How GovGPT.AI handles web service data and local-only mobile app data.

1. Scope and Summary

GovGPT.AI is designed for business users who work for or support EasyBMV vendors. This policy covers both the hosted GovGPT.AI web service and any GovGPT.AI mobile app. Neither version is intended for personal, household, child-directed, healthcare, consumer credit, employment-screening, or public-benefit eligibility decisions.

2. Hosted Web Service

The GovGPT.AI web service is a hosted business application. When you sign in through the website, use web chat, manage teams, save memories, request support, or administer an organization, GovSoft and its service providers may process information as described in this policy and in any applicable written agreement with your organization.

Web service data may be stored on GovSoft systems or with service providers so we can authenticate users, maintain organization workspaces, provide AI responses, preserve chat history and memory settings, enforce role-based access, secure the platform, support users, and comply with legal and contractual obligations.

3. Mobile App: Local-Only AI Processing

The GovGPT.AI mobile app is intended to use local on-device models. That means prompts, chat history, documents, reference snippets, local memories, user corrections, model inputs, model outputs, embeddings, and in-app usage activity are processed on your device and are not transmitted to GovSoft servers.

GovSoft does not operate a mobile sync service for that local app data, does not back it up to GovSoft servers, does not use it to train hosted models, does not review it for support or analytics, and cannot recover it if it is deleted from your device.

Local mobile data may still leave your device if you choose to export, copy, paste, share, email, screenshot, print, upload, or otherwise transmit it outside the app. Your device operating system, app marketplace, mobile carrier, device backup settings, enterprise mobile-device-management tools, or third-party apps you use to share content may handle data under their own terms and privacy policies.

Device permissions, such as file access, camera, microphone, local storage, or notifications, should be used only for features you choose. Unless the app clearly asks for permission to transmit information off device, permission-enabled information is processed locally and is not sent to GovSoft.

If a future mobile feature would send in-app content, prompts, chats, memories, files, analytics, crash reports, or model activity to GovSoft or a third party controlled by GovSoft, we would update this policy and the relevant app-store disclosures before enabling that feature.

4. Information We Collect

Account and profile information

For the hosted web service, we may collect your name, work email address, password or authentication credential, role, vendor organization, team membership, invitation token, account status, and administrative settings. The local-only mobile app does not require GovSoft to collect this information unless you separately contact us, sign in to a hosted web feature, or use another feature that clearly connects to GovSoft systems.

Organization and vendor information

We may collect information about your company, vendor location, assigned administrators, team members, access permissions, usage entitlements, and support contacts.

Chat, prompt, document, and memory information

For the hosted web service, we collect the prompts, questions, uploaded or pasted content, chat history, AI responses, feedback, corrections, saved memories, personalization settings, and context you provide or authorize GovGPT.AI to use. For the mobile app, that same category of content is processed locally on your device and is not collected by GovSoft unless you choose to send it to us outside the app, such as in a support request.

Usage, device, and security information

For the hosted web service, we may collect IP address, browser type, device identifiers, pages viewed, timestamps, session activity, authentication events, audit logs, error logs, performance data, and other information needed to operate and secure the service. For the local-only mobile app, GovSoft does not collect in-app analytics, prompt logs, usage logs, local crash content, or model activity. App marketplaces or operating systems may provide developers with aggregated or diagnostic information under their own controls.

Support and communications

If you contact us, request access, submit a form, or communicate with support, we collect the information you provide and our responses. If you voluntarily include mobile app content in a support message, GovSoft will process that support message as communication data.

Cookies and similar technologies

The hosted web service may use cookies, local storage, or similar technologies for authentication, session management, security, preferences, analytics, and service performance. The local-only mobile app may store content and settings locally on your device to operate the app, but those local stores are not synced to GovSoft servers. We do not use these technologies to sell personal information or for cross-context behavioral advertising.

5. How We Use Information

We use information for the following purposes:

• Provide, maintain, secure, and improve GovGPT.AI.
• Authenticate users, manage invitations, and administer vendor teams.
• Generate AI responses, retrieve relevant documentation, and provide chat functionality.
• Maintain user-controlled memory, preferences, and personalization settings.
• Show transparency signals about data used in AI responses.
• Detect, prevent, investigate, and respond to security incidents, fraud, abuse, policy violations, and unauthorized access.
• Provide support, training, troubleshooting, account notices, and administrative communications.
• Analyze aggregate and deidentified usage trends to improve reliability, accessibility, quality, and performance.
• Comply with contracts, law, legal process, audits, and government or regulatory requests.

For the local-only mobile app, GovSoft does not use local prompts, chats, memories, documents, embeddings, model inputs, model outputs, or in-app activity because GovSoft does not receive them.

6. AI Processing, Model Providers, and Memory

GovGPT.AI uses artificial intelligence to assist users with vendor workflows, procedures, documentation, and operational questions. To provide this functionality, prompts, chat content, retrieved context, user memories, and response feedback may be processed by GovSoft systems and by model or infrastructure providers acting on our behalf.

Where available and commercially reasonable, we configure AI model providers so customer content is not used to train provider foundation models unless your organization has expressly agreed or opted in. Specific retention, logging, and model-processing terms may depend on the applicable order form, data processing agreement, or service configuration.

GovGPT.AI memory features are intended to be transparent and user controlled. You or your organization may be able to view, update, disable, export, or delete memories, subject to role permissions, legal obligations, security needs, and contractual retention requirements.

AI responses may be incomplete, outdated, or inaccurate. Users are responsible for validating outputs against authoritative laws, rules, agency materials, vendor manuals, and internal policies before relying on them.

Mobile app AI processing

In the mobile app, AI processing is designed to occur on device using local models. GovSoft does not receive mobile model prompts, responses, embeddings, chat history, local memories, or app activity, and therefore does not use mobile app activity to train, fine-tune, evaluate, or improve hosted AI models.

7. How We Disclose Information

We may disclose information in the following circumstances:

• Within your organization. Vendor administrators and authorized team members may access account activity, team settings, organization usage, and content according to their permissions.
• Service providers. We may share information with hosting, security, analytics, customer support, communications, database, AI model, and infrastructure providers that process information for us.
• Legal and compliance needs. We may disclose information to comply with law, legal process, audits, regulatory inquiries, contractual obligations, or to protect rights, safety, and security.
• Business transactions. Information may be disclosed or transferred in connection with a merger, acquisition, financing, reorganization, sale of assets, or similar transaction.
• With consent or direction. We may disclose information when you or your organization directs us to do so.

We do not sell personal information, and we do not share personal information for cross-context behavioral advertising as those terms are commonly used in U.S. state privacy laws.

For the local-only mobile app, GovSoft cannot disclose local prompts, chats, documents, memories, model inputs, model outputs, embeddings, or in-app activity because GovSoft does not collect or receive that data.

8. App Store and Platform Disclosures

Apple and Google require developers to provide accurate privacy disclosures for mobile apps. If the GovGPT.AI mobile app operates as described here and does not transmit user data to GovSoft or third-party partners, GovSoft expects the app-store disclosures to reflect that GovSoft does not collect or share user data from the mobile app.

If the mobile app includes third-party SDKs, analytics, crash reporting, network features, sign-in features, cloud backup, push notifications, or support tooling that collects or transmits user data, those practices must be reviewed and disclosed in the applicable app-store privacy labels, data safety forms, and in this policy before release.

Any mobile diagnostic or crash reporting tool, if added later, must be configured so it does not transmit prompts, files, chats, generated outputs, embeddings, or local memory unless the policy, app-store disclosures, and any required in-app notices are updated first.

9. Customer Data Roles

GovSoft may act as a service provider, processor, or vendor to the organization that gives you access to GovGPT.AI. In that situation, your organization may be responsible for determining the purposes and means of processing certain customer content or user account data. Your organization may also control whether accounts, memories, chat history, and logs are retained, exported, or deleted.

If there is a separate written agreement between GovSoft and your organization, that agreement controls in the event of a conflict with this Privacy Policy.

10. Privacy Rights and Choices

Depending on where you live and how you use the service, you may have rights to request access to personal information, correction of inaccurate information, deletion, portability, restriction, objection, opt-out of certain processing, or appeal of a denied request.

California residents may have rights to know, access, delete, correct, opt out of sale or sharing, limit use of sensitive personal information, and not be discriminated against for exercising privacy rights. Residents of Colorado, Virginia, Connecticut, Texas, Oregon, and other states may have similar rights, including access, correction, deletion, portability, and opt-out rights for targeted advertising, sale of personal data, or certain profiling.

To exercise rights, contact us at [email protected]. We may need to verify your identity and authority before completing a request. If your account is managed by a vendor organization, we may refer your request to that organization or coordinate with its administrator.

You can also control certain account settings, memory settings, communication preferences, and cookies through the service or your browser. Browser-level opt-out signals may be honored where required by applicable law and technically feasible for the service.

For local-only mobile app data, GovSoft cannot access, export, correct, or delete content that never leaves your device. You can manage local mobile data through the app controls, device settings, operating system storage controls, backup settings, or by uninstalling the app, subject to your device platform's behavior.

11. Children

GovGPT.AI is a business service and is not directed to children under 13. Users must be at least 18 years old, or the age of majority in their jurisdiction, and authorized to use the service on behalf of their organization. We do not knowingly collect personal information from children under 13.

12. Retention and Security

We retain information for as long as needed to provide the service, maintain account history, support vendor operations, comply with legal or contractual obligations, resolve disputes, enforce agreements, prevent fraud and abuse, maintain audit logs, and improve reliability. Retention periods may vary by data type, organization settings, contract terms, and legal requirements.

We use administrative, technical, and organizational safeguards designed to protect information, including access controls, authentication controls, audit logging, encryption in transit, vendor review, and security monitoring. No system is perfectly secure, and we cannot guarantee that unauthorized access, loss, misuse, or disclosure will never occur.

Mobile app content remains on your device unless you choose to move it elsewhere. GovSoft does not set a server-side retention period for local-only mobile content because GovSoft does not receive it. You are responsible for device security, device access controls, local backups, operating system updates, and deletion of local app data when appropriate.

13. Data Transfers

GovSoft is based in the United States. If you access GovGPT.AI from outside the United States, your information may be processed in the United States or other jurisdictions where GovSoft or its service providers operate. Where required, we use appropriate transfer mechanisms and contractual safeguards.

14. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will update the "Last updated" date and provide additional notice where required by law or contract. Your continued use of GovGPT.AI after the updated policy becomes effective means the updated policy applies to your use of the service.

15. Contact Us

GovSoft, LLC
8472 Washington St STE 309
Chagrin Falls, OH 44023
Email: [email protected]
Phone: (614) 972-0000