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Privacy Policy for PromptLab

Effective Date: April 10, 2025

1. Introduction

Welcome to PromptLab! This Privacy Policy describes how PromptLab ("we," "us," or "our") collects, uses, and shares information when you install and use our Google Sheets™ add-on ("Add-on"). This policy applies to the PromptLab Add-on operating within the Google Workspace™ environment and interacts with our backend services. Using the Add-on requires signup and an API key obtained from our website: https://promptlabco.com. By using the Add-on, you agree to the collection and use of information in accordance with this policy and the terms associated with your PromptLab account.

2. Contact Information

If you have any questions about this Privacy Policy or your data, please contact us at:

  • Contact Email: chandan.luthra@iiml.org

3. Information We Collect

To function, the Add-on and its related services collect the following information:

a) Information Collected via the Add-on:

  • User-Provided Input: Prompts, model names, and input/output data for cost calculation entered into the Add-on's custom formulas (`=Testprompt`, `=LLMCost`, etc.) within your Google Sheet.
  • API Key: The unique API key you obtain after signing up on our website and provide to the Add-on (e.g., via a settings menu or formula argument) for authentication.
  • Google Sheet Data (Limited Use): The Add-on requires permission to "View, modify, and share with other users spreadsheets that this application has been installed in" (`spreadsheets.currentonly` scope). However, PromptLab ONLY processes data explicitly passed into its functions (e.g., prompts, model names, API keys) and writes results back to the formula's cell. It does not arbitrarily read, store, or transmit other data from your spreadsheet.
  • Google User Information (Implicit Context): The Add-on runs under your Google account identity, but core service usage and authentication are linked to your API Key, not directly to your Google account email by the Add-on's backend.
  • Technical/Usage Information (Add-on): Anonymized data about Add-on usage (function call frequency, errors within the Sheet interface) for improvement.

b) Information Collected via Our Backend Service / Signup:

  • Account Information: Information you provide when signing up for a PromptLab account on our website, such as your name, email address, and a hashed password.
  • API Key Information: The API key(s) generated for your account.
  • LLM Interaction Data: Responses from external LLMs relayed back through our backend, data used for cost/usage/limit calculations linked to your API key.
  • Usage and Limit Data: Information about your API call consumption (`=usage`) and rate limits (`=limit`) associated with specific LLM models, tracked against your API Key on our backend servers.
  • Technical/Usage Information (Backend): Logs related to API requests to our backend (including source IP address, request time, success/error status), used for security, monitoring, and debugging.

4. How We Use Your Information

We use the collected information for the following purposes:

  • To Provide Add-on and Backend Functionality: To execute formulas, authenticate requests using your API key, process inputs, communicate between the Add-on and our backend, and return results to your Google Sheet.
  • To Authenticate and Authorize: To verify your identity and authorize requests to our backend service using your provided API Key.
  • To Interact with Our Backend API: The Add-on sends prompts, model names, and your API Key to our secure backend service.
  • To Interact with Third-Party LLM APIs (via our Backend): Our backend service uses the information received (prompts, model names) to make calls to the relevant external LLM providers on your behalf, using appropriate credentials managed by our service or linked to your account.
  • To Manage User Accounts: To create and manage your PromptLab account obtained via our website.
  • To Track Usage and Enforce Limits: To monitor API call consumption against your API Key and apply any relevant rate limits or quotas based on your account status.
  • To Calculate Costs: To provide cost estimations via the `=LLMCost` function based on input/output and model choice.
  • To Improve Services: To analyze usage patterns (typically aggregated/anonymized), diagnose errors, enhance features, and improve the performance and security of both the Add-on and our backend services.
  • To Provide Support: To assist you with issues related to your account, the Add-on, or our backend services.
  • To Communicate with You: To send important notices regarding your account, service updates, or policy changes, using the email address provided during signup.

Important Limitation: PromptLab does not use any data accessed via Google Workspace APIs (such as content within your Google Sheets) to develop, improve, or train generalized Artificial Intelligence (AI) and/or Machine Learning (ML) models.

5. Data Sharing and Third Parties

Your information is shared only as necessary to provide the service:

  • a) Our Backend Service: Data from the Add-on (prompts, model names, API Key) is necessarily sent to our backend API for processing.
  • b) External LLM Providers (via our Backend):
    CRITICAL: Our backend service sends the user-provided prompts and model information to the relevant third-party LLM providers (e.g., OpenAI, Google AI, Anthropic, etc.) to get the responses. Your use of these third-party LLMs via our service is still subject to their respective privacy policies and terms of service. We act as an intermediary, but data processed by the LLM provider is governed by their policies. We recommend you review their policies.
  • c) Google: The Add-on operates within the Google Workspace infrastructure. Google's data handling is governed by their policies.
  • d) Our Service Providers: We use third-party providers for hosting our backend API and database (e.g., PythonAnywhere, cloud database providers). They only process data as necessary to provide these infrastructure services to us.
  • e) Legal Requirements: We may disclose information if required by law or valid legal process.

6. Data Storage and Security

  • Google Sheet Data: Resides within your Google account.
  • Our Backend Service: We store your account information (name, email, hashed password), generated API Keys (stored securely, e.g., hashed or encrypted at rest), and usage/limit data linked to your API key on servers controlled by us or our hosting providers (e.g., PythonAnywhere).
  • Prompts & Responses on Our Backend: We process prompts and responses ephemerally. They pass through our backend service only to facilitate the call to the external LLM provider and are not stored on our servers.
  • External LLM Providers: Prompts and responses are processed and potentially stored by LLM providers according to their security practices and retention policies.
  • Security Measures: We implement reasonable administrative, technical, and physical security measures to protect your information stored on our backend systems. However, no system is 100% secure.

7. Data Retention

  • Account Information & API Keys: Retained as long as your PromptLab account is active.
  • Usage/Limit Data: Retained as long as necessary to provide the service and enforce limits, linked to your active API Key/account.
  • Prompts & Responses (on our Backend): Not retained by us, as stated in Section 6. Retention is governed by the external LLM provider's policies.
  • LLM Provider Data: Governed by the external LLM provider's retention policies.
  • You can typically manage your account and request deletion via our website or by contacting support. Deleting your account will remove associated API keys and usage data from our active systems, subject to backup cycles and legal requirements. Uninstalling the Add-on revokes its permissions but does not automatically delete your backend account.

8. User Rights

You have rights concerning your personal data, which may include access, correction, deletion, or restriction, depending on your jurisdiction.

  • Account Management: You can manage your account information, generate/revoke API keys, and potentially delete your account through the portal on our website.
  • Sheet Data: Managed directly within your Google Sheet.
  • LLM Data: Managed according to the policies and tools provided by the respective LLM providers.
  • Please contact us using the details in Section 2 for requests regarding data held specifically within the PromptLab backend systems.

9. Children's Privacy

Our service and the PromptLab Add-on are not intended for individuals under 16. We do not knowingly collect personal information from children.

10. Changes to This Privacy Policy

We may update this policy. Significant changes will be notified via email (to your registered address), through the Add-on, or on our website. Continued use after changes implies acceptance.

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