# LibreChat Data Handling (Level 2) ## 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 web 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. The timelines decribed in the table below are subject to review and changes. | 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. An email will be sent 10 days prior to deletion. | | **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 | 180 days (6 months), or as triggered by the user in the UI, or when the account is deleted, whichever comes first. | | **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 | ## --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter: ``` GET https://docs.ccv.brown.edu/ai-tools/data-privacy/librechat-data-handling-level-2.md?ask= ``` The question should be specific, self-contained, and written in natural language. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.