Privacy & GDPR¶

What the Chatbot Stores¶

Data	Stored?	Where
Conversation history	❌ No (browser memory only)	–
IP addresses	❌ No	–
Usernames / email	❌ No	–
Message + bot reply	✅ Yes (local file)	`logs/{TENANT_ID}_chat.jsonl`
Timestamp of interaction	✅ Yes (local file)	`logs/{TENANT_ID}_chat.jsonl`

Log Format¶

{"ts": "2026-05-02T14:23:00Z", "tenant": "SKI", "user": "When does the driving range open?", "bot": "The driving range opens at 08:00."}

No personally identifiable information is included in the log.

Data Sent to Google Gemini¶

The following is sent to the Gemini API per request: - The system prompt (club context from cache) - The user's message - The conversation history for the current session (from browser memory only)

Note: Google Gemini processes data in accordance with Google's Privacy Policy. No personal data should be deliberately fed into the chatbot.

Recommendations¶

Welcome message

Configure WelcomeMessage in AI_Chatbot_Settings to inform users that they are talking to an AI assistant.

Sensitive information

The chatbot is not designed to handle sensitive personal information (e.g. payment details, health data). Ensure that the AI system prompt explicitly instructs the bot to decline such enquiries.

Log Retention¶

Recommended retention period for chat logs: 90 days.
See Operations & Routines for the rotation script.

Since chat logs do not contain directly personally identifiable information, they are generally not considered personal data under GDPR. Still consider:

Update the club's privacy policy to mention the AI chatbot
Ensure .env files containing database credentials never end up in version control (see .gitignore)
Restrict access to the server and log files