Privacy Notice for the Housing-Authority Chat Widget

This Privacy Notice explains what information the Housing-Authority Chat Widget collects when you ask a question, how we use it, who else may see it, how long we keep it, and what choices you have. We do not collect or store any personal data unless you explicitly include it in your question.

• Your prompt: the exact text you type into the widget.
• Timestamp & Org slug: when you asked and which site domain you used.
• Technical logs: metrics such as response time, token usage, HTTP status.

Note: We do not automatically collect your name, email, IP address, or any other personally-identifying information unless you type it into your message.

1. Generate AI responses: we forward your prompt to the OpenAI API to produce the answer you see in the widget.
2. Quality monitoring & debugging: ephemeral logs allow us to detect and fix errors, measure performance, and prevent abuse (e.g. rate-limiting).
3. Analytics: aggregate usage statistics (volumes, frequent questions) help us improve the widget.

OpenAI

When you submit a prompt, we send it to OpenAI for completion. Per OpenAI’s policy, prompts and responses may be retained by OpenAI for up to 30 days for abuse and misuse monitoring, then automatically deleted. We do not control or modify OpenAI’s retention; see their API Data Usage Policy for details.

Our Server Logs

We store your prompt, org slug, timestamp, error codes, response time, and token counts in our server logs for up to 14 days. After 14 days, log entries are automatically purged and we do not retain any logs beyond this period.

You can ask any question without giving us your name, email, address, phone number, or other personal details. If you do include such information in your prompt, it will be treated like any other text and subject to the same retention rules above.

• Data deletion: to request deletion of your prompts from our server logs, email privacy@your-org.com. We’ll delete any matching records within 5 business days.
• Contact OpenAI: For questions about how OpenAI uses or deletes your data, please contact OpenAI directly via their support channels.
• Do-Not-Track: we do not honor browser “Do Not Track” signals.

All communication with the widget and our servers is encrypted via HTTPS/TLS. We follow industry best practices to protect your data from unauthorized access.

We may update this notice from time to time. When we do, we’ll post the new version here and update the “last modified” date below.

Last updated: June 20, 2025