Introduction

TribeLib, LLC ("TribeLib," "we," "our," or "us") provides a platform for communities, Interest Groups, messaging, events, files, Family Notebooks, and related services (the "Service"). This Privacy Policy explains what information we collect, how we use and disclose it, and the choices available to you.

Information We Collect

Account and profile information

We collect information such as your name, email address, phone number, username, profile photo, household or community affiliation, communication preferences, and other profile details you choose to provide.

Content and activity

We collect the information you create, upload, send, receive, or organize through the Service. Depending on the features you use, this may include posts, messages, comments, events, polls, files, photos, email content forwarded to TribeLib, Family Notebook records, sharing permissions, and related metadata (collectively, "Content").

AI information

When AI features are used, we collect prompts, responses, feedback, conversation history, relevant source citations, and technical information about the request. Tribe AI may create a profile of stable interests, preferences, roles, or other context inferred from your Tribe AI conversations. You can review and edit that profile. Family Notebook conversations do not add information to your Tribe AI profile.

Payment information

Our payment processor collects and processes payment-card and billing information. TribeLib receives transaction details needed to administer purchases and subscriptions, but does not store complete payment-card numbers.

Device and usage information

We collect information such as IP address, browser and device type, user agent, pages and features used, dates and times of activity, referring pages, and diagnostic, security, and performance data.

How We Use Information

We use information to:

• Provide, personalize, maintain, and support the Service.
• Display and share Content according to membership, sharing, and access settings.
• Process payments and administer subscriptions.
• Send service, account, email, and text-message communications you request or permit.
• Provide AI-assisted search, answers, organization, extraction, and data-entry features.
• Protect accounts, prevent abuse and fraud, troubleshoot problems, and secure the Service.
• Understand feature performance and improve the reliability and usability of the Service.
• Comply with law and enforce our agreements.

How TribeLib AI Uses Information

Information sent for an AI request

To perform an AI request, TribeLib may send our AI service provider the prompt and the minimum context reasonably needed for the feature. Depending on the request, that context may include:

• Relevant excerpts from Tribe, Interest Group, event, file, forwarded-email, or Family Notebook Content the user can access.
• Recent conversation context and, for Tribe AI, information from the user's AI profile.
• Files, images, or text submitted for AI-assisted extraction or organization.
• An approximate Tribe or community location when the location option is enabled. This feature does not send your device's precise GPS location.
• A search query when general web search is used.

Indexing is not model training

When AI is enabled for a Tribe or a Family Notebook item, TribeLib may extract text, divide it into passages, and create numerical representations called embeddings. We store this searchable index so the Service can find relevant passages for an authorized user's question. This process does not change or train the underlying general-purpose AI model. Indexing may begin when an authorized Tribe administrator enables AI or when Content is added to an AI-enabled area; it is not limited to times when the Content's author personally uses AI chat. Removing eligible source Content from AI also queues its searchable index for removal.

AI service provider and model training

TribeLib currently uses OpenAI's business API to provide model responses and embeddings. We do not opt in to sharing API inputs or outputs to train or improve OpenAI's general-purpose models. OpenAI states that API data is not used for model training by default. Under OpenAI's standard controls, API inputs and outputs may be retained in abuse-monitoring logs for up to 30 days, and some API features may also retain application state for 30 days or until it is deleted. Longer retention may apply when required by law or reasonably necessary to prevent harm. You can read OpenAI's current API data controls.

Storage and limited human review

TribeLib stores AI conversations and AI profile information to provide chat history, continuity, personalization, support, security, and quality monitoring. AI message bodies are encrypted in our database. Authorized TribeLib personnel may review Tribe AI questions and responses when needed for support, security, abuse prevention, or to diagnose responses flagged as unsuccessful. Family Notebook conversations are excluded from the routine Tribe AI quality report, but may be accessed when reasonably necessary to provide support you request, investigate abuse or a security incident, comply with law, or protect the Service and its users.

Your AI choices

• You can choose whether to ask TribeLib AI a question or use AI-assisted entry features.
• You can select which accessible Interest Groups may be searched for your next Tribe AI question.
• You can turn off the approximate Tribe-location option before submitting a question.
• You can review and edit your Tribe AI profile.
• Tribe administrators can disable Tribe AI, and authorized users can remove supported Content from a Family Notebook's AI index.
• You may contact us to request deletion of AI conversations or AI profile information.

Do not submit information to an AI feature unless you are comfortable having it processed as described above. AI-generated information can be incomplete or incorrect; verify important information before relying on it.

How We Disclose Information

We may disclose information:

• To other users according to the Tribe, Interest Group, Family Notebook, or other sharing and access settings you or an authorized administrator select.
• To vendors that process information for us, such as cloud hosting and storage, AI, payment, email, text-message, security, and support providers. They may use information only to provide contracted services to us or as required by law.
• When we reasonably believe disclosure is necessary to comply with law or legal process, enforce our agreements, investigate fraud or abuse, or protect the rights, property, or safety of TribeLib, our users, or others.
• In connection with a merger, financing, acquisition, bankruptcy, or sale of all or part of our business, subject to appropriate confidentiality protections.
• At your direction or with your consent.

We do not sell or rent personal information, and we do not share personal information with third parties for their own advertising or marketing.

Security

We use administrative, technical, and physical safeguards designed to protect information, including access controls and encryption for certain sensitive information. No method of storage or transmission is completely secure, and we cannot guarantee absolute security.

Data Retention

We retain information for as long as reasonably necessary to provide the Service, maintain your account and requested history, meet legal, accounting, and security obligations, resolve disputes, and enforce our agreements. AI conversations and AI profile information may remain associated with your account until the account or information is deleted. Search indexes are retained while their source Content remains eligible for AI and are queued for removal when that eligibility ends. Information may remain for a limited period in backups, security records, and service-provider systems after deletion.

Your Choices and Privacy Rights

You can update certain account, profile, communication, sharing, and AI settings in the Service. Depending on where you live, you may also have the right to request access to, correction of, or deletion of personal information, or to object to or restrict certain processing. We may need to verify your identity before completing a request, and legal exceptions may apply.

To make a privacy request, email admin@tribelib.com. For an access or portability request, authorized staff record the request and identity-verification step, and a copy is prepared in a private archive. When it is ready, you can download it from your authenticated account using a short-lived link. The archive is automatically removed after its stated availability period; TribeLib retains a limited audit record of how the request was handled. You may deactivate your account from the account page.

Cookies and Tracking Technologies

We use cookies and similar technologies needed for login, security, preferences, and delivery of the Service. We do not use tracking cookies for third-party advertising.

Children's Privacy

The Service is not directed to children under 13, and we do not knowingly collect personal information from children under 13. If you believe a child under 13 has provided personal information, please contact us so we can take appropriate action.

Changes to This Privacy Policy

We may update this Privacy Policy as our practices or the Service change. We will post the updated policy here with a new effective date and provide additional notice when required by law. If a change materially expands how we use previously collected information, we will provide appropriate notice and obtain consent when required.

Contact Information

For questions or requests regarding this Privacy Policy, contact us at: