License Logic, Inc. (“License Logic,” “we,” “our,” or “us”) respects your privacy and is committed to protecting it through compliance with this Privacy Policy (the “Policy”).
This Policy describes how we collect, use, store, and safeguard information when you use our services, including our SaaS management platform, License Logger agent software, and connected integrations (the “Services”). Please read this Policy carefully to understand our practices.
Last updated: April 18, 2026
Information We Collect
We may collect the following categories of information in connection with your use of our Services:
- Identifiers: Name, email address (used only for authentication and identification).
- Usage Data: Applications in use, browser URLs, and related activity as captured by the License Logger agent.
- SSO and Directory Data: Employee names, email addresses, application assignments, and sign-in activity as synced from connected identity providers (Microsoft Entra ID, Okta, or Google Workspace) with your administrator’s authorization.
- System Data: Device identifiers, operating system version, and process-level activity (excluding sensitive system/security processes).
- Contract Data: Uploaded contract documents (PDFs and Word files), which are processed by AI to extract vendor, cost, and renewal information.
- Financial Data: Transaction data from connected spend management platforms (e.g., Ramp), including merchant names and amounts.
- Operational Data: Log files generated by our service for security, performance, and troubleshooting.
We do not collect passwords, credit card numbers, or unnecessary personal identifiers.
How We Collect Information
- Directly from you: When you register or interact with our Services.
- Automatically via our Agent: When deployed by your organization to monitor SaaS usage on macOS or Windows devices.
- From connected integrations: When your administrator connects identity providers (Microsoft Entra ID, Okta, Google Workspace) or financial platforms (Ramp) to License Logic.
- From your employer: If you use License Logic under a corporate account, limited user identifiers may be shared with us.
How We Use Information
We use collected data only to provide and improve our Services, including:
- Delivering accurate SaaS usage and license reporting.
- Monitoring service performance and ensuring reliability.
- Identifying unused or redundant software to support cost optimization.
- Processing uploaded contracts via AI to extract key terms, costs, and renewal dates.
- Maintaining security, compliance, and auditability.
We do not sell, rent, or share customer data for advertising, marketing, or any purpose unrelated to service delivery.
AI-Powered Features
License Logic uses AI services to process uploaded contract documents and categorize applications:
- Contract extraction: Uploaded PDFs and Word documents are sent to Google Gemini API (primary) or OpenAI API (fallback) for text extraction and field parsing. Contract text is processed transiently and is not stored or used for model training by these providers.
- App categorization: Application names are classified using Anthropic’s Claude API to determine business relevance. No personal data is included in these requests.
AI outputs are suggestions only. License Logic does not train AI models using Customer Data.
Data Governance and Security
- Where Data Goes: All customer data is stored on Amazon Web Services (AWS) infrastructure in the United States, including RDS (PostgreSQL), S3, and DynamoDB.
- How It’s Protected: Data is encrypted in transit using TLS 1.2+ and at rest using AES-256-GCM. Integration tokens (Entra, Okta, Ramp, Google Workspace, Outlook) are encrypted with AES-256-GCM using per-token random initialization vectors. Database access is restricted and all access is logged.
- How Long We Keep It: Operational log data is retained for 14 days. Aggregated usage data and contract metadata are retained for the duration of the subscription to provide ongoing reporting and analytics. Database backups are retained for 30 days.
- Data Deletion: Upon termination of a subscription, all customer data is permanently deleted within 30 days. Customers may request earlier deletion at any time.
- What Happens If Something Goes Wrong: Our database uses Multi-AZ deployment with automated failover. In the event of a data breach, we will notify affected customers within 24 hours and relevant regulators within 72 hours as required by applicable law.
Subprocessors
We share customer data only with the following service providers, and only to the extent necessary for service delivery. All subprocessors are bound by data processing agreements.
- Amazon Web Services (AWS) — Cloud infrastructure, storage, and compute (US)
- Clerk — User authentication and session management (US)
- Vercel — Application hosting and CDN (Global edge)
- Upstash — Redis caching (US)
- Google (Gemini API) — AI contract extraction, primary (US)
- OpenAI — AI contract extraction, fallback (US)
- Anthropic — AI app categorization (US)
- Datadog — Performance metrics (US)
- Rollbar — Error tracking (US)
- Crisp — In-app customer support chat (EU — France)
- Intercom — Public website chat (US)
Customers are notified of material changes to this subprocessor list. A standalone subprocessor list is available upon request.
Disclosure of Information
We do not sell or lease your information. We may disclose information only in the following circumstances:
- To subprocessors listed above, under contract with confidentiality and security obligations.
- To comply with legal requirements, court orders, or lawful requests.
- To protect the security or integrity of our Services.
- In connection with a merger, acquisition, or sale of assets (subject to this Policy).
Your Rights
Depending on your location, you may have rights to:
- Access, correct, or delete your personal information.
- Request a copy of your information in a portable format.
- Restrict or object to processing in certain circumstances.
- Withdraw consent where processing is based on consent.
We respond to all data subject requests within 30 days. Requests can be made by contacting us at security@licenselogic.co.
International Data Transfers
All data is stored and processed in the United States. For customers located outside the US, we rely on Standard Contractual Clauses (SCCs) and applicable data protection agreements to ensure adequate protection of personal data during international transfers, in compliance with GDPR and other applicable data protection laws.
Data from Minors
Our Services are not intended for individuals under 18. We do not knowingly collect data from minors.
Changes to This Policy
We may update this Policy from time to time. Any changes will be posted on our website with a revised “Last updated” date. Material changes will be communicated via email to account administrators.
Contact Us
If you have questions about this Policy or how we handle your data, please contact us:
License Logic, Inc.
6911 Dubuque Lane
Austin, TX 78723
Email: security@licenselogic.co