WESTMONT COLLEGE AI Agent PRIVACY USER AGREEMENT

Last Updated: 06/17/2025

This Privacy User Agreement ("Agreement") governs your use of Westmont College's AI Agent ("Agent"), which may transmit your information - including education records and Salesforce-derived data - to a third-party large language model ("LLM") provider for response generation. By using this Agent, you acknowledge and consent to the practices outlined below.

1. Purpose of the Agent

Westmont College's Agent is an AI-powered virtual assistant designed to support students, faculty, and staff with timely information and guidance. The Agent may respond to questions about academic progress, institutional services, and other college-related topics. To provide helpful responses, the Agent may integrate with third-party large language model services.

2. Collection and Processing of Information

While interacting with the Agent, you may voluntarily disclose personally identifiable information (PII) as defined under the Family Educational Rights and Privacy Act (FERPA). Such information may include:

• Your full legal name
• Academic history (e.g., courses taken, grades)
• Enrollment status or degree progress
• Contact information
• Other identifiers stored in institutional systems

If you consent through this agreement, the Agent may also access and transmit data from Salesforce systems maintained by Westmont College. This may include:

• Contact records and advising notes
• Communication history with departments or support offices
• Engagement data relevant to your academic experience

All such information may be transmitted to a third-party LLM solely for the purpose of generating an appropriate response to your query.

3. Third-Party Data Processing

The Agent uses third-party large language models (such as OpenAI's GPT) to interpret and respond to user queries. If you provide consent:

• Westmont College may transmit data, including FERPA-regulated and Salesforce-derived information, to these providers.
• These providers are contractually obligated to handle all data in compliance with FERPA, and may not use data for training or unrelated commercial purposes.
• No data will be used outside of the scope of responding to your queries without your express permission.

4. User Consent and Responsibilities

By using the Agent, you:

• Acknowledge that your interactions may contain FERPA-protected PII and authorize Westmont College to transmit such data to a third-party LLM for the purpose of responding to your query.
• Consent to the access and use of your Salesforce-stored records by the Agent and their potential transmission to a third-party LLM.
• Agree to avoid submitting sensitive data beyond what is needed (e.g., do not provide Social Security numbers or financial account information).
• May revoke your consent at any time by discontinuing use of the Agent.

5. Data Security and Retention

Westmont College maintains administrative, technical, and physical safeguards to protect your information. Agent interactions may be logged for:

• Performance auditing and improvement
• Policy compliance
• Troubleshooting or review upon request

Retention and access to these logs are governed by Westmont College's data governance policies and applicable law.

6. Your Rights Under FERPA

You retain all rights granted to you under FERPA, including the right to:

• Review and inspect your education records
• Request amendments to inaccurate records
• Control disclosure of your records, except as otherwise permitted by FERPA

For more information on your rights, contact Westmont College's Office of the Registrar or review the college's FERPA policy.

7. Limitations of Use

This Agent is intended for informational purposes only. Please contact the appropriate college office for formal assistance.

8. Changes to This Agreement

Westmont College reserves the right to modify this Agreement at any time. Changes will take effect when posted with the updated "Last Updated" date. Continued use of the Agent indicates your acceptance of any revised terms.

9. Contact Information

For questions about this Agreement or to exercise your rights under FERPA, contact:

Office of the Registrar
Westmont College
registrar@westmont.edu
805-565-6000
955 La Paz Rd, Santa Barbara, CA 93108

BY USING THIS AGENTIC PLATFORM, YOU EXPRESSLY CONSENT TO THE TRANSMISSION OF YOUR INPUTS, INCLUDING FERPA-PROTECTED INFORMATION AND SALESFORCE RECORDS, TO A THIRD-PARTY LARGE LANGUAGE MODEL FOR THE PURPOSE OF PROVIDING A RESPONSE.