Privacy Policy — HiloArchive

The short version

HiloArchive is a service of Hilo Tech Inc. that archives dormant SharePoint files into Azure storage owned by your organization. Your file content flows from your Microsoft 365 to your own Azure storage account — it is never kept on HiloTech's systems. No file is removed from SharePoint until a copy has been verified byte for byte (SHA-256 checksum) in your storage, and a clickable shortcut is left in its place.

What the application can do in your Microsoft 365 environment

The HiloArchive application uses permissions granted explicitly by your global administrator, revocable at any time in Microsoft Entra ID:

• Read SharePoint sites (Sites.Read.All) — inventory libraries and identify dormant files from their metadata (name, path, size, dates).
• Read and write site content (Sites.ReadWrite.All) — copy files being archived to your storage, place the HTML shortcut where each file was, and restore files on request.
• Full control of site collections (Sites.FullControl.All) — used solely to remove already-archived, verified items from the site recycle bin so your quota frees immediately. Without this permission everything else still works, and quota frees when the recycle bin expires on its own.
• Azure Service Management (delegated "user_impersonation" permission) — used only during the initial one-click setup, acting as the signed-in administrator, to create the storage account in your own Azure subscription.

The exact permission list is always visible on the Microsoft consent screen and, after consent, in Microsoft Entra ID under "Enterprise applications".

What the service keeps

The HiloArchive portal keeps the minimum needed to operate the service:

• Portal accounts (name, work email, role) for the people your organization authorizes to access it.
• The connection configuration for Microsoft 365 and your Azure storage; secrets and private keys are encrypted at rest and never returned by the API.
• The archive index: names, paths, sizes, dates, and checksums of archived files — the catalog, never the file content.
• Archiving job history and a timestamped audit log of administrative actions.

Each client organization has its own database, isolated from every other client's.

Where your files live

Archived copies live in an Azure storage account that belongs to your organization, in your Azure subscription and in the region you choose. You keep ownership and control at all times: if you stop using HiloArchive, your archives stay with you, readable without our involvement.

Security

• All communications are encrypted (TLS); connection secrets are encrypted at rest.
• No deletion without verification: a file is removed from SharePoint only after its copy has been fully re-read from your storage and its SHA-256 checksum confirmed.
• A nightly integrity check continuously re-verifies a rotating sample of archived files.
• Per-organization isolation: a separate database for each client.
• An audit log of actions, with operational alerts sent to the contacts you designate.

Retention and deletion

Portal data is kept for the duration of the service. When the contract ends, it is deleted on written request within 30 days, subject to legal retention obligations. Your archived files themselves sit in your own Azure storage and do not depend on us.

Third parties

The service relies on Microsoft APIs (Microsoft Graph, SharePoint, Azure), governed by your organization's own Microsoft agreements. No data is sold or shared with any other third party, and the portal contains no advertising and no third-party trackers.

Your rights

The rights of access, rectification, and deletion under Quebec's Law 25 and the GDPR, along with the contact details of our Privacy Officer, are described in the HiloTech privacy policy, which applies alongside this policy.

Contact

Changes

We will update this page and the "Last updated" date when this policy changes; material changes will be noted in the portal's release notes.