ID8 Partner Agent Privacy Policy

ID8 Partner Agent

Effective: 2026-03-26

Overview

At Indiana University (IU), we are committed to protecting the privacy and confidentiality of personal information entrusted to us. By accessing and using IU's services, you acknowledge and consent to the practices described in our global privacy statement here: https://privacy.iu.edu/privacy/global.html.

For additional information outlining how Indiana University collects, uses, and safeguards personal information obtained specifically through the ID8 Partner Agent, please also review the information below.

Continued use of our website indicates consent to the collection, use, and disclosure of this information as described in this notice.

Visitors to other IU websites should review the privacy notices for the sites they visit, as other units at the university may collect and use visitor information in different ways. Indiana University is not responsible for the content of other websites or for the privacy practices of websites outside the scope of this notice.

Changes

Because Internet technologies continue to evolve rapidly, Indiana University may make appropriate changes to this notice in the future. Any such changes will be consistent with our commitment to respecting visitor privacy, and will be clearly posted in a revised privacy notice.

Collection and Use

Passive/Automatic Collection

When you view pages on our site, the web server automatically collects certain technical information from your computer and about your connection. This information is outlined in the IU Privacy statement.

In addition to any information outline in the global statement, our server and/or site collects the following:

• The date and time of visit
• The duration of visit

This technical information is retained in detail for up to 730 days.

Some technical information is retained in aggregate for up to 180 days.

Active/Manual/Voluntary Collection

In addition to the technical information about your visit described above (or cookies, described below), we may ask you to provide information voluntarily, such as through forms or other manual input. We might ask for you to provide this information in order to make products and services available to you, to maintain and manage our relationship with you, including providing associated services or to better understand and serve your needs. This information is generally retained as long as you continue to maintain a relationship with us. Your providing this information is wholly voluntary. However, not providing the requested information (or subsequently asking that the data be removed) may affect our ability to deliver the products or service for which the information is needed. Providing the requested information indicates your consent to the collection, use, and disclosure of this information as described in this notice. Information we may actively collect could include:

• Information volunteered by the visitor, such as preferences, survey information and/or site registrations
• Conversational inputs (prompts) are collected anonymously. Users are advised not to include personally identifiable information (PII) in their messages, as all inputs are stored in chat transcripts for service quality review.

Information Usage

This information is:

• Used for internal review and is then discarded
• Strictly for service quality assurance, technical troubleshooting, and the ongoing improvement of the ID8 Partner Agent's conversational accuracy.

Additional Information Related to Information Collection

Information Specific to the ID8 Partner Agent:

Conversational Data:

As an unauthenticated service, this chatbot does not collect names, emails, or credentials. However, the full text of your chat (prompts and responses) is recorded in a transcript for service quality, troubleshooting, and to improve the accuracy of the AI responses.

AI Accuracy & Responsibility:

This service utilizes generative artificial intelligence. Responses are generated based on available disability resources and are provided for informational purposes only. They do not constitute legal, medical, or professional advice.

Data Privacy Boundary:

All chat data is processed within Indiana University's secure Enterprise cloud environment. User inputs are not used to train global AI models.

User Conduct:

Users should be mindful of the information they choose to share and avoid entering sensitive personal details.

Information Sharing

We may share aggregate, non-personally identifiable information with other entities or organizations.

Except as described in the IU Privacy statement, we will not share any information with any other entities or organizations for any reason.

Except as provided in the sections below, we do not attempt to use the technical information discussed in this section to identify individual visitors.

Additional Information Related to Information Use

Product Improvement and Data Management:

Internal Quality Assurance:

Anonymized chat transcripts are reviewed by the IIDC project team solely for the purpose of technical troubleshooting, improving the accuracy of AI-generated responses, and identifying resource gaps within the disability community.

Non-Research Use:

These transcripts are used for internal product development and service evaluation; they are not used for formal academic research or public study.

No External Training:

Your inputs are processed within Indiana University's secure Enterprise cloud environment. We do not share your conversational data with any third parties-including AI model providers-for the purpose of training global machine learning models.

Data Lifecycle:

While automated system logs are cleared on a 30-day cycle, the IIDC maintains an internal archive of anonymized transcripts for long-term product improvement. This data is stored in encrypted, IU-managed environments and is never sold or used for marketing.

Cookies

For more information on how we use cookies, please review the IU Privacy statement.

Children

This site is not directed to children under 13 years of age, does not sell products or services intended for purchase by children, and does not knowingly collect or store any personal information, even in aggregate, about children under the age of 13. We encourage parents and teachers to be involved in children's Internet explorations. It is particularly important for parents to guide their children when they are asked to provide personal information online.

Use of Third Party Services

Our website does not utilize web analytics services beyond what is noted in the IU Privacy statement.

Additional Information Related to the Use of Third Party Services

Information on AI Services:

This website utilizes Microsoft Copilot Studio, a virtual agent AI chatbot. This service is provided through Indiana University's enterprise agreement with Microsoft, which includes enterprise data protection (EDP). Unlike public AI tools, your interactions with this chatbot are protected:

Data Privacy:

Your prompts and responses are not used by Microsoft to train their global AI models.

Secure Processing:

All data is processed within IU's secure organizational boundary.

For more information on how Microsoft handles data within these enterprise services, please visit the Microsoft Trust Center (Reference: https://www.microsoft.com/en-us/trust-center/privacy.)

Security

Due to the rapidly evolving nature of information technologies, no transmission of information over the Internet can be guaranteed to be completely secure. While Indiana University is committed to protecting user privacy, IU cannot guarantee the security of any information users transmit to university sites, and users do so at their own risk.

• We have appropriate security measures in place in our physical facilities to protect against the loss, misuse, or alteration of information that we have collected from you at our site.
• Once we receive user information, we will use reasonable safeguards consistent with prevailing industry standards and commensurate with the sensitivity of the data being stored to maintain the security of that information on our systems.
• We will comply with all applicable federal, state and local laws regarding the privacy and security of user information.
• This service utilizes Indiana University's Microsoft 365 Enterprise environment. All data is protected by EDP standards, ensuring that chat inputs are encrypted in transit and at rest. Furthermore, your interactions are isolated within IU's private organizational tenant and are never used to train global third-party AI models.

Links to non-university sites

Indiana University is not responsible for the availability, content, or privacy practices of non-university sites. Non-university sites are not bound by this site privacy notice policy and may or may not have their own privacy policies.

Privacy Notice Changes

From time to time, we may use visitor information for new, unanticipated uses not previously disclosed in our privacy notice.

We will post the policy changes to our Website to notify you of these changes, but only data collected from the time of the policy change forward will be used for these new purposes. If you are concerned about how your information is used, you should check back at our Website periodically.

Visitors may prevent their information from being used for purposes other than those for which it was originally collected by:

• Sending us email at the listed address
• Users may also decline to use the chatbot interface if they do not agree with the terms outlined in this notice.

Supplemental Information

AI Usage and User Responsibility

Nature of the Service:

ID8 is an automated AI-powered assistant designed to help users understand and navigate disability-related resources. It prioritizes responses based on trusted institutional and publicly available sources. In cases where specific information is not available, the system may generate responses using general AI capabilities. Responses are provided for informational purposes only and do not constitute medical, legal, or professional advice.

Use of Chat Data:

Chat interactions may be securely stored and reviewed to improve system performance, quality, and evaluation. Data is not linked to individual user identities, but may be analyzed in aggregate or at the organizational level to understand usage patterns and improve the service.

Privacy by Design:

This service is provided as an unauthenticated tool to support user privacy. We do not require personal accounts or identification to use ID8.

User Guidance:

We recommend that users avoid entering sensitive personal information (such as Social Security numbers, medical records, or financial details) when using the chat.

Verification of Information:

While we strive to provide accurate and relevant information, responses may not always be complete or up to date. Users are encouraged to verify important information-such as contact details or eligibility requirements-with the original source provided. ID8 is designed to provide accessible, easy-to-understand information for a wide range of users, including individuals with disabilities and their families.

Contact Information

If you have questions or concerns about this policy, please contact us.

If you feel as though this site's privacy practices differ from the information stated, you may contact us at the listed address or phone number.

If you feel that this site is not following its stated policy and communicating with the owner of this site does not resolve the matter, or if you have general questions or concerns about privacy or information technology policy at Indiana University, please contact the chief privacy officer through the University Information Policy Office, 812-855-UIPO, privacy@iu.edu.