Privacy Policy for THRM-200 Custom GPT Assistant

Last Updated: October 28, 2025

1. Introduction

Rothmere Holdings ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and safeguard information when you interact with the THRM-200 Thermodynamics Assistant (the "GPT"), a custom OpenAI GPT available on the ChatGPT platform.

2. Information Collection

2.1 Information We Collect

The GPT may collect the following types of information:

Conversation Data: Messages, questions, and interactions with the GPT
Usage Patterns: How you interact with the GPT, topics discussed, and features used
API Usage: Requests made to course materials API (file names, search queries, module access)
Course Material Access: Which course files and modules you access through the GPT

2.2 How We Collect Information

Through OpenAI: Via ChatGPT platform when you interact with the GPT
Direct API Calls: When the GPT accesses course materials via our API endpoints
Automatically: Through OpenAI's infrastructure and our deployed services

3. Use of Information

3.1 Primary Purpose

We use collected information to:

Provide educational assistance for THRM-200-SA1 Introduction to Thermodynamics course
Respond to your questions and requests
Deliver course materials and resources
Improve the GPT's functionality and educational support
Monitor usage for service improvement

3.2 Data Processing

All conversation data and interactions are processed through OpenAI's secure infrastructure. We do not store your conversations directly; this is handled by OpenAI in accordance with their privacy policy.

4. Third-Party Services

4.1 OpenAI

The GPT operates on OpenAI's ChatGPT platform. Your interactions with the GPT are subject to OpenAI's Privacy Policy and Terms of Service. We recommend reviewing OpenAI's privacy practices at openai.com/privacy.

4.2 Vercel Hosting

Our API infrastructure is hosted on Vercel. Vercel's privacy policy applies to API request data: vercel.com/legal/privacy-policy

5. Data Security

Encryption: All API communications use HTTPS encryption
Access Controls: API endpoints have appropriate access restrictions
Secure Storage: Course materials are stored securely and accessed only when needed
No Personal Data Storage: We do not intentionally store personal identifying information

6. Your Rights and Choices

6.1 Access

You have the right to access your conversation history through OpenAI's ChatGPT platform.

6.2 Control

You can:

Choose what information to share in conversations
Control your ChatGPT account settings and privacy preferences
Delete conversation history through OpenAI's interface
Opt out of using the GPT at any time

6.3 Deletion

To delete your conversation data, use OpenAI's delete conversation feature in ChatGPT. We do not maintain separate copies of your conversations.

7. Educational Data

7.1 Course Materials Access

When you use the GPT, it may access course materials through our API. This includes:

File listings and searches
Content retrieval for educational purposes
Module and lesson information

7.2 Purpose Limitation

All course material access is for educational support only. We do not use this information for commercial purposes or share it with third parties beyond necessary service providers.

8. Data Retention

Conversations: Retained by OpenAI per their retention policy
API Logs: Standard server logs retained for security and debugging (typically 90 days)
Analytics: Aggregated, anonymized usage data may be retained for service improvement

9. Children's Privacy

This GPT is intended for educational use by students enrolled in THRM-200-SA1. If you are under 18, your use of this service should be with parental or guardian awareness and compliance with OpenAI's age requirements.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify users of material changes by updating the "Last Updated" date at the top of this page. Continued use of the GPT after changes indicates acceptance of the updated policy.

11. International Users

This service is provided by Rothmere Holdings. Users from outside this jurisdiction should be aware that their data may be processed in accordance with local laws and regulations where OpenAI and our service providers operate.

12. Questions and Contact

If you have questions about this Privacy Policy, please contact us:

Email: privacy@rothmereholdings.ca
Subject: Privacy Policy Inquiry - THRM-200 GPT

13. Compliance

This Privacy Policy is designed to comply with applicable privacy laws including GDPR, CCPA, and other relevant regulations. We take privacy seriously and are committed to protecting your information.