Gmail messages, Drive files, or Calendar events. Tool-call metadata (timestamps, scope used, user id) is retained for 30 days for operational and abuse-detection purposes, then aggregated.

Your controls

You can revoke ToolRouter's access at any time from your Google account security settings, or by disconnecting the connector from the ToolRouter dashboard — both actions cause us to delete the stored tokens within 24 hours. To request deletion of any Google-derived data held by ToolRouter, email privacy@toolrouter.com.

12. YouTube API Services

When you connect a YouTube account to ToolRouter, the Service uses YouTube API Services. By connecting your YouTube account you are also agreeing to be bound by the YouTube Terms of Service and the Google Privacy Policy.

What YouTube data we access

With your explicit consent at OAuth time, ToolRouter accesses only the YouTube data required for the tools you invoke: channel metadata (title, description, thumbnails), video metadata for videos on your own channel, and — if you grant the upload scope — the ability to upload videos you submit via the Service to your own channel. We do not access videos, playlists, or channel data belonging to other users.

How we use it

YouTube data is used only to fulfil the specific tool invocation that requested it (for example, publishing a video you supplied, or reading analytics for a channel you own). We do not use YouTube data for advertising, profiling, or training AI models. YouTube data is never sold, rented, or shared with third parties.

Storage and retention

OAuth tokens for your YouTube account are stored encrypted at rest and are used only to authenticate API calls you initiate. We cache short-lived API responses (seconds to minutes) to reduce redundant calls. You can revoke ToolRouter's access at any time from your Google account security settings, or by disconnecting the connector from the ToolRouter dashboard — both actions cause us to delete the stored tokens.

Contact for YouTube-related requests

To request deletion of YouTube data held by ToolRouter, contact privacy@toolrouter.com.

13. Contact

For privacy-related inquiries, contact us at privacy@toolrouter.com.

OUTSIDE HQ LTD (Companies House 13895333)
United Kingdom