Privacy & Use

Your account and access

Academy uses a separate account with an assigned email address and password. Academy accounts are separate from Logistics Hub and Microsoft work accounts. It stores account details such as your name, email, role, account status, sign-in times, password verification data, and session and sign-in security records. The administrator, Logistics operations, manages who has access.

Only signed-in accounts can use the assistant and view available source material. Administrators can manage accounts and Academy uploads.

Questions and answers

Recent conversations are saved in this browser for your signed-in Academy account. When you send a message using Send or the desktop Enter shortcut, Academy sends your question and up to eight recent conversation turns to its server. To prepare an answer, the server may send the question, relevant turns, document names or previews, and selected source excerpts to Microsoft’s Azure OpenAI service in the hosted Academy.

When administrator question tracking is enabled, Academy stores each newly submitted question, its time, and an internal account reference for up to 90 days. This includes questions whose answers later fail. Administrators can review question text and suggested topic counts; account names and email addresses are not shown in that view. A question may still identify a person if its wording contains identifying details. This tracking does not add old questions or save the answer or recent conversation turns in the question record.

Signing out clears Academy conversation history from this browser. It does not erase information already processed by the server or its service providers. Avoid including information in a question that is unrelated to your work.

Academy documents

The hosted Academy uses a manually imported SharePoint snapshot and documents uploaded by administrators. The snapshot does not sync automatically; source changes appear after another import. Imported originals and uploaded documents or cleaned copies are kept in private Academy document storage. For supported unsigned PDFs with embedded attachments, Academy may remove those attachments and store or serve a cleaned copy. Keep your original if you need its attachments. Extracted searchable text and file details are kept in Academy storage, including uploader and upload time for uploads. Signed-in users can search available material and open permitted source links or downloads.

Academy can block a download if the file cannot pass its current document safety checks. Contact an Academy administrator for a replacement copy.

An administrator can remove a current Academy upload. Copies in storage backups or provider recovery systems may remain for a period after removal.

Optional voice typing

The microphone button uses your browser’s speech recognition feature. Your browser may send audio to its speech service to create a transcript; how that audio is handled depends on your browser and its provider. Academy puts the transcript in the message box so you can review and edit it before sending the message.

You can always type instead of using the microphone.

Operations and retention

The server keeps pending answer jobs and results temporarily while handling requests. Its application audit records request type, method, status, time, and duration for security and operations; those audit entries do not include question text or passwords. Public sign-in pages and their supporting files also have limited access records: page category, browser family, response status and timing, and identifiers for the application version and served file. These records are retained for up to 14 days and exclude IP addresses, account identities, query strings, cookies, and submitted form values. Hosting, document storage, browser speech, and AI providers may keep their own operational records.

Question records expire from Academy’s active question store after 90 days. Turning off question tracking stops new records but does not erase retained records already collected. Copies in backups or provider recovery systems may remain for a period after records expire. Retention and removal can differ across the browser, Academy storage, backups, and providers. Signing out and removing a document do not immediately remove every copy from those systems.