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AI Usage and Data Processing Policy

Secure, transparent, and private. Read the Neowit AI Policy to see how we protect your insights while delivering the power of our AI agents, Neo.

Hallucination

In an attempt to be a helpful assistant, Neo can occasionally produce responses that are incorrect or misleading. 

This is known as “hallucinating” information, and it’s a byproduct of some of the current limitations of frontier Generative AI models. For example, in some subject areas, the model might not have been trained on the most-up-to-date information and may get confused when prompted about current events. In other words, Neo can write things that might look correct but are mistaken. 

The quality of Neo's responses depends on the underlying sources it references, so checking original content helps you identify any information that might be misinterpreted.

You can write to us at support@neowit.io with your thoughts or suggestions.


AI Usage and Data Processing Policy

1. Introduction

This policy establishes the framework for Neowit’s use of Artificial Intelligence (AI), specifically regarding the integration with Google Gemini. The objective is to ensure maximum protection of customer data through technical barriers and contractual guarantees.

2. Data Processing and Google Gemini

All transmission of building data, device information, booking metadata, and time-series data from the Neowit platform to Google Gemini is conducted within a secure framework:

  • Data Processing Addendum: Google processes data in accordance with Google’s Data Processing Addendum (DPA).
  • No Model Training: Google does not use data from Neowit (including prompts, files, tool-call payloads, or model outputs) to train or improve its AI models.
  • Temporary Retention: Data is retained by Google only temporarily for safety and abuse monitoring purposes. It is not accessible to third parties and is removed thereafter.
  • Privacy: Neowit excludes user identities, meeting subjects, and attendee information from data sent to Google Gemini.

3. Principles of Data Non-Usage

Neowit commits to the following restrictions to protect customer information:

  • No Training or Evaluation: Customer information is not used for training, fine-tuning, or internal performance testing of AI models without explicit written authorization.
  • No Manual Inspection: Data is not subject to manual inspection, labeling, or annotation unless required for incident response and authorized by the customer.
  • No Aggregation: Customer information is not aggregated with data from other customers or tenants for trend analysis or usage profiling.
  • Data minimization: When interacting with AI services, we apply data minimization principles and exclude direct identifiers such as booking owners or attendee information. Transmitted data consists of operational and contextual metadata only. Customers are responsible for ensuring that resource names and metadata fields do not contain personal data.

4. Data Retention

Neowit maintains strict requirements regarding the caching and storage of AI-related data:

  • Data Retention Policy: AI processing data is temporarily retained by Google solely for safety and abuse monitoring before being deleted. We separately retain session data to enable persistent chat functionality. Please note that this persistent data remains exclusively within our infrastructure and is not stored in Google AI models, nor is it accessible to any other third-party AI models.
  • Session-Based Deletion: Neowit’s AI agent utilizes persistent sessions (rather than ephemeral ones) to maintain context. However, the retention period will be configurable by policy.
  • Data Retention Controls: Storage of session content is limited to the session store for the duration required to support the user’s session. Session content is not replicated to logs, telemetry systems, analytics databases, or model memory.

5. Sub-processors and Compliance

  • Sub-processor Requirements: Neowit does not share customer information with subcontractors or vendors beyond what is strictly necessary for service delivery, and only when data is sufficiently redacted or covered by equivalent contractual obligations.
  • Audit and Evidence: Upon request, Neowit can provide information from logs of ZDR enforcement mechanisms to provide evidence of compliance for the customer or its auditors.
  • Opt-out Assistance: Neowit provides assistance to disable default retention mechanisms used for abuse detection or analytics at Google. Please be aware that opting out may impact service cost and performance.

6. Relevant Documentation

For further details, please refer to the following official resources: