1. Introduction
Woden ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our GitHub Apps and Actions, specifically DocBot (AI Documentation Manager), Tagger (PR Insights Bot), and Service Desk & Project Sync (customer support portal and delivery board) (collectively, the "Services").
By installing or using our Services, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree with our policies and practices, please do not use our Services.
2. Information We Collect
2.1 Information Collected Automatically
When you use our Services, we automatically collect certain information:
DocBot (AI Documentation Manager)
- Repository Data: Repository names, structure, and metadata necessary for documentation generation
- Source Code (Temporary): Code content from pull requests transmitted via HTTPS to Azure Functions for AI analysis. Important: Source code is processed in real-time and never stored on our servers or databases. Code is immediately discarded after documentation generation.
- Pull Request Information: PR numbers, titles, descriptions, file changes, and metadata
- Installation Data: GitHub installation IDs, account IDs, organization/user identifiers
- Usage Metrics: Token consumption per operation, timestamps, and operation types (pr_analysis, full_rebuild_batch_N)
- Configuration Data: Contents of .github/wai-docbot.yml configuration files
- Audit Logs: Operation timestamps, token usage, PR numbers, repository names (but not source code content)
Tagger (PR Insights Bot)
- Pull Request Metadata: PR numbers, file changes, commit messages, file extensions
- Code Metrics: Lines added/deleted, file counts, change complexity calculations
- Repository Information: Repository names and basic metadata
- Note: Tagger does not transmit or store source code content - all analysis is performed locally via GitHub Actions
Service Desk & Project Sync
- Ticket & Conversation Data: Support tickets, messages, status, priority, SLA timings, time logs, and estimates. Tickets are synced to GitHub Issues in your repository, which is the system of record.
- Customer Portal Accounts: When a customer signs in to your support portal we receive their name and email address from their chosen identity provider (Google or GitHub; Microsoft and email/password coming soon) to identify them and route ticket notifications.
- Push Notification Subscriptions: If you opt in to browser/app push notifications, we store the push subscription provided by your browser so we can deliver ticket and SLA alerts. You can revoke this at any time from your browser or device settings.
- Team & Access Data: Administrator and agent identities, role assignments, and the GitHub repository access used to scope agent visibility.
- Configuration Data: Project, repository, branding, SLA, business-hours, and knowledge-base settings you configure in the app.
- Knowledge Base Content: Articles you publish, which are stored in your linked GitHub repository.
- Note: Ticket, board, and knowledge-base content live in your GitHub Issues, GitHub Projects, and repository. We store supporting records (such as SLA state, time logs, portal account associations, push-notification subscriptions, and a short-lived cached snapshot of your board for performance) in Azure Table Storage to operate the service.
2.2 Information You Provide
- GitHub Account Information: Your GitHub username, email address (if public), and profile information as provided by GitHub's API
- Configuration Preferences: Settings you configure in .github/wai-docbot.yml or through GitHub App settings
- Support Communications: Information you provide when contacting us for support
2.3 Information We Do NOT Collect
- We do not store your source code on our servers
- We do not collect payment information directly (handled by GitHub Marketplace)
- We do not track your browsing activity outside our Services
- We do not collect personal information unrelated to providing our Services
3. How We Use Your Information
We use the collected information for the following purposes:
3.1 To Provide and Maintain Our Services
- DocBot: Process source code to generate documentation, create README files, post comments on pull requests
- Tagger: Analyze pull request complexity, generate insights, and post analysis comments
- Respond to pull request events (open, synchronize, reopen)
- Apply user-configured settings and preferences
3.2 To Manage Usage and Billing
- Track token consumption for DocBot free tier (500K per customer) and future paid tiers
- Monitor fair usage monthly pool allocation (250M tokens shared across free tier users)
- Generate usage reports and audit logs for transparency
- Process billing for paid tiers when available (via GitHub Marketplace)
3.3 To Improve Our Services
- Analyze usage patterns to identify bugs and performance issues
- Understand feature usage to prioritize improvements
- Monitor service health and availability
- Note: We do not use your source code for AI model training or service improvements
3.4 To Communicate With You
- Send service notifications (error reports, usage warnings, pool exhaustion alerts)
- Respond to support requests and inquiries
- Provide updates about service changes or new features
3.5 To Ensure Security and Prevent Abuse
- Detect and prevent fraudulent or abusive usage patterns
- Investigate and address technical issues
- Enforce our Terms of Service and fair usage policies
4. Data Processing and Storage
4.1 Source Code Processing (DocBot Only)
Critical Privacy Guarantee: Your source code is never stored on our servers. When DocBot processes a pull request:
- Source code is retrieved from GitHub via API
- Code is transmitted securely via HTTPS (TLS 1.3) to Azure Functions (UK South region)
- Code is processed in-memory by Azure OpenAI (GPT-5-mini) to extract documentation insights
- Generated documentation is returned and posted to GitHub
- Source code is immediately discarded from memory - no persistence to disk or database
This ephemeral processing ensures your proprietary code remains private and secure.
4.2 Data Storage Locations
We store the following data in Azure Table Storage (UK South region):
- Customers Table: Account IDs, usernames, tier levels, cached token totals
- Installations Table: Installation IDs, account associations, environment (dev/production)
- Repositories Table: Repository names, installation IDs, first seen/last active timestamps
- BillingCharges Table: Token usage per operation, timestamps, PR numbers, operation types
- AuditLog Table: Operation logs with timestamps, token usage, repository names (no source code)
- PendingApprovals Table: Temporary approval workflow state (cleared after approval/rejection)
- Service Desk Tables: Supporting records for Service Desk & Project Sync, including SLA state, time logs, estimates, portal account associations (name/email and identity provider), push-notification subscriptions, a short-lived cached board snapshot, and app configuration. Ticket and knowledge-base content itself resides in your GitHub Issues and repository.
4.3 Data Retention
- Source Code: Never stored - processed in real-time only
- Operational Data: Retained while your GitHub App installation is active
- Billing Records: Retained for 7 years for accounting and tax compliance purposes
- Audit Logs: Retained for 2 years for security and debugging purposes
- After Uninstallation: Account and usage data deleted within 30 days, except billing records (legal requirement)
5. Data Security
We implement comprehensive security measures to protect your information:
5.1 Technical Security Measures
- Encryption in Transit: All data transmitted via HTTPS/TLS 1.3
- Encryption at Rest: Azure Storage encryption for all persisted data
- Access Controls: Role-based access control (RBAC) for Azure resources
- Authentication: GitHub App tokens (short-lived, auto-rotating) and Azure Managed Identities
- Network Security: Azure Virtual Networks and network security groups
- Secret Management: Azure Key Vault for sensitive credentials (API keys, connection strings)
5.2 Organizational Security Measures
- Limited personnel access to production systems (principle of least privilege)
- Regular security audits and vulnerability assessments
- Incident response procedures and monitoring
5.3 Third-Party Security
- Azure OpenAI: Operates under Microsoft's Data Protection Addendum with strict privacy guarantees:
- Customer data not used for AI model training
- Data residency in specified regions (UK South)
- GDPR compliance
- GitHub: Source code access governed by GitHub's security and privacy policies
6. Data Sharing and Disclosure
6.1 We Do NOT Sell Your Data
We do not sell, rent, or trade your personal information or source code to third parties for marketing or any other purposes.
6.2 Service Providers
We share information with the following service providers who assist in operating our Services:
- Microsoft Azure: Cloud infrastructure, hosting, and storage services (UK South region)
- Azure OpenAI: AI model for documentation generation (DocBot only)
- Code processed in real-time, never stored by Azure OpenAI
- Not used for model training per Microsoft's Data Protection Addendum
- GitHub: Platform for app distribution and access to repository data
6.3 Legal Requirements
We may disclose your information if required by law or in response to:
- Valid legal process (subpoenas, court orders, legal proceedings)
- Governmental requests or investigations
- Protection of our rights, property, or safety, or that of others
- Enforcement of our Terms of Service or detection of fraud/abuse
6.4 Business Transfers
In the event of a merger, acquisition, reorganization, or sale of assets, your information may be transferred. We will notify you via email and/or prominent notice in our Services before your information is transferred and becomes subject to a different privacy policy.
7. Your Privacy Rights
7.1 Access and Portability
You have the right to:
- Access your personal information and usage data stored in our systems
- Request a copy of your data in a portable format
- View your token usage on every DocBot PR comment (transparent by default)
7.2 Correction and Deletion
- Correct inaccurate information associated with your account
- Request deletion of your account and associated data (subject to legal retention requirements)
- Uninstall our GitHub Apps at any time to stop data collection
7.3 Opt-Out and Control
- Configure which repositories have our Apps installed
- Control which branches trigger documentation generation (branch filtering)
- Enable manual approval mode to control when documentation is generated
- Exclude specific files/folders from processing via .github/wai-docbot.yml
7.4 GDPR Rights (EU/UK Users)
If you are in the European Union or United Kingdom, you have additional rights under GDPR:
- Right to Access: Obtain confirmation of data processing and access to your data
- Right to Rectification: Correct inaccurate or incomplete data
- Right to Erasure ("Right to be Forgotten"): Request deletion of your data
- Right to Restriction: Limit how we process your data
- Right to Portability: Receive your data in a structured, machine-readable format
- Right to Object: Object to processing based on legitimate interests
- Right to Withdraw Consent: Withdraw consent at any time (by uninstalling)
- Right to Lodge a Complaint: File a complaint with your local data protection authority
7.5 Exercising Your Rights
To exercise any of these rights, please contact us through your GitHub Marketplace dashboard or via the support channels listed in Section 14. We will respond to your request within 30 days as required by applicable law.
8. Children's Privacy
Our Services are not intended for children under the age of 13 (or 16 in the European Union). We do not knowingly collect personal information from children. If you are a parent or guardian and believe your child has provided us with personal information, please contact us. If we become aware that we have collected personal information from children without parental consent, we will take steps to delete that information.
9. International Data Transfers
Our Services are hosted in Microsoft Azure UK South region. If you access our Services from outside the United Kingdom, your information may be transferred to, stored, and processed in the UK or other countries where we or our service providers operate.
For users in the European Economic Area (EEA), we ensure appropriate safeguards are in place:
- Data processing agreements with Microsoft Azure (GDPR-compliant Data Protection Addendum)
- Standard Contractual Clauses (SCCs) where applicable
- Adequacy decisions recognizing the UK's data protection framework
10. Cookies and Tracking Technologies
10.1 Our Website (woden-ai.com)
Our website uses the following tracking technologies:
- Google Analytics: Tracks page views, user behavior, and traffic sources to improve our website
- Azure Application Insights: Monitors website performance and errors
- Session Storage: Temporary storage for navigation state (not persistent)
10.2 Our GitHub Apps
Our GitHub Apps (DocBot and Tagger) do not use cookies or browser tracking. All interactions occur via GitHub's API using authentication tokens.
10.3 Your Choices
- Most web browsers allow you to control cookies through settings
- You can opt-out of Google Analytics using the Google Analytics Opt-out Browser Add-on
- Disabling cookies may affect website functionality but will not impact our GitHub Apps
11. AI and Automated Decision-Making
11.1 Use of AI (DocBot)
DocBot uses Azure OpenAI (GPT-5-mini) to analyze code structure and generate human-readable documentation. This AI processing:
- Is used for a supporting task (documentation generation) that does not affect rights, safety, or service access
- Does not make automated decisions that significantly affect you
- Requires human oversight - all generated documentation is reviewed by developers before merging
- Is deterministic for similar code patterns (consistent output quality)
- Can be regenerated if output is unsatisfactory (manual /docbot-rerun command)
11.2 Quality and Accuracy
AI-generated documentation should be reviewed for accuracy. While our AI models are trained on large datasets and produce high-quality results, they may occasionally generate incomplete or inaccurate documentation. You retain full control over accepting or rejecting generated content.
11.3 EU AI Act Compliance
DocBot is classified as a low-risk AI system under the EU AI Act. We comply with transparency requirements (Articles 13, 50) by:
- Clearly disclosing AI usage in our documentation and PR comments
- Providing human oversight and control mechanisms
- Ensuring users can identify AI-generated content
- Maintaining audit trails of AI operations
12. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, Services, or legal requirements. When we make changes:
- We will update the "Last updated" date at the top of this policy
- Material changes will be communicated via email (if we have your email) and/or prominent notice in our Services
- We will provide at least 30 days' notice before material changes take effect
- Continued use of our Services after changes constitutes acceptance of the updated policy
We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.
13. Legal Basis for Processing (GDPR)
If you are in the European Union or United Kingdom, we process your data based on:
- Contract Performance: Processing necessary to provide Services you've requested (Art. 6(1)(b) GDPR)
- Legitimate Interests: Service improvement, security, and fraud prevention (Art. 6(1)(f) GDPR)
- Legal Obligation: Compliance with tax and accounting laws (Art. 6(1)(c) GDPR)
- Consent: Where required by law, such as for marketing communications (Art. 6(1)(a) GDPR)
14. Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
For GDPR-related requests or to exercise your privacy rights, please include "Privacy Request" in the subject line to ensure prompt handling.