BOSS_BRIEF_DATA_POLICY.md

Data Privacy — What We Have In Place Right Now

For: Behrang From: Huzaifa Date: 14 May 2026 Companion document: DATA_SECURITY.md (the full technical version) This document: The short, direct answers to your questions, in your words.

Accuracy note (May 2026): Claims about OpenAI (training, retention, ZDR) depend on OpenAI’s published terms and policies at the time — always confirm the live pages before customer commitments. In-app behaviour is verified against this repository’s code.

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Your questions, answered yes/no

Your question	Yes / No / Partial	One-line answer
Do we have anything in place at all?	YES	Multiple layers. Listed below in §1.
Is each customer's data private to them?	YES	Hard-enforced per-tenant isolation in the API, database, file paths, and vector retrieval. §2.
Are they in their "enclosed space"?	PARTIAL	Customer content (files, DB, FAISS index) stays on infrastructure they control. OpenAI’s API receives prompts, retrieved text, and (when enabled) images for model inference. Third-party libraries may also use HTTPS (e.g. first-time download of the local embedding model). §3.
Can OpenAI use our customers' data to train AI?	NO (per OpenAI’s public API / enterprise privacy statements)	OpenAI documents that API inputs/outputs are not used for training by default — confirm current wording on their site. §4.
Does OpenAI keep our customers' data forever?	NO (per OpenAI’s public retention statements)	Public docs describe time-limited retention for API logs unless legally required otherwise; Zero Data Retention is a separate contractual option. §5.
Can we tell customers their data is private?	YES (with honest scope)	Use the scripts in §7; distinguish tenant vs tenant (enforced in code) from user vs user inside one tenant (see §6).
Can a junior surveyor at Firm A see reports at Firm B?	NO — not via normal API paths	Different tenant_ids; requests are scoped to the authenticated tenant and vector search drops non-matching chunks. §2.
Can a junior surveyor at Firm A see another colleague's reports at Firm A?	Currently yes	Per-user permissions inside a firm are not yet built. This is a known gap. §6.

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§1 — What we actually have in place today

This reflects this repository’s application code (not every possible deployment wrapper such as cloud logging or reverse proxies).

Data that stays on the firm’s infrastructure (under normal deployment)

1. Uploaded reports (PDF/DOCX) → written to configured local disk (upload_dir, default under the service user’s home directory). Not uploaded to a separate SaaS vector DB by this app.
2. Inspector notes (bullets) → stored with the report in the SQL database (SQLite by default; Postgres supported via DATABASE_URL).
3. Vector index → FAISS on disk (faiss_index_path, default under ~/.report_genius/).
4. Embeddings (default) → prefer_local_embeddings=True uses Hugging Face sentence-transformers (local_embedding_model, default all-MiniLM-L6-v2) on the same machine as the app. Exception: if that backend cannot be loaded and an OpenAI API key is set, the factory falls back to OpenAI embeddings; operators can also set prefer_local_embeddings=False to prefer OpenAI. See app/embeddings/factory.py and app/config.py.
5. Database → not replicated to a third party by the application itself; backup/replication is the deployer’s responsibility.

What leaves the customer environment (product-relevant)

1. OpenAI HTTPS API — used for section generation, proofreading/enhancement, notes expansion (when a key is set), style analysis, agentic inspector loop, risk assessment helper, optional vision/photo analysis, optional LLM grounding, canonical rollout LLM merge, etc. Payloads include prompts and retrieved or user-supplied text (and images when vision/photo features are used).
2. Dependency network use (not “our” requests code) — e.g. downloading the Hugging Face embedding model weights on first use, OpenAI SDK traffic, and any other libraries your environment pulls at runtime. Our app/ tree does not use requests / httpx / urllib.request directly for custom integrations; that does not prove “no other HTTPS on the machine.”

Do not claim: “Zero outbound network except OpenAI.” Do claim: “We do not ship separate analytics or vector-Database SaaS integrations in this codebase; the designed model-data path is local storage + OpenAI inference, with an optional OpenAI embedding path if configured.”

Contractual / vendor protections (OpenAI — verify live)

6. OpenAI Business / API terms and DPA — relationship and processor terms are defined by OpenAI’s published agreements (links in DATA_SECURITY.md §11).
7. Training opt-out for API data — described in OpenAI’s enterprise/privacy documentation; re-read the live page before sales use.
8. Retention — public docs describe limited retention for abuse/safety; exact periods and ZDR eligibility are contract- and product-specific.
9. TLS — HTTPS to api.openai.com (and to other hosts used by installed libraries).

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§2 — "Is each firm's data private and isolated?"

YES for tenant-to-tenant isolation. The API attaches a tenant_id to work; ORM queries and file/photo paths are scoped; FAISS metadata must match the request tenant.

Concrete example — vector retrieval (app/vectorstore/faiss_wrapper.py; line numbers can shift between commits):

if meta.get("tenant_id") != tenant_id:
    continue

Every FAISS hit with a mismatched tenant_id is skipped before it becomes a search result.

Do not use a made-up count (“19 places / 10 files”). The right statement: tenant_id appears throughout app/ (API, ingestion, cache, generation, vectorstore, etc.) — we can show representative files on request.

Customer-facing (tenant vs tenant):

"Two surveying firms are isolated by tenant: API and retrieval paths are built so one tenant cannot read another tenant’s documents or index entries. That is enforced in code, not only in policy."

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§3 — "Are they in their enclosed space?"

Honest answer: Customer-controlled storage (uploads, DB, FAISS files, default local embeddings) stays on their servers or VPC when they host the stack. Content-bearing requests for LLM features are sent to OpenAI (and optionally use OpenAI embeddings) under the configuration described in §1. Images used for vision go to the same class of API when those features are enabled.

Suggested wording:

"Your reports, notes, database, and search index remain on infrastructure you control when you deploy our application there. For AI drafting and related features, the application calls OpenAI’s API over HTTPS with the data needed for that request (text, and images if you use photo/vision features). OpenAI’s training and retention rules are defined in their published terms — we cite those links in our technical pack and keep them updated."

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§4 — "Can OpenAI use our customers' data to train AI?"

Per OpenAI’s public documentation (wording can change — verify before webinars):

"By default, OpenAI does not use data from … their API platform — including inputs or outputs — for training or improving their models."

— openai.com/enterprise-privacy (confirm live text)

Do not paraphrase as “we verified in code that OpenAI never trains.” That is a vendor commitment.

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§5 — "Does OpenAI keep our customers' data forever?"

Per public docs, API logs are not kept indefinitely; exact retention and exceptions are in OpenAI’s materials. Zero Data Retention (ZDR) is a separate programme (application/approval, endpoint restrictions) — see platform.openai.com/docs/guides/your-data.

Recommendation: pursue ZDR if legal/commercial teams want the strongest contractual minimisation of retention — then quote only what OpenAI confirms in writing for your org.

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§6 — What we DON'T yet have (being honest)

Gap	Severity	Notes
Zero Data Retention	Ops / legal	Apply and validate against actual endpoints used.
Azure OpenAI	Product	Not implemented in this repo today; roadmap item if customers require UK residency on Microsoft’s stack.
Self-hosted LLM	Product	Not implemented; possible future local_llm_base_url–style integration.
Per-user ACL inside one tenant	Privacy	Same tenant_id can still see all firm reports until row-level or chunk-level user scoping exists.
Public security page	Marketing	Still worth publishing; base it on DATA_SECURITY.md after edits.
Photo / vision payloads	Disclosure	app/services/photo_vision.py and app/generator/vision_analyzer.py send images to the configured OpenAI-compatible vision API when enabled.

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§7 — What you can tell customers (fact-checked scripts)

Use §1–§3 above as the source of truth for “what stays local” vs “what goes to OpenAI.” For training/retention, read OpenAI’s current page aloud or quote verbatim.

The 30-second pitch (code-accurate)

"When you host our application on your infrastructure, your uploaded reports, your database, and your semantic index stay with you. We use a local embedding model by default so vectorisation normally stays on the same server; you can change that in configuration. For AI writing and analysis, the app calls OpenAI over HTTPS with the minimum context needed for each request—including photos if you turn on vision. Between firms, the product isolates data by tenant in the API and in vector search. Inside one firm, finer-grained per-user locks are still on our roadmap."

When they ask "where is my data?"

1. On your deployment — files, SQLite/Postgres, FAISS files, default local embeddings.
2. With OpenAI for model calls — prompts, snippets, and optional images, under their terms.
3. Elsewhere — this codebase does not add its own analytics export; your hosting provider’s logs and backups are outside this app’s control—disclose them in your deployment runbook.

When they ask "what about Firm B?"

"Another customer’s tenant id cannot read your tenant’s rows or vector metadata; FAISS results are filtered by tenant. That does not replace your own access control and IAM on who can log in as your tenant."

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§8 — Friday follow-ups

Align engineering tasks with DATA_SECURITY.md (implementation checklist and risk register), after removing references to non-existent modules in that file.

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§9 — Two documents

Document	Audience
BOSS_BRIEF_DATA_POLICY.md	Short internal brief / sales prep
DATA_SECURITY.md	Engineers — technical detail and sources

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§10 — After improvements (truthful sequencing)

• Today: Local-first storage and indexing; OpenAI for LLM (and optionally embeddings); tenant isolation in code.
• After ZDR (if approved): Stronger contractual retention story per OpenAI’s ZDR programme.
• After Azure / self-hosted work (if built): Additional deployment options—describe only once shipped.

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Code pointer for tenant filtering in FAISS: app/vectorstore/faiss_wrapper.py (search for tenant_id). OpenAI policy links: see DATA_SECURITY.md §11 — refresh before customer-facing use.