Know where data go.Control who can see them.
Review original-file uploads, study permissions, sharing, retention and agreed reuse before sending research data. SciGround’s handling is separate from your AI host and infrastructure providers.
Follow the original file.
| Stage | SciGround handling | What to distinguish |
|---|---|---|
| Card upload | Original files go directly to SciGround through the card upload route. | Files pasted into chat or read by an AI outside this route follow the host’s terms. |
| Research storage | Study roles and permissions control research access. | Sharing requires the access you choose to grant. |
| Service logs | Operational, usage and security records are kept apart from research contents. | Infrastructure and sign-in providers maintain their own logs. |
| Secondary use | Other use requires explicit organization-level terms for specified derived fields. | There is no automatic model training or retroactive reuse of past uploads. |
Identifiable, clinical, rights-unclear or externally prohibited data are refused. Mathematical verification does not establish anonymity, local processing or residency.
Retention has an explicit basis.
| Record | Retention |
|---|---|
| Operational logs | 30 days. |
| Usage analytics | 90 days, collected only with consent. |
| Security audit logs | One year. |
| Research records and Records | The agreed contract period. |
These periods apply to SciGround-collected records. Infrastructure-provider records follow their own terms; exceptions such as a legal hold require explicit approval.
Permissions, logs, consent and sharing.
Research isolated by permission.
Every study has its own roles and permissions. Users and organizations you have not granted a role or a share cannot access it, and an unauthorized request reveals nothing about its contents.
Card uploads never pass through the AI.
Files chosen in the in-chat card go straight to SciGround. File contents, upload links, and access tokens stay out of the conversation and the model’s inputs.
Logs without your data.
Operational, security, and usage records are kept apart from research data. None of them contain original files, Record contents, prompts, tool inputs or outputs, tokens, names, email addresses, or file names.
Retention with an end date.
Operational logs are kept for 30 days, usage analytics for 90 days, and security audit logs for one year, then deleted automatically, including backups and exports. Usage analytics are collected only with consent.
Nothing reused without agreement.
Research data are used for your research. Any other use requires explicit organization-level terms, is limited to specified derived fields, and never applies retroactively to past uploads.
Sharing under your control.
Records are shared only with recipients you choose, or through a time-limited link you create, with expiry and revocation. Revoking access does not alter the Record itself.