Admin Bud-E

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Privacy & EU Regions ​

Admin Bud-E is designed with privacy-first principles, making it suitable for GDPR-compliant deployments in schools, universities, and public institutions.

Core Privacy Principles ​

1. Local Conversation Storage ​

Conversation history stays in the user's browser.

  • Chats are stored in browser local storage
  • Never sent to the middleware server
  • Never logged or archived server-side
  • User can clear at any time (browser data/cache)

TIP

This is the key privacy feature. The middleware acts purely as a request broker and accountant, not a chat database.

2. Minimal Personal Data ​

Admin Bud-E requires no personal identifiers:

  • No real names
  • No email addresses
  • No phone numbers
  • No birthdates

What is stored:

  • Username (arbitrary identifier like student-00123 or class-5a)
  • API key (random token)
  • Credit balance
  • Usage metadata (tokens, timestamps, costs)

INFO

You can issue keys to groups (e.g., class-5a) instead of individuals, further minimizing personal data.

3. No Vendor Lock-In ​

Users don't create accounts with external AI providers (Google, OpenAI, etc.). The middleware uses your organization's API keys, so:

  • Users remain anonymous to providers
  • No individual tracking by vendors
  • Easier to switch providers
  • Centralized control

GDPR Compliance ​

For educational use, typical legal bases are:

  1. Public Interest (Art. 6(1)(e) GDPR) — Schools performing public education tasks
  2. Legitimate Interest (Art. 6(1)(f) GDPR) — Organizations pursuing educational goals
  3. Consent (Art. 6(1)(a) GDPR) — If required by your DPO

WARNING

Consult your Data Protection Officer (DPO) to determine the appropriate legal basis for your context.

Data Minimization ​

Admin Bud-E minimizes data collection:

Stored:

  • Username (pseudonymous)
  • Usage metadata (tokens, time, cost)
  • API key (random)

Not stored:

  • Chat content
  • IP addresses (optional: can be logged for security, but not required)
  • User-identifiable information

Right to Access (Art. 15 GDPR) ​

Users can request:

  • Their usage logs
  • Credit balance history
  • Associated metadata

How to fulfill:

  1. Export usage report filtered by username
  2. Provide in human-readable format (CSV + explanation)

Right to Erasure (Art. 17 GDPR) ​

Users can request deletion of:

  • Their account
  • Usage logs

How to fulfill:

  1. Navigate to Users → Delete user
  2. Optionally anonymize usage logs (replace username with deleted-user-XXX)

INFO

Some jurisdictions require retaining aggregated usage data for accounting. Consult your DPO on anonymization vs. deletion.

Right to Data Portability (Art. 20 GDPR) ​

Users can request their data in machine-readable format.

How to fulfill:

  1. Export usage report as CSV
  2. Include:
    • Username
    • Timestamps
    • Tokens/characters/duration
    • Credits spent

Data Retention ​

Define and communicate your retention policy:

Example policy:

  • Usage logs: 12 months
  • Anonymized aggregates: 5 years (for budgeting)
  • User accounts: Deleted 6 months after last activity

Implement automatic deletion:

  • Schedule monthly cleanup job
  • Archive old data before deletion (if required)

EU Data Residency ​

For GDPR compliance, keep data processing within the EU.

Middleware Server Location ​

Recommendation: Host in EU datacenter

Options:

Benefits:

  • Data doesn't leave EU
  • Lower latency for EU users
  • Simpler compliance

AI Provider Regions ​

Choose providers with EU data processing:

EU Regions:

  • europe-west1 (Belgium)
  • europe-west3 (Frankfurt, Germany)
  • europe-west4 (Netherlands)
  • europe-west9 (Paris, France)

How to configure:

  1. When creating your Vertex provider in Admin Bud-E, set Region to one of the above
  2. Requests are routed to that region's endpoints
  3. Data processing happens in the EU

References:

Mistral AI (EU Provider) ​

Location: France (EU company, EU infrastructure)

Benefits:

  • Founded in France, subject to GDPR
  • Data processing in EU
  • Strong privacy commitments

Reference: Mistral AI Trust Center

Other Providers ​

Together AI:

  • Check their Data Processing Agreement (DPA)
  • May route through US datacenters (verify)

OpenAI:

DANGER

Always verify with the provider's documentation and DPA where data is processed.

Data Processing Agreements (DPAs) ​

For GDPR, you need a DPA with each AI provider.

What is a DPA? ​

A legal contract specifying:

  • Where data is processed
  • How long data is retained
  • Security measures
  • Sub-processors (if any)
  • Your rights as data controller

How to Obtain DPAs ​

Google Cloud:

  1. Sign in to Google Cloud Console
  2. Navigate to Privacy → Data Processing Amendment
  3. Accept online (legally binding)

Mistral AI:

  • Available on request from their support
  • Check Trust Center for standard terms

Others:

  • Check provider website under "Legal," "Privacy," or "Enterprise"
  • Contact sales for enterprise DPA

TIP

Keep signed DPAs on file. Your DPO may request them during audits.

TTS and ASR Considerations ​

Text-to-Speech (TTS) ​

Data sent to provider:

  • Text to be spoken (e.g., "Hello, how are you?")
  • Voice parameters (language, gender, pitch)

Privacy risk: Moderate

  • Text may contain sensitive info (depends on use case)
  • No conversation history (one-off synthesis)

Mitigation:

  • Use EU-based TTS (Google Cloud TTS in EU region)
  • Educate users not to synthesize personal data
  • Review DPA terms on data retention

Automatic Speech Recognition (ASR) ​

Data sent to provider:

  • Audio file (user's voice recording)
  • Language parameters

Privacy risk: Higher

  • Voice is biometric data (special category under GDPR Art. 9)
  • May contain sensitive content

Mitigation:

  • Use EU-based ASR
  • Inform users that voice is processed
  • Ensure DPA covers biometric data
  • Minimize retention (transcribe and delete audio)
  • Consider on-device ASR (Whisper local models) for highest privacy

WARNING

Voice recordings are special category data under GDPR. Extra safeguards required. Consult your DPO.

User Notifications ​

What to Tell Users ​

Required disclosures (GDPR Art. 13):

  1. Who is responsible: Your organization (data controller)
  2. What data is collected:
    • Usage metadata (tokens, timestamps)
    • No chat content stored server-side
  3. Why (purpose):
    • Provide AI assistant services
    • Track usage and credits
  4. Legal basis: (e.g., public interest, legitimate interest)
  5. How long data is kept: (your retention policy)
  6. Their rights:
    • Access, correction, deletion
    • Objection, data portability
  7. How to exercise rights: Contact your admin/DPO
  8. Data transfers: If using non-EU providers, disclose and explain safeguards

Sample Privacy Notice (Short) ​

Admin Bud-E Privacy Notice

We use Admin Bud-E to provide AI assistant services. When you make requests:

  • Your conversations stay in your browser (not stored on our servers).
  • We log usage data (tokens, time, cost) to manage credits.
  • We use Google Vertex AI (EU region: Belgium) to process requests.
  • Your data is kept for 12 months, then deleted.

You can request access, correction, or deletion by emailing [privacy@yourschool.edu].

For full details, see [link to full privacy policy].

Where to Publish ​

  • School website
  • Admin Bud-E login page (link at bottom)
  • User onboarding email
  • Classroom materials

Security Measures ​

Encryption ​

In transit:

  • Always use HTTPS (TLS 1.2 or higher)
  • Ensure reverse proxy (Caddy/Nginx) has valid certificate

At rest:

  • Database encryption (if supported by your deployment)
  • Backups should be encrypted

Access Control ​

Admin accounts:

  • Strong passwords (min 12 characters, mixed case, symbols)
  • Rotate passwords every 90 days
  • Limit number of admins (principle of least privilege)

API keys:

  • Generated securely (high entropy)
  • Stored hashed (if feature available)
  • Rotate on compromise

Logging ​

Security logs:

  • Admin logins
  • Failed authentication attempts
  • User creation/deletion
  • Credit adjustments

Audit trail:

  • Who made changes
  • When
  • What changed

TIP

Keep security logs separate from usage logs. Retain for at least 12 months.

Sub-Processors ​

Under GDPR, you must disclose sub-processors (third parties that process data).

For Admin Bud-E, typical sub-processors:

  1. AI Provider (e.g., Google Vertex AI)

    • Purpose: Generate AI responses
    • Location: EU (if configured)
    • DPA: Yes (Google Cloud Platform DPA)

  2. Hosting Provider (e.g., Hetzner)

    • Purpose: Host middleware server
    • Location: Germany (or other EU country)
    • DPA: Yes (Hetzner DPA)

Maintain a list:

  • Name
  • Purpose
  • Location
  • DPA status

Update when adding providers.

Cookies and Tracking ​

Admin Bud-E typically uses:

Session cookies (essential):

  • Admin login session
  • Required for functionality
  • No consent needed (ePrivacy Directive exception)

Local storage (in user browser):

  • Conversation history (user-controlled)
  • User preferences
  • Consent choices (if applicable)

No tracking cookies:

  • No analytics (unless you add Google Analytics or similar)
  • No advertising
  • No third-party trackers

INFO

If you add analytics (Google Analytics, Matomo, etc.), you must:

  1. Update privacy notice
  2. Obtain consent (if required by ePrivacy Directive)
  3. Anonymize IPs

Data Breach Response ​

If a data breach occurs:

  1. Assess severity:

    • What data was accessed? (usernames, usage logs, API keys?)
    • How many users affected?
    • Risk of harm?

  2. Notify DPO immediately (within hours)

  3. Contain breach:

    • Revoke compromised API keys
    • Patch vulnerability
    • Secure backups

  4. GDPR notification requirements:

    • Supervisory authority: Within 72 hours (if high risk)
    • Affected users: Without undue delay (if high risk to them)

  5. Document:

    • What happened
    • Actions taken
    • Lessons learned

DANGER

Failure to report a breach can result in fines up to €10 million or 2% of global turnover (GDPR Art. 83).

Checklist for GDPR Compliance ​

Use this checklist before launching:

  • [ ] Middleware server hosted in EU
  • [ ] AI providers use EU regions (Vertex, Mistral, etc.)
  • [ ] DPAs signed with all providers
  • [ ] Privacy notice published and linked
  • [ ] Data retention policy defined
  • [ ] User rights procedures documented (access, deletion)
  • [ ] Security measures implemented (HTTPS, strong passwords)
  • [ ] Sub-processor list maintained
  • [ ] Admin access restricted (principle of least privilege)
  • [ ] Backup encryption enabled
  • [ ] Data breach response plan documented
  • [ ] DPO consulted (if required)
  • [ ] Legal basis determined

Next Steps ​

Admin Bud-E / Bud-E / School Bud-E are developed by LAION e. V. (non-profit). Useful links: Hosted frontend · Middleware repo · Frontend repo · LAION blog