LibreChat Data Handling

Data Definitions

Data Description	Source
Account Information: We collect your personal data, such as your name, Brown email address when you login with your Brown email account.	This is provided by you to us via application login
User Content: We collect data that you provide or upload when accessing or using our Services, including your prompts and other content you upload, such as text, files, images, and audio (if any), depending on the features you use.	This is provided by you to us by using our services
Feedback: We appreciate feedback, including ideas and suggestions for improvement or rating an output in response to a prompt. If you rate an output in response to a prompt—for example, by using the thumbs up/thumbs down icon—we will store the feedback as part of the related conversation. If you provide feedback via forms, we collect the user email and feedback.	This is provided by you to us via feedback forms or thumbs up feature
Log Data: We collect application logging data which may include anonymous information that your browser or device automatically sends when you use a webs service. This may contain device data, your Internet Protocol (IP)address, browser information, the date and time of your request, and how you interact with the services.	Information we automatically collect during your use of the Services
Cookies: To improve your experience, we use cookies and similar technologies to operate our Services.	Information we automatically collect during your use of the Services

Data Processing and Retention

All data sent or uploaded to LibreChat is securely stored and managed within Brown University’s internal data centers. While the LLM models themselves are deployed on cloud services, their output is stored locally within Brown’s infrastructure. Google Vertex AI and Microsoft Azure do not use or retain any data on their end for training purposes.

Internally deployed instances of LibreChat handle all user interactions, prompts, and outputs within Brown’s secure network environment. Data never leaves the university’s infrastructure, and access is restricted to authorized administrators in compliance with Brown’s data governance and privacy policies.

Deletion of user data

Users can delete any content they’ve submitted to LibreChat at any time. This can be done directly through the options available in the app or by contacting OIT to request the removal of all stored conversations and related data. Once deleted, the information is permanently removed from Brown’s systems in line with the university’s data privacy and retention policies.

Data Description	Where it is sent to	Retention Period
1. Account Information	Brown Servers	Lifetime of the account. Users are deleted after 6 months of inactivity
2. User Content
2.1 Conversation History	Stored at Brown servers and sent to Enterprise Cloud Services* for LLM API services	Lifetime of the account or as triggered by the user in the UI
2.2 Documents, PDFs, Text Files, Images	Stored at Brown servers and sent to Enterprise Cloud Services* for LLM API services	Lifetime of the account or as triggered by the user in the UI
3. Feedback	Brown Servers and Google Drive	Thumbs up rating are tied to the lifetime of the conversations. Google form feedback is stored Indefinitely
4. Log Data	Brown Servers and Enterprise Cloud Services	Up to 90 days
5. Cookies	User’s Browser	User defined