DialogIQ

Privacy Policy for DialogIQ

Effective Date: 15/5/2025

1. Introduction

Welcome to DialogIQ. This Privacy Policy explains how DialogIQ AI (“We”, “Us”, “Our”) collects, uses, stores, and protects your information when you use the DialogIQ Google Workspace Add-on (“DialogIQ”, “Add-on”, “Service”). DialogIQ allows teachers (“You”, “User”) to build and deploy AI-driven conversational scenarios within Google Sheets for educational purposes.

By installing or using DialogIQ, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

We collect the following types of information:

  • Google Account Information: To identify you and enable the Add-on’s core functionality, we access your Google account email address (userinfo.email scope). We may also store your name if you provide it during onboarding or in settings.
  • User-Generated Content (Stored in Your Google Workspace):
    • Scenario Data: All content you create for scenarios, including IDs, titles, descriptions, interlocutor details, instructions, prompts, TTS settings, selected skins, and other configuration data, is stored directly within your DialogIQ Google Sheet (spreadsheets scope).
    • Settings Data: Your preferences, such as language, display name, chat interface password, class lists, and consent settings, are stored within your DialogIQ Google Sheet (spreadsheets scope).
    • Conversation Results/Transcripts: When students interact with scenarios, the resulting conversation data may be stored within a dedicated Google Drive folder created by the Add-on in your Google Drive (drive scope). This allows you, the teacher, to review student interactions.
  • Google Drive Metadata (Limited): To function correctly, the Add-on needs to:
    • Copy the DialogIQ template spreadsheet to your Google Drive upon initial setup (if required by the onboarding flow).
    • Create and manage a specific folder named “Shared DialogIQ Conversations (DO NOT DELETE)” within your Google Drive to store conversation results.
    • Share your DialogIQ Google Sheet and the “Shared DialogIQ Conversations” folder with necessary DialogIQ service accounts and support personnel (info@dialogiq.ai) to enable functionality and provide support.
    • We request the drive scope to perform these specific actions necessary for the Add-on’s operation. We do not access, read, or modify other files or folders in your Google Drive outside of these explicit DialogIQ-related resources.
  • LLM Interaction Data (Processed via Secure Proxy): 
    • Prompts generated based on your scenario configuration and student inputs are sent to a third-party Large Language Model (LLM) provider via our secure backend proxy (script.external_request scope). We do not permanently store the content of these LLM interactions on our backend servers; the interaction happens ephemerally to generate the AI response. The LLM provider’s own privacy policy governs their handling of data sent to them. Our proxy acts as an intermediary to protect your credentials and manage the interaction.
    • DialogIQ utilizes Large Language Models (LLMs) via third-party APIs (e.g., OpenAI) to power its interactive scenarios. Data sent to these LLM APIs is processed in accordance with their respective data usage policies. OpenAI does not use data submitted via their API to train their models. DialogIQ does not use any user data obtained from Google Workspace APIs to develop, improve, or train generalized AI and/or ML models.
  • Service Account Access: A Google Cloud Service Account (sheets-access@pub-interface.iam.gserviceaccount.com) requires editor access to your DialogIQ Sheet and the “Shared DialogIQ Conversations” folder solely to enable the chat interface functionality and data storage mechanisms (drive, spreadsheets scopes).

3. How We Use Your Information

We use the collected information for the following purposes:

  • To Provide and Maintain the Service: Operate the Add-on, store your scenarios and settings, facilitate AI conversations, and manage your account.
  • To Manage Google Drive Integration: Create the necessary folder, store conversation results for your review, and manage template copying/sharing.
  • To Facilitate LLM Interactions: Send necessary prompts to the LLM via our secure proxy to generate conversational responses.
  • To Identify and Authenticate You: Use your email address for login, account management, and communication.
  • For Support and Communication: Respond to your inquiries and provide technical support (requires access to your sheet/folder via info@dialogiq.ai).
  • To Improve the Service: We may analyze anonymized usage patterns (without accessing your specific content) to improve DialogIQ’s features and performance (requires backend implementation if desired).

4. Data Storage and Security

  • Primary Storage: Your scenario data, settings, and class lists are stored directly within your Google Sheet in your Google Drive. Conversation results are stored in the dedicated “Shared DialogIQ Conversations” folder within your Google Drive. You control this data through your Google account.
  • Obfuscation: Certain data within your Google Sheet may be obfuscated (using techniques like XOR encoding) to deter casual viewing, but this is not cryptographic encryption.
  • Backend Proxy: Our backend proxy, used for LLM interactions, is designed to be secure and does not permanently store the content of your conversations.
  • Security Measures: We implement reasonable security measures (HTTPS, secure backend practices, Google Cloud infrastructure) to protect information processed by our systems. However, no method of transmission or storage is 100% secure. You are also responsible for maintaining the security of your Google account and the chat interface password set in the Add-on settings.

5. Data Sharing

We do not sell your personal information. We may share information under the following limited circumstances:

  • Google: As the Add-on operates within Google Workspace, Google has access based on their own terms and privacy policies.
  • LLM Provider: Anonymized prompts (without direct user identification unless included in scenario content) are sent via our proxy to the LLM provider to generate responses.
  • Service Providers: We may use third-party service providers for hosting our backend proxy or other infrastructure needs. These providers are contractually obligated to protect your information.
  • Our Support Team & Service Accounts: As mentioned, info@dialogiq.ai and specific service accounts have editor access to your Sheet and shared folder to enable core functionality and provide support.
  • Legal Requirements: We may disclose information if required by law or in response to valid requests by public authorities.

6. Data Retention

We retain your Google account email and registration information on our backend systems as long as you are registered with DialogIQ. Your scenario data, settings, and conversation results are stored in your Google Sheet and Google Drive and are retained according to your own Google account settings and actions (e.g., deleting the sheet or folder).

7. User Rights

You have rights regarding your data:

  • Access and Correction: You can access and modify your scenario data and settings directly within your Google Sheet.
  • Deletion: You can delete your scenarios or the entire DialogIQ Google Sheet and the “Shared DialogIQ Conversations” folder from your Google Drive. To request deletion of your registration data from our backend systems, please contact us at info@dialogiq.ai.
  • Control: You manage access to your Google Sheet and Drive folder through Google’s sharing settings.

8. Children’s Privacy

DialogIQ is intended for use by teachers. While students interact with the scenarios, the Add-on is managed by the teacher. If DialogIQ is used in an educational setting involving minors, the school or teacher is responsible for complying with applicable laws like the Children’s Online Privacy Protection Act (COPPA) and the Family Educational Rights and Privacy Act (FERPA) regarding student data potentially included in conversation results stored in the teacher’s Drive. We do not knowingly collect personal information directly from children under 13 (or the relevant age of consent).

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any significant changes by posting the new policy within the Add-on or via email. Your continued use of the Service after changes constitutes acceptance.

10. Contact Us

If you have any questions about this Privacy Policy, please contact us at:
DialogIQ
info@dialogiq.ai
www.dialogiq.ai