Privacy Statement for ChatGPT Chatbot
Introduction This Privacy Statement governs the collection, use, and management of data by the ChatGPT-powered chatbot designed to facilitate student engagement with the course syllabus, open-source textbook, and related course materials. By using this chatbot, you consent to the terms outlined herein.
Data Collection and Use
- Data Provided by Users: The chatbot processes textual input provided by users during interactions. Users are expressly prohibited from entering personally identifiable information (PII), including but not limited to names, student IDs, contact details, or sensitive academic records.
- Purpose of Data Use: The chatbot collects input solely for the purpose of providing course-related assistance, answering academic inquiries, and improving service functionality. No input data will be used for marketing, profiling, or any unrelated purposes.
- Automated Processing: The chatbot processes text inputs using artificial intelligence to generate responses relevant to course content. No human review of individual conversations occurs unless required for troubleshooting or compliance purposes.
Data Storage and Retention
- Temporary Storage: User interactions may be logged temporarily to ensure system performance, enable technical troubleshooting, and conduct aggregated data analysis for improving the chatbot’s capabilities.
- Data Anonymization: Where possible, data logs are anonymized to prevent any association with specific users. Logs containing potentially identifiable content will be securely deleted following completion of diagnostic or analytical tasks.
- Retention Period: Data retention is limited to the minimum period necessary for technical and service improvements, consistent with university data retention policies and applicable legal standards.
Data Security Measures
- Encryption and Access Control: Data transmissions are encrypted, and access to stored data is restricted to authorized personnel bound by confidentiality obligations.
- Compliance Standards: The chatbot adheres to institutional data protection standards and applicable data privacy laws, including but not limited to FERPA (Family Educational Rights and Privacy Act) and GDPR (General Data Protection Regulation), where relevant.
User Responsibilities and Legal Considerations
- Prohibited Uses: Users shall refrain from submitting PII, confidential information, or content unrelated to the course.
- Compliance Obligations: Use of the chatbot must comply with university policies on technology use, student conduct, and academic integrity. Misuse of the chatbot may result in disciplinary action.
- Disclaimer of Liability: The university and chatbot provider disclaim liability for any decisions or outcomes resulting from chatbot-generated responses.
Modifications to this Privacy Statement The university reserves the right to modify this Privacy Statement at its discretion. Users will be notified of substantive changes via official course communication channels.
Contact Information For inquiries regarding data management practices related to the chatbot, please contact your course instructor.