AI Provider Data Handling Runbook

Use this checklist before enabling a Sunny workflow that sends customer or
employee data to an external model provider. Never put an API key, prompt, or
customer record into the verification note.

Current Gemini path

Sunny's gemini-* models use RubyLLM's Gemini provider configured by
config/initializers/ruby_llm.rb. With no gemini_api_base override, RubyLLM
calls the Gemini Developer API (generativelanguage.googleapis.com) with the
configured API key. This is not the Vertex AI provider.

Google states that prompts and responses sent through a paid Gemini Developer
API project are not used to improve its products. Paid requests can still be
logged temporarily for abuse monitoring. Optional Gemini API logging can retain
developer-owned request/response logs for 7–55 days, and zero data retention
requires separate approval and feature constraints.

Authoritative references:

Account verification

The Rails repository cannot prove the billing plan, API logging, dataset
sharing, or zero-data-retention state of the Google project behind an API key.
An account owner must verify these controls in Google AI Studio whenever the key
or project changes:

  1. The API key's project is marked Paid.
  2. API logging is disabled, or its configured retention has written privacy
    approval.
  3. No logs or datasets containing CRM data are shared with Google for product
    improvement, and no such prompts are submitted as feedback.
  4. If the approved policy requires zero data retention, the project has an
    approved ZDR exception and the workflow avoids features incompatible with
    ZDR.
  5. Record the project identifier, verifier, date, and approved retention in the
    implementation ticket. Do not record the key itself.

Treat a missing or stale verification as a rollout blocker for a new PII-bearing
workflow, not as an application-code setting that can be guessed from a model
name.

Opportunity briefing boundary

Opportunity briefings send bounded CRM evidence on demand. The snapshot includes
customer/contact names and interaction content needed to understand the deal,
but deliberately omits direct customer email addresses and phone numbers. It
does not enable Sunny tools or authorize record writes.