This page covers what Frankie can see, where your data goes, and what to tell families, in plain language. If anything here differs from our Frankie legal terms, the legal terms apply.
What Can Frankie See?
Frankie can only see what the person using it can already see in Famly, and only looks at the information a request actually needs.
Depending on the request and the user's permissions, this can include:
Child information, including health and safeguarding information
Staff information
Financial information
Some of this, like health information, is special category data under local data protection law. Your setting decides whether and how to use Frankie with this kind of information, based on the rules that apply to you.
Who Can Use Frankie?
Managers and deputy managers have access to Frankie by default. From there, a manager can give any staff member the Use Frankie Assistant permission. You can manage this in Staff roles and permissions. Frankie works within each person's own permissions, so nobody can use Frankie to see or do anything they couldn't already.
Can Other Staff See What I Ask Frankie?
No. Your conversations with Frankie are private to you. Other staff, including managers, can't see them.
What If Frankie Gets Something Wrong?
Like any colleague, Frankie can make mistakes. Frankie always shows you what it plans to do and waits for your approval before acting. Check its work before you approve, especially anything that goes to families or changes a record.
Does OpenAI Use Our Data to Train Its Models?
No. Data that Famly sends to OpenAI is not used to train or improve OpenAI's models.
Where Is the Data Stored and Processed?
Famly stores your data on Amazon Web Services (AWS) in Germany. When you use Frankie, your request is sent to OpenAI and processed in the United States. Data is encrypted in transit. OpenAI is a sub-processor of Famly and is listed in our Data Processing Agreement.
How Long Is the Data Kept?
OpenAI keeps the data Famly sends it for up to 30 days, then deletes it. Your Frankie conversations and memories stay in Famly until you delete them. You can delete them at any time.
When Frankie is disabled for a site, conversations and memories are deleted within 30 days
If a staff member deletes their memory, it is immediately and permanently deleted
If a staff member doesn't clear their memory, conversations are visible for 14 days and permanently deleted after 30 days
What Are Memories?
Memories are automatically added and updated daily to give Frankie better context for future requests, like how you prefer reports to be written. You can view and delete your memories in your account settings.
Should I Tell Families We Use Frankie?
In data protection terms, your setting is the data controller, which means you decide how families' data is used. Famly is your data processor, and OpenAI is a sub-processor.
As the controller, you're responsible for making sure your privacy notice and any consent you collect meet the law that applies to you. Depending on local laws and regulations, this may mean updating your privacy notice to explain that you use an AI assistant and who processes the data. You may also need to complete a data protection impact assessment (DPIA). If you're not sure, speak to your data protection lead or a legal adviser.
Can I Switch Frankie Off?
Yes. To stop someone using Frankie straight away, remove the Use Frankie Assistant permission from their role. To switch Frankie off for your whole setting, contact our advisory team or your customer success manager.
Where Can I Read the Full Legal Terms?
Still have questions? Reach out to our advisory team in-app.