Microsoft 365 integration

Every user connects their own Microsoft account, in Lumo under Settings, Gmail, with the button Connect Microsoft 365. This works with a Microsoft 365 work account and with a personal Outlook.com account. You sign in on Microsoft's page and see there which permissions Lumo asks for. Each user chooses one mailbox: Gmail or Microsoft 365.

Lumo uses Microsoft Graph, Microsoft's official interface, and asks for delegated permissions only. Lumo can therefore only reach your own mailbox and your own calendar, never those of colleagues.

• Read mail (Mail.Read). Lumo files mail you exchange with people who are already in your workspace on that person, the organization and the deal.
• Send mail (Mail.Send). You send an email from Lumo with your own address. Lumo only sends an email you write and confirm yourself.
• Read and write the calendar (Calendars.ReadWrite). Meetings with known contacts appear as meetings in Lumo. That is the default setting. If you switch that setting off, all your regular meetings appear in Lumo. Meetings you plan in Lumo, and bookings through your scheduling page, appear in your calendar.
• Your profile (User.Read). Lumo then knows which address belongs to your connection.
• Lasting access (offline_access). Lumo can then fetch new mail while you are not signed in.

• For every email, Lumo first reads only the header data, such as sender, recipients and subject. Only when a person from your workspace takes part does Lumo fetch the content and store it. For other mail, Lumo stores no headers and no content. Only the technical number of such a message sits briefly in the queue, until Lumo has looked at the message.
• Lumo writes only error codes to logs and error messages. Headers and content of mail never go there. The workspace's audit log only records that an email was stored, without subject, addresses or text.
• Lumo skips mail in Junk Email, Deleted Items and Drafts.
• Lumo does not move, flag, change or delete anything in your mailbox and creates no drafts. An email you send from Lumo is put in Sent Items by Microsoft itself.
• Lumo does not bring events you marked as private or confidential into Lumo, nor your out of office or working location. For your scheduling page, Lumo only checks whether you are busy at a given time.
• Lumo only changes or deletes calendar events that Lumo created itself. Deleting is off by default.
• During synchronization Lumo never adds other people to an event. Microsoft always sends attendees an invitation, and we do not want that without you asking for it.
• We do not sell data from Microsoft, do not use it for advertising or marketing and do not train AI models with it.
• Lumo never asks for your password. Signing in always happens on Microsoft's own page.

Many organizations do not let employees give consent to an outside app themselves. Microsoft then tells you that an administrator has to approve. In that case Lumo shows a link for your IT administrator. They approve Lumo once for the whole organization, with exactly the permissions above. After that you connect Microsoft 365 yourself.

An IT administrator can revoke Lumo later in the Microsoft Entra admin center, under Enterprise applications.

Connected mail is private by default: only you see it in Lumo. Per connection you can choose to let your team see the mail too. This is enforced per row in the database, so it applies wherever mail is visible in Lumo, including search, export and the API.

Events from your calendar become activities in Lumo. Who sees them follows the same rules as for other activities in the workspace.

Sales Surge staff do not read your data from Microsoft. That only happens when you explicitly ask for it, for example in a support request, when it is needed for security or to investigate abuse, or when the law requires it.

AI

Lumo's AI assistant is off by default. An admin switches it on per workspace. The assistant cannot read stored mail: it has no function for that. It can look up activities when you ask it to. The subject, the time and the start of the note of an event from your calendar then go to the AI provider. That note holds the location and the description of the event. The AI provider is Anthropic or Google, and the provider does not train models on it. See AI in Lumo in the privacy statement.

If you connect an AI app of your own to Lumo through the API or the MCP connection, that app can read the mail you are allowed to see in Lumo. You choose and manage that app yourself.

Mail and events that Lumo stores are kept in the workspace of the customer: the company that uses Lumo. For that data the customer is the controller. Sales Surge is the processor and processes it only on the customer's instructions, under the data processing agreement. The customer decides on which legal basis it processes that data. See section 2 of the privacy statement.

For your account at Lumo, Sales Surge itself is responsible. We process your account data to deliver and secure the app, on the legal basis in section 4 of the privacy statement.

Microsoft is the source of this data and not a sub-processor of Sales Surge. Your mail and your calendar stay at Microsoft, under your own account. Lumo complies with the Microsoft APIs Terms of Use. So Lumo asks for no more permissions than needed and only stores what a Lumo feature needs.

The data is stored in Lumo's database at Supabase in London, United Kingdom. The app runs at Netlify, with the server functions in London too. The keys Microsoft issues are encrypted with AES-256-GCM. They never leave the server and are never written to logs.

Lumo can ask Microsoft to send a signal as soon as there is new mail or a changed event. This is off by default. Sales Surge switches it on for all of Lumo, not per workspace. Such a signal contains no content. Lumo then fetches what is new itself, with the same rules as above. Without a signal, Lumo checks for new data itself every few minutes.

We share data from Microsoft only with the service providers needed to deliver Lumo: Supabase for the database and Netlify for hosting. When the AI assistant is on, the AI section above also applies. All parties are listed on the sub-processors page.

• Microsoft's keys are kept as long as your connection exists. When you disconnect, we delete them at once.
• Mail and events linked to a person, organization or deal are kept as long as they are in the workspace. They are then part of the workspace's customer history, which belongs to the customer.
• Mail not linked to a contact is deleted by Lumo after the workspace's retention period. The default is 2 years (730 days). The customer can change that period. Lumo checks this every day.
• Backups. We back up the database every day. What Lumo deletes stays in those backups for up to 7 days. After that it is gone there too.
• When the agreement with the customer ends, we delete the personal data at the customer's request, as the data processing agreement describes.

You can withdraw your consent at any time. To do so, take two steps: disconnect Outlook in Lumo, and revoke Lumo's access at Microsoft.

• In Lumo. Go to Settings, Gmail, and choose Disconnect. You then choose whether the stored mail stays or is deleted for good at once. Microsoft's keys are deleted at once in both cases. Events that are activities in Lumo stay. You can delete them in Lumo yourself. You can also exclude a single conversation: Lumo then deletes the stored mail of that conversation at once and skips it from then on.
• At Microsoft. Microsoft does not let an app withdraw the consent itself. Lumo also tells you this when you disconnect. So revoke Lumo's access yourself. For a work account you do that at myapps.microsoft.com. For a personal account you do that at account.live.com/consent/Manage. These are the addresses Microsoft itself names. If your IT administrator approved Lumo for the whole organization, your IT administrator revokes it, in the Microsoft Entra admin center. After that Lumo can no longer read or send anything.
• On request. Email info@sales-surge.nl if you want us to delete data from Microsoft. We respond within one month. If the data is in your employer's workspace, we coordinate the request with that customer.

Lumo is a product of Sales-Surge B.V., Professor W.H. Keesomlaan 12, 1183 DJ Amstelveen, the Netherlands. Chamber of Commerce (KvK) 99261758.

Send questions about the Microsoft 365 integration or your data to info@sales-surge.nl or call +31 6 5350 9843. See also the privacy statement and the terms of use.