Privacy Notice

1. Who operates the Service

Probe Software Assistant is operated by Probe Software, Inc., 885 Crest Drive, Eugene, Oregon 97405, United States. Questions may be sent to support@probesoftware.com.

2. Information we collect

Depending on how you use the Service, we may collect:

• Account information: username, email address, password hash, account role, verification status, and acceptance records.
• Assistant content: questions, prompts, responses, conversation history, feedback, flags, optional screenshots or images, instrument profiles, material descriptions, and related context.
• Usage and technical information: timestamps, request counts, token and cost estimates, selected features, session identifiers, IP address, browser or user-agent information, security events, and diagnostic logs.
• Communications: support requests, account-verification messages, and other correspondence with us.

Please do not submit sensitive or confidential information unless you have authority to do so and your organization permits its processing through this Service.

3. How we use information

We use information to provide and personalize answers; maintain accounts and conversation history; authenticate users; send service messages; retrieve relevant source material; operate, secure, troubleshoot, evaluate, and improve the Service; investigate misuse; enforce our Terms; and comply with legal obligations.

Authorized Probe Software personnel may review conversations, feedback, images, and logs for support, quality evaluation, safety, security, and product improvement.

4. Service providers and AI processing

We use service providers for hosting, email delivery, security, maintenance, and AI processing. They may process information on our behalf to perform those services.

The Assistant currently uses OpenAI language models through an API. To generate an answer, Probe Software's server may send OpenAI your question, relevant conversation context, selected knowledge-base excerpts and instructions, relevant instrument or material details, and images you intentionally attach. Although you do not submit this information directly to OpenAI, it is transmitted to and processed by OpenAI through the API.

Under OpenAI's current API data policy, API data is not used to train OpenAI models unless the API customer affirmatively opts in. OpenAI may retain API prompts and responses in abuse-monitoring logs for up to 30 days by default and may retain information longer when required for safety or legal reasons. See OpenAI's current API data controls and retention documentation.

We do not sell personal information for money. We do not use personal information for cross-context behavioral advertising.

5. Cookies and sessions

We use cookies or similar browser storage that are necessary for site access, authentication, security, preferences, and interface operation. If we later add nonessential advertising or analytics technologies, we will update this notice and provide any consent controls required by law.

6. Retention

We retain account information, conversations, feedback, acceptance records, usage records, and security logs for as long as reasonably needed to operate and improve the Service, support users, protect the Service, resolve disputes, enforce agreements, and meet legal obligations. Retention periods vary by record and may include backup restoration cycles.

Removing a conversation from your visible history may not immediately erase administrative, security, feedback, backup, or legal records associated with it. OpenAI's API retention is described separately above.

7. Security and international processing

We use reasonable administrative, technical, and organizational measures intended to protect information. No internet transmission or storage system can be guaranteed completely secure. Service providers may process information in the United States or other locations where they operate, subject to their agreements with us and applicable law.

8. Your choices and rights

You may review and change certain account or instrument-profile information in Settings. You may remove conversations from your visible history. To request access, correction, deletion, account closure, or information about applicable privacy rights, contact support@probesoftware.com. We may need to verify your identity and may retain information when permitted or required by law.

9. Children

The Service is intended for adults and is not directed to anyone under 18. We do not knowingly collect personal information from children through the Service.

10. Changes to this notice

We may update this notice as the Service, providers, or legal requirements change. We will update the effective date and, for material changes, provide appropriate notice or request renewed acceptance.