Draft for review. This notice describes how the system actually handles data. It must be reviewed and approved by the College's legal counsel and data-privacy officer before it is treated as an official policy.

Privacy Policy

Version 2026-07-07 · ChSCC AI Portal

The ChSCC AI Portal ("the Portal") is an internal service of Chattanooga State Community College ("the College"). This notice explains what information the Portal collects when you use it, why, how long it is kept, and who can see it.

What we collect

Your identity. When you sign in with your College Microsoft account, the Portal records your name, username (UPN), and access tier. It does not see or store your password.
Your conversations. Every prompt you send and every response the AI returns is recorded, along with the model used, any tools invoked, the number of tokens used, and the calculated cost.
Files you attach. The content of an attached image, PDF, or document is sent to the AI model to answer your request. The Portal does not retain the file itself; it retains a record that the file was sent (its name, size, and a cryptographic fingerprint) for auditing.
Usage. Your monthly spend against your budget, and timestamps of activity.

Why we collect it

To provide the chat service and enforce per-user budgets.
To maintain an institutional audit record of AI use, as required for security, compliance, and responsible-use oversight.
To operate features you choose to use (saving to your OneDrive, sharing a chat, sending feedback).

Who can see your data

You — your own conversation history.
People you share a chat with — only chats you explicitly share.
College IT administrators — the audit log, including prompts and responses, for security and compliance purposes.
AI providers — your prompts and attachments are processed by Microsoft Azure AI (including Azure-hosted OpenAI and Anthropic models) to generate responses. These are governed by the College's agreements with Microsoft. If web search or fetch is used, queries go to a College-hosted search service.

Your prompts are not used to train AI models. The College's enterprise AI services are configured so that your inputs and outputs are not used to train or improve the underlying models.

How long we keep it

Audit records are retained for 365 days, then automatically deleted, unless a longer hold is required by law or investigation.
You can delete your own saved conversations at any time; deleting a conversation does not remove the separate institutional audit record.

Student records (FERPA)

Conversations may contain student-generated content. Such records are handled consistent with the Family Educational Rights and Privacy Act (FERPA) and College policy. Do not enter more personal or sensitive information than necessary.

Your responsibilities

Use of the Portal is governed by the College's Acceptable Use Policy. Do not use it to enter others' protected information without authorization, to violate law or College policy, or to generate prohibited content.

Questions

Contact the ChSCC IT Help Desk or the College's data-privacy officer.