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Privacy Policy

Last updated 22 August 2026

The Remote Office is a virtual office you walk around in. This policy explains what The Remote Office LLC collects when you use it, what it never collects, and who else is involved. It is written to be read rather than to be defensible.

Who we are

The Remote Office LLC, a California limited liability company, operates The Remote Office. We are the controller of the personal information described here. Write to us at support@theremoteoffice.com.

What we collect

• Your account. Your name, email address, and a hash of your password. We never store the password itself and cannot recover it.
• Your workspace. The organization you belong to, your role in it, and the invitations sent to or by it.
• When you were last active. A timestamp, so administrators can see who is still using their seats. Not a history of your sessions — only the most recent.
• An administrative log. Who invited, removed, or changed the role of whom; who changed billing, opened or closed the workspace to guests, or gave someone a private office; and sign-in events for your workspace's members — successful ones, failed ones, and second-factor prompts, enrolments and resets. Your workspace's administrators can read it. It exists because companies ask who did what, and it cannot be reconstructed afterwards.
• Your settings in the office. The character you picked, whether your camera and microphone start on, your chosen background, and — if you are given a private office — whether its door is open, and any short status line you write on it, such as "back at 2". The status line is text you write and it is stored until you change it, so treat it as visible to your workspace rather than private to you.
• Billing details, held by Stripe. If your workspace subscribes, Stripe processes the payment and holds the card. We receive the subscription's status, the number of seats, and an identifier — never a card number.
• A Google Calendar connection, only if you make one. Described in its own section below.

What we do not collect

These are worth stating because they are the things people assume a product like this does.

• Your camera and microphone never reach our servers. Audio and video travel through LiveKit, our real-time media provider, directly between participants. We do not record, store, or have the ability to play back any conversation.
• Messages and movement are not stored. Room chat, direct messages, and where your avatar is standing exist in memory for as long as the conversation is happening, and are gone when it ends. There is no message history to hand over, including to us.
• No advertising and no trackers in the product. The office and the admin portal load no analytics script of any kind. There is no advertising identifier, no fingerprinting, and nothing sold or shared for marketing. Our marketing website at theremoteoffice.com is a separate page and does use Google Analytics — described below, and only if you agree to it.

Google user data

Connecting a Google Calendar is optional, per person, and only useful if you want to schedule meetings from inside the office. If you connect one:

• We request exactly one Google permission — calendar.events — which allows creating and editing calendar events. Deliberately not access to your calendars themselves. We never read your calendar, and could not tell you what is on it.
• We store your Google email address, so the app can say whose calendar is connected, and a refresh token, which is encrypted before it is stored.
• The token is used for one thing: creating the events you ask us to create, with the attendees you name.
• Disconnecting, from the same panel that connected it, deletes the token here and revokes it at Google.

The Remote Office's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy , including the Limited Use requirements. We do not use Google user data for advertising, do not sell or transfer it, do not use it to train any machine-learning model, and no human at The Remote Office LLC reads it.

How we protect Google user data

The Google data described above — your Google email address and the OAuth refresh token — is treated as sensitive and protected by these specific measures.

• Encrypted in transit. Every connection between your browser, our servers and Google is TLS 1.2 or better. We serve no content over plain HTTP, and HTTPS is enforced rather than merely offered.
• Encrypted at rest, in our own layer. The refresh token is encrypted with AES-256-GCM before it reaches the database, using a key held in the server's environment and never stored alongside the data. Anyone reading the database — a backup, a query log, a stolen credential — gets ciphertext. The managed database itself is also encrypted at rest by our hosting provider, but we do not rely on that alone.
• Restricted access. The database is reachable only over TLS and only with its credential, which is held in the server's environment and by the one person who operates the service — on an account protected by two-factor authentication. There is no support tool, admin screen or internal dashboard anywhere in the product that displays Google user data, so it cannot be read casually even by us.
• Used only in response to your action. The token is used solely to create or update the calendar events you ask for, at the moment you ask. There is no background job, no batch process and no analytics pipeline that touches it.
• Deleted on request and on disconnection. Disconnecting removes the token from our database and revokes it at Google in the same action. Deleting your account or your workspace deletes it as well. Nothing is retained afterwards, and backups roll off within three days.
• Narrow by design. We hold a refresh token rather than a stored copy of your calendar, and we request only calendar.events. We never download, index or retain the contents of your calendar, so there is no store of it here to lose.
• Access to the product itself is protected. Signing in requires a second factor — a code from an authenticator app, or one sent to your email address — so a stolen password alone does not reach a connected calendar. Passwords are stored only as Argon2 hashes. Session cookies are HTTP-only and Secure, so page scripts cannot read them.
• Changes are recorded. Connecting or disconnecting a calendar, and administrative actions on an account, are written to an append-only audit log, so any change to who can reach what is reconstructable afterwards.

We are a small company and we describe our posture honestly rather than impressively: we hold no third-party security certification, and SECURITY.md in our source repository records both what protects customer data and what does not yet. If you find a weakness, write to support@theremoteoffice.com and we will fix it.

Who else is involved

These companies process data on our behalf so the product can work:

• Vercel — serves the application to your browser.
• Render — runs our servers and hosts the database.
• LiveKit — carries audio and video between participants.
• Stripe — processes payments and holds card details.
• Google — delivers our email, provides Calendar if you connect it, and provides analytics on our marketing website if you allow it.

Cookies

In the product, one: an opaque session identifier that lets the server recognise you when you are signed in. It cannot be read by scripts running in the page. There are no advertising or analytics cookies in the office or the portal, which is why nothing asks you about them there.

Our marketing website

theremoteoffice.com — the page describing the product, as distinct from the product — uses Google Analytics so we can see which pages people read and where they arrived from. It is asked for rather than assumed:

• Consent starts denied, for every visitor rather than only those in Europe. Until you accept, nothing is stored on your device and Google receives no identifier for you.
• A banner asks once. Whichever way you answer is remembered, so declining is not undone by visiting again.
• If you accept, Google Analytics measures pages viewed, how you arrived, and general location and device type. We use it to decide what to write next, and nothing else. We do not sell or share it, and we run no advertising.
• None of this happens inside the office. Signing in, walking around, and talking to people involve no analytics at all.

How long we keep it

Your account and workspace data are kept while the account exists. Deleting a workspace removes it and everything belonging to it. Sessions expire on their own. Ask us at support@theremoteoffice.com to delete your personal account and we will do it, subject to any records we must keep for tax or accounting.

Security

Everything travels over TLS 1.2 or better. Passwords are stored only as Argon2 hashes, never in a form we could read. Signing in requires a second factor, and a workspace owner can require an authenticator app specifically. Google refresh tokens and authenticator secrets are encrypted with AES-256-GCM before they reach the database, under keys the database does not hold. Session cookies are HTTP-only and Secure. The database is reachable only over TLS and only with its credential. The application enforces a Content Security Policy that restricts what the page may load and where it may connect.

Video and audio are carried by LiveKit and never pass through our servers, and nothing is recorded. No system is perfect and we do not claim otherwise; we describe our current posture honestly and fix what we find.

Your rights

Wherever you are, you may ask us for a copy of your personal information, ask us to correct it, or ask us to delete it. If you are in California, the CCPA gives you those rights explicitly, plus the right not to be discriminated against for using them — we do not sell or share personal information, so there is nothing to opt out of. If you are in the UK or EU, we handle requests under the GDPR on the same basis.

Children

The Remote Office is a workplace product and is not intended for anyone under 16. We do not knowingly collect information from children.

Changes

We will update this page when the product changes and move the date at the top. If a change materially affects what we do with your information, we will email account owners rather than relying on you to notice.

Questions about any of this: support@theremoteoffice.com

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