Documentation

Privacy Controls

Documentation

Accessing EveryAnswer

Features and Functionalities

Security and Privacy

Troubleshooting and Support

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.

Frequently Asked Questions

How are data and privacy settings managed?
Admins have detailed settings to manage who can see and interact with each Expert, with robust privacy controls to protect sensitive information. Extensivve control over data security and privacy settings is also possible workspace-wide.
What is the purpose of EveryAnswer's privacy controls?
EveryAnswer's privacy controls allow organizations to customize settings to meet specific needs while maintaining user trust and complying with data protection regulations.
Can users delete their conversation history on EveryAnswer?
Yes, users on EveryAnswer can delete their conversation history, which allows them to control stored data and remove sensitive information. This feature is enabled by default, but can be disabled by administrators if required.
What are the potential risks when admins can view user conversations?
Potential risks include unintentional identification of users through contextual information, exposure of sensitive data, discrimination concerns, and potential impact on user trust.
What should organizations consider before enabling admins to view conversations?
Organizations should consider the privacy settings for the purpose and audience of each Expert. Concerns may include identity concealment, the risk of exposing sensitive data, discrimination concerns, legal and compliance obligations, and the potential impact on user trust.
How are conversations handled for authenticated users?
For authenticated users, conversations are linked to their accounts and are viewable in their conversation history unless this feature is disabled by the admin.
What is the default setting for storing conversation history on EveryAnswer?
The default setting for storing conversation history in EveryAnswer is enabled.
How is user anonymity preserved for public access conversations?
When Experts are accessed via via shareable links or website embedding, no login is required. As there is no user authentication, these conversations are not linked to specific users, thereby preserving anonymity. If using the form feature, contents of forms will be shown in Conversation History, which could lead to the identification of the user.
What is recommended regarding admin access to user conversations?
It is recommended to grant admin viewing privileges only to essential personnel and for specific, justified purposes.
Can users control what data is stored by deleting their conversations?
Yes, users have control over what data is stored by deleting their conversation history, which allows them to remove any sensitive information if needed.
What happens when conversation history storage is disabled for authenticated users?
When conversation history storage is disabled, authenticated users' conversations are not saved and therefore cannot be viewed in their conversation history.
Last Updated:
August 30, 2024