Who Manages SCOUT and What It Is
SCOUT is UC Merced’s AI-powered suite of assistants designed to enhance productivity, streamline administrative workflows, and provide institution-specific support. It is managed by UC Merced OIT Services and hosted on secure infrastructure at the UC San Diego Supercomputer Center (SDSC). SCOUT uses open-source and commercial AI technologies to provide a conversational interface for accessing campus services and information.
Scope of This Privacy Statement
This Privacy Statement explains how SCOUT collects, uses, stores, and safeguards data when accessed by users affiliated with or visiting UC Merced. It applies to all interactions conducted through the SCOUT platform.
Information We Collect
We collect the following types of information when you use SCOUT:
Information you provide directly:
- Chat interactions (e.g., questions asked, thumbs-up/down feedback, and written comments).
- Optional feedback provided through system forms or ratings.
Information collected automatically:
- Browser user agent and IP address for security and performance monitoring.
- System-generated metadata related to interactions (e.g., time stamps, assistant used).
Information from other sources:
- SCOUT retrieves responses from publicly available or institutionally approved datasets. It does not ingest or process private user data from other UC systems unless explicitly approved and integrated.
Why We Collect This Information
The information collected is used for the following purposes:
- To generate responses to user queries.
- To monitor platform performance, system health, and usage trends.
- To improve response accuracy and the user experience based on anonymized feedback.
- To maintain platform security and ensure compliance with university policies.
- To support institutional planning and AI governance priorities.
Note: SCOUT does not use user prompts or interaction data to train its underlying AI models.
How We Share Information
SCOUT does not share user data with unauthorized third parties. No data is transmitted outside of UC Merced’s supported infrastructure. While some AI Assistants may use commercial AI APIs (e.g., Microsoft Azure), this occurs only within environments governed by University of California contractual agreements and data protection policies.
All third-party software components (e.g., Onyx middleware) are installed and operated on SDSC-managed servers. Onyx does not receive or process user data externally.
Safeguards to Protect Your Information
UC Merced takes multiple steps to protect information handled by SCOUT:
- Encryption: All data in transit is encrypted using industry-standard protocols.
- Access Controls: Only authorized personnel may access system logs, and personal identifiers are removed from analytical interfaces.
- Monitoring: Regular security audits, vulnerability assessments, and continuous monitoring are performed by the Office of Information Assurance.
- Governance: SCOUT operates under the AI in Administration Work Group and the Enterprise Technologies AI Services Committee, ensuring responsible data practices.
- Infrastructure Security: All services run on secured UC Merced systems at SDSC.
In the event of a data breach, UC Merced’s Incident Response Protocols will apply, including appropriate notifications and remediation measures.
Your Rights and Choices
Users have the following rights and options regarding their data:
- Data Access and Deletion: Interaction records are retained for 90 days and automatically deleted thereafter. Users also have the option to delete all of their chats at any time. To do so, click your profile icon in the upper right corner, navigate to User Settings, and select Delete All Chats.
- Responsible Use: Users should not enter confidential, personally identifiable, or sensitive data into SCOUT. Please refer to the Terms of Use for details.
- Feedback Participation: User feedback (e.g., thumbs-up/down ratings) is optional and contributes to continuous improvement.
Contact Information
For questions about privacy, data use, or governance related to SCOUT, contact:
UC Merced OIT Services ::TODO
Email: Scout@ucmerced.edu or [link https://ucmerced.service-now.com/servicehub]
