LibreChat is a generative AI tool that allows users to interact with Generative AI Models, including Large Language Models (LLM), for research and learning purposes. This page provides the Terms of Service and Privacy Policy for the LibreChat pilot at OU Libraries.

Terms of Service

Eligibility and Access

• The LibreChat pilot is available only to University of Oklahoma faculty, staff, and students.
• Access requires onboarding through OU Libraries or participation in an OU Libraries workshop.
• Non-university affiliates are not eligible to participate in the pilot.

Purpose of the Pilot

The LibreChat pilot is an experimental service operated by OU Libraries (“the Library”) to:

• Gauge the usefulness of generative AI tools for research and learning.
• Support workshops, instruction, and learning activities.
• Assess the value of the platform for potential future services.

This pilot is not an official production service. Features, availability, and policies may change without notice.

Data Handling

Data practices for the LibreChat pilot are described in the Privacy Policy. Key points include:

• User prompts, responses, account identifiers, and usage metrics may be collected.
• Aggregated and de-identified usage data may be used for reporting, publications, and promotion of the Library.
• Data may be transmitted to third-party Large Language Model providers (e.g., AWS Bedrock, NRP) for processing.
• Users are responsible for backing up any data they use or produce during the pilot.

Acceptable Use

Users must:

• Comply with all applicable laws, University policies, and University of Oklahoma IT acceptable use standards.
• Not submit or process protected or sensitive data, including but not limited to:
  • FERPA-protected student information
  • HIPAA-regulated health information
  • Social Security Numbers
  • Confidential or proprietary research data
• Not use LibreChat for unlawful or prohibited activities.

Accuracy of Responses

LibreChat generates outputs from third-party AI models.

• Responses may be inaccurate, incomplete, or biased.
• Users are responsible for critically evaluating outputs and verifying accuracy.
• The Library does not guarantee correctness or appropriateness of generated content.

Pilot Duration and Termination

• The pilot will continue until initial funding ends, at which time it will be reassessed for continuation.
• The Library reserves the right to suspend or terminate the pilot, or individual user access, at any time and for any reason.

Disclaimers and Limitation of Liability

• As-Is Service: LibreChat is provided “as is” and “as available” without warranties of any kind.
• No Warranty: The Library makes no representations or guarantees about availability, reliability, or accuracy.
• Limitation of Liability: The Library and the University of Oklahoma are not liable for any direct, indirect, incidental, or consequential damages resulting from use of LibreChat.
• Users are solely responsible for maintaining backups of any data they create or use within the system.

Governing Law

These Terms of Service are governed by the laws of the State of Oklahoma and applicable University of Oklahoma policies.

Privacy Policy

This privacy policy explains how OU Libraries (“the Library”) collects, uses, and protects information from users of the LibreChat pilot.

Information We Collect

When you use LibreChat, the following information may be collected and stored:

• Account identifiers: Your university login information, including your name and email address.
• User-supplied prompts and data: The text you enter into LibreChat, including questions, instructions, or uploaded content.
• System responses: The outputs generated by the AI model in response to your prompts.
• Usage metrics: Information such as session activity, frequency of use, and basic technical logs (e.g., timestamps, error messages).

How We Use Your Information

Your information is used for the following purposes:

• Providing services: Sending your prompts to external Generative AI Models and returning responses.
• Troubleshooting and support: Library staff may access stored prompts, responses, and metrics to resolve technical issues.
• Assessment and reporting: Aggregated and de-identified usage data may be used to evaluate the pilot program, for publication, or for promotion of the Library’s services.

Data Sharing with Third Parties

LibreChat connects with third-party AI model providers to generate responses:

• Amazon Web Services (AWS) Bedrock
• National Research Platform (NRP) hosted LLMs

Your prompts and supplied data may be transmitted to these providers for processing. These providers may temporarily handle your data to generate responses, but do not retain it beyond their stated processing requirements. The Library cannot control or guarantee the data handling practices of these external providers.

Data Storage and Access

• All user data, prompts, and metrics are stored within the Library’s AWS private cloud environment.
• Access to stored data is restricted to authorized Library staff and system administrators.
• Data is retained only as long as necessary to support pilot operations and assessment.

Confidentiality and Limitations

While the Library takes measures to protect your information, please note:

• Do not enter protected or sensitive data (e.g., Social Security Numbers, medical records, FERPA-protected student information, or confidential research data).
• This system is not approved for the storage or processing of protected data under university data classification policies.
• Users are responsible for familiarizing themselves with and following University of Oklahoma policies regarding protected data.
• Library staff may view prompts, responses, and account identifiers for troubleshooting and service evaluation.
• Transmissions to AWS Bedrock and NRP are subject to those providers’ privacy and security practices.

Security

The Library employs administrative, technical, and physical safeguards to protect stored data, including role-based access controls and encryption. However, no system can guarantee absolute security.

Pilot Program Notice

This application is part of a pilot project. Features, data practices, and retention policies may change based on assessment results and institutional requirements. Users will be notified of significant changes to this policy.

For questions about the LibreChat pilot, please contact:
University Libraries – Digital Scholarship and Data Services
Email: dsds@ou.edu