Advanced Spreadsheets and Reporting Documentation
Index

Privacy Policy

This document outlines data handling practices for Advanced Spreadsheets and Reporting.

Data Processing

What Data AFR Processes

Advanced Spreadsheets and Reporting processes:

  • Financial data from G/L entries
  • Transaction data from various tables
  • Dimension values
  • User-defined indicators and reports

How Data is Used

Data is used solely for:

  • Generating financial reports
  • Calculating indicator values
  • Distributing reports as configured
  • API responses to authorized requests

Data Storage

AFR stores:

  • Configuration data (indicators, print jobs, library entries)
  • Spreadsheet documents: cell formulas and values you enter, regions and their settings, conditional formats, templates, init code
  • Scenarios — snapshots of a sheet's cell contents captured on demand
  • Sheet permissions (user and security group names with their access level)
  • Spreadsheet Agent skills and the role-center sheet choice
  • AI report instructions (prompt and period formulas), the house-style prompt, generated AI reports (the HTML page with the figures it shows, the agent's summary and a generation log of prompts, messages and tool calls with their parameters) and their permission lists
  • License registration information (per environment)

Spreadsheet cell contents you enter or capture in scenarios are stored. Live region results are read from Business Central or reused from session caches according to the region type; see Refresh Behaviour. Scenarios capture cell sources, not live region results or directly edited business records. Template preview images can contain rendered business data from the captured rectangle. AFR does not store:

  • Copies of transactional data beyond content stored in cells, templates and their preview images, or scenario cell sources
  • Cached financial data beyond the user's session

Data Flows

Internal Data Flow

Source Tables → Indicator Calculation → Report Output

The extension calculates reports and spreadsheet values within your Business Central environment. Optional external delivery and AI processing are described below.

External Data Flow

External data transmission occurs when:

  1. Email Distribution: Report sent via email
  2. SharePoint Distribution: Report uploaded to SharePoint
  3. API Requests: Data returned to authorized API callers
  4. License Validation: Tenant id, environment name and registration key sent to check.hougaardlicense.com
  5. Telemetry: License events (registration, check, expiry, error) including the registration key sent to Application Insights
  6. Indicator Library Import: Indicator definitions downloaded from the public GitHub repository hougaard/AdvancedFinancialReportingIndicators (nothing is uploaded)
  7. Spreadsheet Agent: When you use the AI assistant, the sheet's content and the results of the tools it runs (which can include business data from your regions) are sent to the AI provider you configured
  8. AI Reports: When an AI report is generated or designed, the instruction, the house style, company context and the results of the agent's tools are sent to the AI provider you configured. Those results are query results, financial report figures and spreadsheet values, read with the running user's permissions. The full list is in AI Reports Setup & Data Privacy.

Cross-Company Data

When using inter-company features:

  • Data accessed from other companies within same BC environment
  • No data leaves your tenant
  • Follows BC company-level security

Data Security

Access Control

  • BC permission system controls data access
  • AFR_Hgd permission set required for feature access
  • Table permissions apply to indicator and region data
  • Per-sheet permissions control who can open each spreadsheet

Authentication

  • User authentication via Business Central
  • API authentication via OAuth 2.0
  • No separate credentials stored

Encryption

  • All data in transit uses HTTPS/TLS
  • Data at rest follows BC environment encryption
  • No additional encryption by AFR

Third-Party Data Sharing

What We Share

AFR does not share your business data with:

  • Third-party analytics services (operational telemetry is limited to license events, sent to Application Insights)
  • Marketing platforms
  • External databases

The exceptions are the optional AI features, the Spreadsheet Agent and AI reports. Their requests go to the AI provider you configure, and you decide whether to use them. A self-hosted model (LM Studio) or Azure OpenAI in your own subscription keeps that processing under your control.

License Validation

License registration and validation transmit:

  • License key
  • Azure AD tenant id
  • Environment name

This is solely for license validation purposes.

Data Retention

Configuration Data

  • Stored until explicitly deleted
  • Follows BC data retention policies
  • Backed up with BC environment

Report Output

  • Report files created as configured
  • Retention managed by destination (email, SharePoint, or the downloaded zip)
  • AFR does not retain copies after distribution
  • Generated AI reports are kept until deleted, or until the instruction's Reports to Keep setting prunes them. Deleting an instruction deletes all its reports.

User Rights

Data Access

Users can:

  • View their configuration data
  • Export reports they have access to
  • Review their settings

Data Deletion

To remove AFR data:

  • Delete spreadsheets, indicators and print jobs
  • Uninstall the extension and choose to delete its data (Business Central keeps extension data on a plain uninstall)

Compliance

GDPR Considerations

AFR:

  • Processes your business data within your tenant
  • Sends license registration/validation requests to check.hougaardlicense.com and license-event telemetry to Application Insights. These requests can carry the tenant id, environment name and registration key as described above. Ask Hougaard for current hosting locations and retention terms for these services.
  • Sends business data outside your tenant only where you configure it (email, SharePoint, the AI provider of the Spreadsheet Agent and AI reports)
  • Supports your data protection compliance

Data Processing Agreement

Refer to the agreements that apply to your Business Central environment and to any configured email, SharePoint or AI service. Contact Hougaard for product-specific data-processing terms, including licensing services and telemetry. This guide does not determine whether your organization needs a separate agreement.

Contact

For privacy-related questions:

  • Contact Hougaard (publisher)
  • Include "Privacy" in subject line

Changes to This Policy

This policy may be updated:

  • With product updates
  • To reflect new features
  • For regulatory compliance

Check documentation for current version.

This page describes the extension's data flows. The publisher's privacy policy primarily describes website practices; contact Hougaard for authoritative product-specific privacy and contractual terms.