Privacy and Data Governance

Collect less, keep less, share less

Good data governance follows a few rules. Minimise: send the model only what the task needs. Limit retention: delete prompts and outputs after a fixed period unless there is a reason to keep them. Control access: only people who need logs can read them. Know your provider: read the terms on data use, training and retention, and choose settings or agreements that match your obligations. Be transparent: tell users what data you use and how, and give them ways to delete it where the law requires.

A data-handling note

Write it down in plain language. Teams, auditors and users can all read it.

What we send to the model   user question + retrieved help-centre text (PII masked)
What we store               question, answer, feedback: 30 days, then deleted
Who can read logs           support leads and on-call engineers only
Provider terms              no training on our data; enterprise settings enabled
User rights                 users can request deletion through the settings page

Quick check: What is data minimisation?

• Collecting everything just in case
• Compressing files
• Deleting the model
• Sending the model only the data the task needs