Effective Date: September 29, 2025
Company: Excel Enterprises USA LLC (setupmadeeasy.com) (the "Company," "We," "Us," or "Our")
Application Name: Private Data AI Assistant (the "Service," "App")
This Privacy Policy describes how the Private Data AI Assistant, a service designed to interact with your organization's private data using Google Workspace and Retrieval-Augmented Generation (RAG), collects, uses, and protects your information.
The core purpose of this Service is to answer user queries using your organization's private data, which is governed by Google's Limited Use Policy.
A. Data Isolation and Non-Training Guarantee:
Your Data is NOT Used for Model Training: We strictly guarantee that the content of your private data, including the text of your documents, conversation history, and user queries (prompts), is never used to train, improve, or commercialize any Large Language Model (LLM), including the Gemini model, outside of providing the Service's explicit functionality.
Data Stays Private: All processing for Retrieval-Augmented Generation (RAG) occurs within a secure, dedicated environment (Vertex AI/Google Cloud Platform) using your designated knowledge base.
B. Limited Use Requirement:
We will only use the data accessed from your Google Workspace account for the following limited purposes:
To Provide the Service: To retrieve relevant content from your RAG knowledge base to answer your specific query.
To Improve the Service's User Experience: To analyze anonymized and aggregated usage metrics (e.g., number of queries, response latency) to improve the performance and quality of the Service's retrieval process.
When your Workspace Administrator installs the Service and grants permissions, we may gain access to the following data, but only for the purpose of running the RAG pipeline:
Google Drive Files (for RAG Corpus Creation): Content and metadata of documents, spreadsheets, and presentations located in the Google Drive folder(s) explicitly designated by the Administrator for RAG indexing.
Chat History: Content of the current and historical conversation in the chat interface.
User Queries (Prompts): The questions you submit to the AI Assistant.
We do not collect or store this User Content outside of the temporary processing required to generate a response. We do not maintain copies of your private documents.
We collect the following minimal data necessary for authentication, service delivery, and billing (if applicable):
Identity Data (via OAuth): Your Google Workspace email address, User ID, Profile Name, and Hosted Domain (hd). This is required to identify the user for access control and the domain for license status.
Usage Data (Trial/Freemium): We track the number of queries submitted by each user to enforce the free trial limit.
Installation Data: Upon the first successful login from a new domain, we record the domain and the user's email/timestamp in our tracking log (Google Sheet/Database).
Storage Location: All operational data (user session, usage metrics, RAG indices) are stored securely within the Google Cloud Platform, utilizing Google's enterprise-grade security infrastructure.
Encryption: Data is encrypted both in transit (using TLS/SSL) and at rest (using Google Cloud encryption mechanisms).
No Human Access: Access to raw User Content (documents, queries) by our employees is strictly prohibited, except in the specific, limited, and documented circumstances required for security monitoring, or if we have explicit, written consent from the Workspace Administrator to access data for troubleshooting purposes.
We do not sell, rent, or share your personal information or your organization’s data with third parties, except in the following limited circumstances:
Service Providers: We use Google Cloud services (Vertex AI, Gemini, App Engine) to operate the Service. These providers are bound by strict confidentiality and data protection agreements.
Legal Requirements: If required by law, court order, or governmental regulation, we may disclose information to comply with legal processes.
Access and Correction: You should refer to your Workspace Administrator for requests to access, rectify, or delete content stored in Google Drive, as we do not maintain persistent copies of your documents.
Uninstall/Data Deletion: Upon uninstallation of the Service from your Google Workspace domain, we will promptly delete any associated usage logs and metadata. The indexed RAG corpus (if applicable to a paid plan) will be scheduled for permanent deletion within [30] days.
If you have questions about this Privacy Policy, please contact us:
Excel Enterprises USA LLC (setupmadeeasy.com)
Email: consulting@setupmadeeasy.com
Website: https://www.setupmadeeasy.com/private-data-ai-assistant-marketplace-app