Optimize AI system with batching, token tracking, and GDPR compliance

- Add AIUsageLog model for persistent token/cost tracking - Implement batched processing for all AI services: - Assignment: 15 projects/batch - Filtering: 20 projects/batch - Award eligibility: 20 projects/batch - Mentor matching: 15 projects/batch - Create unified error classification (ai-errors.ts) - Enhance anonymization with comprehensive project data - Add AI usage dashboard to Settings page - Add usage stats endpoints to settings router - Create AI system documentation (5 files) - Create GDPR compliance documentation (2 files) Co-Authored-By: Claude Opus 4.5 <noreply@anthropic.com>
2026-02-03 11:58:12 +01:00
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+# AI Data Processing - GDPR Compliance Documentation
+
+## Overview
+
+This document describes how project data is processed by AI services in the MOPC Platform, ensuring compliance with GDPR Articles 5, 6, 13-14, 25, and 32.
+
+## Legal Basis
+
+| Processing Activity | Legal Basis | GDPR Article |
+|---------------------|-------------|--------------|
+| AI-powered project filtering | Legitimate interest | Art. 6(1)(f) |
+| AI-powered jury assignment | Legitimate interest | Art. 6(1)(f) |
+| AI-powered award eligibility | Legitimate interest | Art. 6(1)(f) |
+| AI-powered mentor matching | Legitimate interest | Art. 6(1)(f) |
+
+**Legitimate Interest Justification:** AI processing is used to efficiently evaluate ocean conservation projects and match appropriate reviewers, directly serving the platform's purpose of managing the Monaco Ocean Protection Challenge.
+
+## Data Minimization (Article 5(1)(c))
+
+The AI system applies strict data minimization:
+
+- **Only necessary fields** sent to AI (no names, emails, phone numbers)
+- **Descriptions truncated** to 300-500 characters maximum
+- **Team size** sent as count only (no member details)
+- **Dates** sent as year-only or ISO date (no timestamps)
+- **IDs replaced** with sequential anonymous identifiers (P1, P2, etc.)
+
+## Anonymization Measures
+
+### Data NEVER Sent to AI
+
+| Data Type | Reason |
+|-----------|--------|
+| Personal names | PII - identifying |
+| Email addresses | PII - identifying |
+| Phone numbers | PII - identifying |
+| Physical addresses | PII - identifying |
+| External URLs | Could identify individuals |
+| Internal project/user IDs | Could be cross-referenced |
+| Team member details | PII - identifying |
+| Internal comments | May contain PII |
+| File content | May contain PII |
+
+### Data Sent to AI (Anonymized)
+
+| Field | Type | Purpose | Anonymization |
+|-------|------|---------|---------------|
+| project_id | String | Reference | Replaced with P1, P2, etc. |
+| title | String | Spam detection | PII patterns removed |
+| description | String | Criteria matching | Truncated, PII stripped |
+| category | Enum | Filtering | As-is (no PII) |
+| ocean_issue | Enum | Topic filtering | As-is (no PII) |
+| country | String | Geographic eligibility | As-is (country name only) |
+| region | String | Regional eligibility | As-is (zone name only) |
+| institution | String | Student identification | As-is (institution name only) |
+| tags | Array | Keyword matching | As-is (no PII expected) |
+| founded_year | Number | Age filtering | Year only, not full date |
+| team_size | Number | Team requirements | Count only |
+| file_count | Number | Document checks | Count only |
+| file_types | Array | File requirements | Type names only |
+| wants_mentorship | Boolean | Mentorship filtering | As-is |
+| submission_source | Enum | Source filtering | As-is |
+| submitted_date | String | Deadline checks | Date only, no time |
+
+## Technical Safeguards
+
+### PII Detection and Stripping
+
+```typescript
+// Patterns detected and removed before AI processing
+const PII_PATTERNS = {
+  email: /[a-zA-Z0-9._%+-]+@[a-zA-Z0-9.-]+\.[a-zA-Z]{2,}/g,
+  phone: /(\+?\d{1,3}[-.\s]?)?\(?\d{3}\)?[-.\s]?\d{3}[-.\s]?\d{4}/g,
+  url: /https?:\/\/[^\s]+/g,
+  ssn: /\d{3}-\d{2}-\d{4}/g,
+  ipv4: /\b\d{1,3}\.\d{1,3}\.\d{1,3}\.\d{1,3}\b/g,
+}
+```
+
+### Validation Before Every AI Call
+
+```typescript
+// GDPR compliance enforced before EVERY API call
+export function enforceGDPRCompliance(data: unknown[]): void {
+  for (const item of data) {
+    const { valid, violations } = validateNoPersonalData(item)
+    if (!valid) {
+      throw new Error(`GDPR compliance check failed: ${violations.join(', ')}`)
+    }
+  }
+}
+```
+
+### ID Anonymization
+
+Real IDs are never sent to AI. Instead:
+- Projects: `cm1abc123...` → `P1`, `P2`, `P3`
+- Jurors: `cm2def456...` → `juror_001`, `juror_002`
+- Results mapped back using secure mapping tables
+
+## Data Retention
+
+| Data Type | Retention | Deletion Method |
+|-----------|-----------|-----------------|
+| AI usage logs | 12 months | Automatic deletion |
+| Anonymized prompts | Not stored | Sent directly to API |
+| AI responses | Not stored | Parsed and discarded |
+
+**Note:** OpenAI does not retain API data for training (per their API Terms). API data is retained for up to 30 days for abuse monitoring, configurable to 0 days.
+
+## Subprocessor: OpenAI
+
+| Aspect | Details |
+|--------|---------|
+| Subprocessor | OpenAI, Inc. |
+| Location | United States |
+| DPA Status | Data Processing Agreement in place |
+| Safeguards | Standard Contractual Clauses (SCCs) |
+| Compliance | SOC 2 Type II, GDPR-compliant |
+| Data Use | API data NOT used for model training |
+
+**OpenAI DPA:** https://openai.com/policies/data-processing-agreement
+
+## Audit Trail
+
+All AI processing is logged:
+
+```typescript
+await prisma.aIUsageLog.create({
+  data: {
+    userId: ctx.user.id,      // Who initiated
+    action: 'FILTERING',       // What type
+    entityType: 'Round',       // What entity
+    entityId: roundId,         // Which entity
+    model: 'gpt-4o',          // What model
+    totalTokens: 1500,        // Resource usage
+    status: 'SUCCESS',        // Outcome
+  },
+})
+```
+
+## Data Subject Rights
+
+### Right of Access (Article 15)
+
+Users can request:
+- What data was processed by AI
+- When AI processing occurred
+- What decisions were made
+
+**Implementation:** Export AI usage logs for user's projects.
+
+### Right to Erasure (Article 17)
+
+When a user requests deletion:
+- AI usage logs for their projects can be deleted
+- No data remains at OpenAI (API data not retained for training)
+
+**Note:** Since only anonymized data is sent to AI, there is no personal data at OpenAI to delete.
+
+### Right to Object (Article 21)
+
+Users can request to opt out of AI processing:
+- Admin can disable AI features per round
+- Manual review fallback available for all AI features
+
+## Risk Assessment
+
+### Risk: PII Leakage to AI Provider
+
+| Factor | Assessment |
+|--------|------------|
+| Likelihood | Very Low |
+| Impact | Medium |
+| Mitigation | Automated PII detection, validation before every call |
+| Residual Risk | Very Low |
+
+### Risk: AI Decision Bias
+
+| Factor | Assessment |
+|--------|------------|
+| Likelihood | Low |
+| Impact | Low |
+| Mitigation | Human review of all AI suggestions, algorithmic fallback |
+| Residual Risk | Very Low |
+
+### Risk: Data Breach at Subprocessor
+
+| Factor | Assessment |
+|--------|------------|
+| Likelihood | Very Low |
+| Impact | Low (only anonymized data) |
+| Mitigation | OpenAI SOC 2 compliance, no PII sent |
+| Residual Risk | Very Low |
+
+## Compliance Checklist
+
+- [x] Data minimization applied (only necessary fields)
+- [x] PII stripped before AI processing
+- [x] Anonymization validated before every API call
+- [x] DPA in place with OpenAI
+- [x] Audit logging of all AI operations
+- [x] Fallback available when AI declined
+- [x] Usage logs retained for 12 months only
+- [x] No personal data stored at subprocessor
+
+## Contact
+
+For questions about AI data processing:
+- Data Protection Officer: [DPO email]
+- Technical Contact: [Tech contact email]
+
+## See Also
+
+- [Platform GDPR Compliance](./platform-gdpr-compliance.md)
+- [AI System Architecture](../architecture/ai-system.md)
+- [AI Services Reference](../architecture/ai-services.md)
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+# MOPC Platform - GDPR Compliance Documentation
+
+## 1. Data Controller Information
+
+| Field | Value |
+|-------|-------|
+| **Data Controller** | Monaco Ocean Protection Challenge |
+| **Contact** | [Data Protection Officer email] |
+| **Platform** | monaco-opc.com |
+| **Jurisdiction** | Monaco |
+
+---
+
+## 2. Personal Data Collected
+
+### 2.1 User Account Data
+
+| Data Type | Purpose | Legal Basis | Retention |
+|-----------|---------|-------------|-----------|
+| Email address | Account identification, notifications | Contract performance | Account lifetime + 2 years |
+| Name | Display in platform, certificates | Contract performance | Account lifetime + 2 years |
+| Phone number (optional) | WhatsApp notifications | Consent | Until consent withdrawn |
+| Profile photo (optional) | Platform personalization | Consent | Until deleted by user |
+| Role | Access control | Contract performance | Account lifetime |
+| IP address | Security, audit logging | Legitimate interest | 12 months |
+| User agent | Security, debugging | Legitimate interest | 12 months |
+
+### 2.2 Project/Application Data
+
+| Data Type | Purpose | Legal Basis | Retention |
+|-----------|---------|-------------|-----------|
+| Project title | Competition entry | Contract performance | Program lifetime + 5 years |
+| Project description | Evaluation | Contract performance | Program lifetime + 5 years |
+| Team information | Contact, evaluation | Contract performance | Program lifetime + 5 years |
+| Uploaded files | Evaluation | Contract performance | Program lifetime + 5 years |
+| Country/Region | Geographic eligibility | Contract performance | Program lifetime + 5 years |
+
+### 2.3 Evaluation Data
+
+| Data Type | Purpose | Legal Basis | Retention |
+|-----------|---------|-------------|-----------|
+| Jury evaluations | Competition judging | Contract performance | Program lifetime + 5 years |
+| Scores and comments | Competition judging | Contract performance | Program lifetime + 5 years |
+| Evaluation timestamps | Audit trail | Legitimate interest | Program lifetime + 5 years |
+
+### 2.4 Technical Data
+
+| Data Type | Purpose | Legal Basis | Retention |
+|-----------|---------|-------------|-----------|
+| Session tokens | Authentication | Contract performance | Session duration |
+| Magic link tokens | Passwordless login | Contract performance | 15 minutes |
+| Audit logs | Security, compliance | Legitimate interest | 12 months |
+| AI usage logs | Cost tracking, debugging | Legitimate interest | 12 months |
+
+---
+
+## 3. Data Processing Purposes
+
+### 3.1 Primary Purposes
+
+1. **Competition Management** - Managing project submissions, evaluations, and results
+2. **User Authentication** - Secure access to the platform
+3. **Communication** - Sending notifications about evaluations, deadlines, results
+
+### 3.2 Secondary Purposes
+
+1. **Analytics** - Understanding platform usage (aggregated, anonymized)
+2. **Security** - Detecting and preventing unauthorized access
+3. **AI Processing** - Automated filtering and matching (anonymized data only)
+
+---
+
+## 4. Third-Party Data Sharing
+
+### 4.1 Subprocessors
+
+| Subprocessor | Purpose | Data Shared | Location | DPA |
+|--------------|---------|-------------|----------|-----|
+| OpenAI | AI processing | Anonymized project data only | USA | Yes |
+| MinIO/S3 | File storage | Uploaded files | [Location] | Yes |
+| Poste.io | Email delivery | Email addresses, notification content | [Location] | Yes |
+
+### 4.2 Data Shared with OpenAI
+
+**Sent to OpenAI:**
+- Anonymized project titles (PII sanitized)
+- Truncated descriptions (500 chars max)
+- Project category, tags, country
+- Team size (count only)
+- Founded year (year only)
+
+**NEVER sent to OpenAI:**
+- Names of any individuals
+- Email addresses
+- Phone numbers
+- Physical addresses
+- External URLs
+- Internal database IDs
+- File contents
+
+For full details, see [AI Data Processing](./ai-data-processing.md).
+
+---
+
+## 5. Data Subject Rights
+
+### 5.1 Right of Access (Article 15)
+
+Users can request a copy of their personal data via:
+- Profile → Settings → Download My Data
+- Email to [DPO email]
+
+**Response Time:** Within 30 days
+
+### 5.2 Right to Rectification (Article 16)
+
+Users can update their data via:
+- Profile → Settings → Edit Profile
+- Contact support for assistance
+
+**Response Time:** Immediately for self-service, 72 hours for support
+
+### 5.3 Right to Erasure (Article 17)
+
+Users can request deletion via:
+- Profile → Settings → Delete Account
+- Email to [DPO email]
+
+**Exceptions:** Data required for legal obligations or ongoing competitions
+
+**Response Time:** Within 30 days
+
+### 5.4 Right to Restrict Processing (Article 18)
+
+Users can request processing restrictions by contacting [DPO email]
+
+**Response Time:** Within 72 hours
+
+### 5.5 Right to Data Portability (Article 20)
+
+Users can export their data in machine-readable format (JSON) via:
+- Profile → Settings → Export Data
+
+**Format:** JSON file containing all user data
+
+### 5.6 Right to Object (Article 21)
+
+Users can object to processing based on legitimate interests by contacting [DPO email]
+
+**Response Time:** Within 72 hours
+
+---
+
+## 6. Security Measures (Article 32)
+
+### 6.1 Technical Measures
+
+| Measure | Implementation |
+|---------|----------------|
+| Encryption in transit | TLS 1.3 for all connections |
+| Encryption at rest | AES-256 for sensitive data |
+| Authentication | Magic link (passwordless) or OAuth |
+| Rate limiting | 100 requests/minute per IP |
+| Session management | Secure cookies, automatic expiry |
+| Input validation | Zod schema validation on all inputs |
+
+### 6.2 Access Controls
+
+| Control | Implementation |
+|---------|----------------|
+| RBAC | Role-based permissions (SUPER_ADMIN, PROGRAM_ADMIN, JURY_MEMBER, etc.) |
+| Least privilege | Users only see assigned projects/programs |
+| Session expiry | Configurable timeout (default 24 hours) |
+| Audit logging | All sensitive actions logged |
+
+### 6.3 Infrastructure Security
+
+| Measure | Implementation |
+|---------|----------------|
+| Firewall | iptables rules on VPS |
+| DDoS protection | Cloudflare (if configured) |
+| Updates | Regular security patches |
+| Backups | Daily encrypted backups, 90-day retention |
+| Monitoring | Error logging, performance monitoring |
+
+---
+
+## 7. Data Retention Policy
+
+| Data Category | Retention Period | Deletion Method |
+|---------------|------------------|-----------------|
+| Active user accounts | Account lifetime | Soft delete → hard delete after 30 days |
+| Inactive accounts | 2 years after last login | Automatic anonymization |
+| Project data | Program lifetime + 5 years | Archived, then anonymized |
+| Audit logs | 12 months | Automatic deletion |
+| AI usage logs | 12 months | Automatic deletion |
+| Session data | Session duration | Automatic expiration |
+| Backup data | 90 days | Automatic rotation |
+
+---
+
+## 8. International Data Transfers
+
+### 8.1 OpenAI (USA)
+
+| Aspect | Details |
+|--------|---------|
+| Transfer Mechanism | Standard Contractual Clauses (SCCs) |
+| DPA | OpenAI Data Processing Agreement |
+| Data Minimization | Only anonymized data transferred |
+| Risk Assessment | Low (no PII transferred) |
+
+### 8.2 Data Localization
+
+| Service | Location |
+|---------|----------|
+| Primary database | [EU location] |
+| File storage | [Location] |
+| Email service | [Location] |
+
+---
+
+## 9. Cookies and Tracking
+
+### 9.1 Essential Cookies
+
+| Cookie | Purpose | Duration |
+|--------|---------|----------|
+| `session_token` | User authentication | Session |
+| `csrf_token` | CSRF protection | Session |
+
+### 9.2 Optional Cookies
+
+The platform does **not** use:
+- Marketing cookies
+- Analytics cookies that track individuals
+- Third-party tracking
+
+---
+
+## 10. Data Protection Impact Assessment (DPIA)
+
+### 10.1 AI Processing DPIA
+
+| Factor | Assessment |
+|--------|------------|
+| **Risk** | Personal data sent to third-party AI |
+| **Mitigation** | Strict anonymization before processing |
+| **Residual Risk** | Low (no PII transferred) |
+
+### 10.2 File Upload DPIA
+
+| Factor | Assessment |
+|--------|------------|
+| **Risk** | Sensitive documents uploaded |
+| **Mitigation** | Pre-signed URLs, access controls, virus scanning |
+| **Residual Risk** | Medium (users control uploads) |
+
+### 10.3 Evaluation Data DPIA
+
+| Factor | Assessment |
+|--------|------------|
+| **Risk** | Subjective opinions about projects/teams |
+| **Mitigation** | Access controls, audit logging |
+| **Residual Risk** | Low |
+
+---
+
+## 11. Breach Notification Procedure
+
+### 11.1 Detection (Within 24 hours)
+
+1. Automated monitoring alerts
+2. User reports
+3. Security audit findings
+
+### 11.2 Assessment (Within 48 hours)
+
+1. Identify affected data and individuals
+2. Assess severity and risk
+3. Document incident details
+
+### 11.3 Notification (Within 72 hours)
+
+**Supervisory Authority:**
+- Notify if risk to individuals
+- Include: nature of breach, categories of data, number affected, consequences, measures taken
+
+**Affected Individuals:**
+- Notify without undue delay if high risk
+- Include: nature of breach, likely consequences, measures taken, contact for information
+
+### 11.4 Documentation
+
+All breaches documented regardless of notification requirement.
+
+---
+
+## 12. Contact Information
+
+| Role | Contact |
+|------|---------|
+| **Data Protection Officer** | [DPO name] |
+| **Email** | [DPO email] |
+| **Address** | [Physical address] |
+
+**Supervisory Authority:**
+Commission de Contrôle des Informations Nominatives (CCIN)
+[Address in Monaco]
+
+---
+
+## 13. Document History
+
+| Version | Date | Changes |
+|---------|------|---------|
+| 1.0 | 2025-01 | Initial version |
+
+---
+
+## See Also
+
+- [AI Data Processing](./ai-data-processing.md)
+- [AI System Architecture](../architecture/ai-system.md)