Policies and Procedures: Chat Policy (SJSU)

Chatbot Policy Effective: 08/19/2024

KingbotGPT is an experimental python-based bot created by the university library’s artificial intelligence (AI) team at San Jose State University. It is our newest model of the original After-Hours Kingbot Chatbot. Kingbot is intended to provide basic information about the library and library resources. Kingbot is not a research tool or a replacement for librarian and library staff expertise.

The service is based on the Retrieval Augmented Generation (RAG) method which allows the use of local data to provide the informational content and library website links in a chatbot’s response. Local datasets for Kingbot include crawled library website pages, library website research guides, and frequently-asked-questions from previous instances of Kingbot. 

LlamaIndex and Streamlit are open-source software tools that were used for the user interface, local data, and to manage interactions with the large-language model (LLM). The chatbot relies on the OpenAI API, specifically GPT 4o Mini for the LLM component. 

Please note, AI tools are known to provide incorrect and biased information (known as hallucinations), Kingbot is no exception. Occasionally, Kingbot might also reference external websites outside of the scope of its local data. In addition, the web crawl used for its local data is indexed once a week, which may not reflect the most updated library website information. Users are solely responsible for verifying the accuracy of chatbot responses and are responsible for their reliance on the information provided. We highly encourage users to verify answers with the library website or by contacting a librarian. 

By using Kingbot, users are acknowledging that they have read, understood, and agreed to our chatbot policy, including all terms and conditions, disclaimers, and associated risks.

Data We Collect:

• Conversation Logs: Time, date, and transcripts of conversations between users and the chatbot are collected and captured in a MySQL database. Data collection of conversations include the user prompt, the chatbot response, chat ID, start date, start time, and user feedback. All conversations are anonymized and conversation logs will only be viewed by chatbot administrators for evaluative purposes.
• User Feedback: Users can provide anonymous feedback on chatbot responses via an upvote/downvote rating system and text box interactions located on the user interface. User feedback will only be used to evaluate the performance of the bot.
• Analytics: Analytics of conversation logs and user feedback are used to identify commonly asked questions and to evaluate the chatbot’s performance. Transcripts of conversations, time, date, and user feedback are captured in a MySQL database to be reviewed by chatbot team members. All information is anonymized.

Data We Do Not Collect:

• Personal Information: Kingbot does not require users to enter any personal information to operate. However, users should refrain from sharing confidential or sensitive information while interacting with the chatbot. 
• User Names or Email Addresses: Kingbot is freely accessible via the San Jose State University Library. Creating an account or entering an email address is not required to use Kingbot. 
• IP Addresses: We do not collect or store IP addresses.

Data Access:

• Requesting Your Data: If you would like to access your conversation log, please email kingbot@sjsu.edu with the subject line: “Data Request.” To help us locate the conversation, please include the date, time of your interaction, and your prompt question.

Privacy Policies and Terms of Utilized Third Party Services:

OpenAI API: 

• Privacy Policy
• Terms 

StreamLit: 

• Privacy Policy

Disclaimers

• Kingbot may provide incorrect and biased information. While Kingbot uses local library website pages and a retrieval augmented generation (RAG) method for its machine learning algorithm, Kingbot’s responses are automated and can be unpredictable. The accuracy, relevancy, and completeness of chatbot responses is not guaranteed. We recommend verifying with the library website or by asking a librarian.
• Kingbot is intended to provide information about the library and library resources. It is for educational and informational purposes only, and may produce faulty or inaccurate information outside of the scope of its local data.
• Kingbot may occasionally provide links to external sites not operated by the library. If you click on one of those links, you will be directed to the third party’s site. SJSU Library is not responsible for the content or privacy policies of third-party sites referred by Kingbot.
• Users are solely responsible for their interactions with Kingbot and their reliance on the information provided. Users are solely responsible for verifying the accuracy of chatbot responses before using or sharing them.
• The SJSU Library is not responsible or liable for any actions, damages, or losses incurred as a result of using Kingbot.
• Users should refrain from entering any personal, confidential or sensitive information.
• Users must refrain from entering harmless information. Conversations are continuously reviewed by librarians and library staff on the library AI team.
• Anonymized prompts and chatbot responses may be used for blog posts, research articles, and other educational or informational purposes.

Changes To This Policy

We advise you to review this page periodically for any changes. Changes to this policy are effective when they are posted on this page.

Contact Us

If you have any questions about this policy, please contact: kingbot@sjsu.edu