Privacy Controls

Introduction

EveryAnswer offers comprehensive privacy controls that allow organizations to customize settings according to their specific needs while maintaining user trust. This documentation outlines how to manage user privacy controls within the EveryAnswer platform.

User Privacy Controls

Allow Users to Delete Conversations

• Default Setting: Enabled
• Description: Users can delete their conversation history, giving them control over stored data and allowing removal of sensitive information.
• Importance: Enhances user trust and complies with data protection regulations.

Admin Privacy Controls

Allow Admins to View Conversations

• Default Setting: Disabled
• Description: When enabled, administrators can review user conversations.
• Considerations:
  1. Identity Concealment: User identities are not displayed, but contextual information may lead to unintentional identification.
  2. Sensitive Data Risk: Admin access may expose personal or sensitive information.
  3. Discrimination Concerns: Anonymized data might still provide identity clues, potentially leading to discrimination.
  4. Legal & Compliance: Ensure compliance with data protection laws when enabling this feature.
  5. Trust Impact: Be aware that this feature could affect user trust. Use judiciously.

Conversation History Settings

Store Conversation History

• Default Setting: Enabled
• Description: Stores a record of past interactions within the platform.
• Uses: Auditing, training, and compliance purposes.

Independent Expert Operation

• Each Expert operates independently within EveryAnswer.
• No data sharing occurs between different Experts, even within the same account.
• Ensures privacy across different Experts and prevents data cross-contamination.

User Anonymity

Authenticated Users

• Conversations are linked to user accounts.
• Viewable in conversation history unless disabled by admin.

Public Access (via shareable links or website embedding)

• Conversations are not linked to specific users.
• Preserves user anonymity.

Managing Privacy and Security Settings

To adjust privacy and security settings for an Expert:

1. Navigate to Settings > Experts in the left menu.
2. Click the pencil icon next to the desired Expert.
3. Select the Settings tab.
4. Click the Security & Privacy sub-tab.

Best Practices for Privacy Management

1. Regular Reviews: Conduct periodic reviews of privacy settings to ensure they align with your organization's evolving needs and compliance requirements.
2. User Education: Inform users about the privacy controls available to them and how their data is managed within the platform.
3. Transparency: Clearly communicate to users when admin conversation viewing is enabled and explain the purposes and safeguards in place.
4. Minimal Access: Grant admin viewing privileges only to essential personnel and for specific, justified purposes.
5. Audit Trails: Maintain logs of admin access to conversations for accountability.
6. Data Retention Policy: Establish and enforce a clear data retention policy, particularly for stored conversation histories.
7. Privacy Impact Assessments: Conduct regular assessments to identify and mitigate potential privacy risks associated with your EveryAnswer implementation.

By leveraging these controls and following best practices, organizations can balance their operational needs with user privacy, ensuring compliance with ethical and legal requirements while fostering user trust.