Privacy Policy Notice

Updated 12.11.2024

Introduction

The Aggie AI team “we” is committed to protecting your privacy and handling your information responsibly while you use Rocky. This Privacy Notice outlines the types of data we collect, how we store, protect and use that data. By using our web application, you accept the practices described in this policy as well as the UC Davis Web Privacy Policy and the Rocky Terms & Conditions. “Data” means any text, files, prompt that you submit, or response you receive, and any other personal or institutional information processed when using Rocky. Rocky is not intended for use with any sensitive or P4 Data.

We collect the following information. Details on its use is below:

• Web analytics (Automatic Data Collection)
• Chat questions, responses, and ratings (Questions and Responses)
• Logged-in user information (User Name and Image)

Data Collection, Usage, and Sharing

Questions and Responses

We collect and transmit questions, responses, and rating information (thumbs up/down) provided to and received from Rocky to provide this service. The question is automatically sent to a third-party service provider: Microsoft Azure. This processing activity is governed by an agreement that restricts training AI models or retaining information that it receives. This information will not be used to train any 3rd party vendor model and is only shared with them to provide answers to questions typed into the chat service.

We also use some questions, responses, and rating information to improve the performance and accuracy of Rocky’s responses.

User Name and Image

We use the UC Davis campus Active Directory to provide access to Rocky (through a service called Microsoft Entra). This is the same authentication used to access Microsoft Office 365. When you log in, we use the name and image in Entra as part of the user interface for the service. This information is likewise not used for tracking or advertising purposes and is used for user experience only. You may change your name and image anywhere you can change your lived name. More information on how to change your name in University systems can be found here.

Automatic Data Collection

We may automatically collect information about how you use our web application, such as the number of visits to our pages, device & browser information, IP address, and page actions through cookies and third-party analytics embedded in the pages. This data is aggregated and does not identify any individual user. We use this data to track its use and improve our service. We do not use cookies or other tracking technologies for targeting or advertising purposes.

Your chats are linked to your UC Davis computing account. When you choose to delete a chat, we remove your identifying information from it. This is irreversible; we’re unable to undo this action. Finally, the record of the chat will be deleted after 2 years from submission.

We securely store your chat history and rating information (thumbs up/down) using industry-standard encryption methods. All chat data is stored in a manner that ensures your chats aren’t shared with other users of the service unless you explicitly choose to "share" a chat.

Sharing Chats

If you choose to share a chat, it will be accessible via the URL to anyone who has the URL, including but not limited to any recipients you send it to. You can revoke sharing at any time, after which the chat will no longer be accessible publicly. More information on sharing can be found in our Knowledge Base articles.

Data Security

We take data security seriously and implement technical and organizational measures to protect against unauthorized access, alteration, disclosure, or destruction. These measures include, but are not limited to, encryption, access controls, and secure hosting environments.

Changes to this Notice

We may update this Privacy Notice from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. Any changes will be effective immediately upon posting the updated Privacy Notice on our web application. Your continued use of the web application following the posting of changes constitutes your acceptance of such changes. The last updated date will also be posted for your convenience and information.

Questions

Questions about this notice should be directed to [email protected] citing escalation to the Aggie AI queue.