Your data and privacy

For: Everyone who uses the assistantRequires: Nothing; this page applies whether or not you sign inScreenshots show sample data

The assistant is part of your provider’s product: your provider is the company whose product shows it, and your provider decides how your data is handled, within its own privacy policy. This page describes what the assistant itself stores when you use it, what it hides, and who can see what. For anything about keeping, exporting or deleting your data, your provider is the one to ask.

How it works

What is stored about you

Data	What exactly
Your account	Your customer ID from your provider’s product, your name and email, your company, your role, the type of sign-in you chose, failed sign-in attempts and lock times, whether your access is switched off, and your choice on the memory checkbox
Your PIN or password	Only as a one-way hash, which cannot be turned back into the PIN or password
Your sign-ins	For each sign-in: the assistant you signed in to, your IP address, your browser, and when the session started, ended or was revoked
Your conversations	Every chat with its title, your messages, the assistant’s answers, tables and charts, and files you attached
AI processing records	The text sent to the AI models for each answer and the text they returned, including your messages
Actions the assistant took	Each call to your provider’s systems: what was asked, the address called, the answer and how long it took; never sign-in details or keys
Blocked messages	A message stopped by your provider’s safety rules, with the reasons, stored without your name or the chat it came from
Ratings	Thumbs up or down on answers, with the reason and comment you gave
Notes the assistant remembers	Notes learned from your own chat messages, and notes your provider set for your company
Background runs	Each run, its steps, approvals and result, and a detailed activity log
Notifications	Your choices on Notifications, your Telegram chat, your member ID in Slack or your Teams account once you connect them, and a record of each notification sent to you with the channel, your address and the subject
Summaries	Summaries of conversations and of how you tend to use the assistant, which your provider uses to understand and improve the service
Sign-ins to your provider’s services	Details you enter when the assistant asks to act as you in another service, kept encrypted for your account so it can do so. They are decrypted only when the assistant uses that service for you and are never shown back to you in full

In your browser, the assistant keeps your sign-in session, a visitor ID, and your choices for theme, language and the portal menu. The session stays valid for 12 hours, or 7 days if you ticked the option to stay signed in, even after you close the browser. On a shared computer, select Log out at the bottom of the portal menu when you are done.

What is masked

Your provider can set rules that hide sensitive values, such as email addresses or account numbers, in data the assistant fetches from your provider’s systems. Hidden values appear shortened, for example “ja****om”, before the AI sees them and before they are recorded. Your own messages are not masked. Do not type passwords, card numbers or other secrets into the chat. Notes the assistant remembers have personal data such as contact details removed, or are not kept.

Who can see it

Who	What they can see
You	Your chats, your notes on Memory, your runs on Agent runs, your profile, and your company’s shared material your role allows
Admins of your company	The member list (name, email, customer ID, role, access), every background run of your company except other people’s personal workflows, with its result and waiting approvals, and your company’s documents, skills, shortcuts, settings and notification channels
Your provider’s team	Your account record, your chats, the notes the assistant keeps about you (which they can also delete), your runs, the AI processing records, the actions the assistant took, your ratings and blocked messages
Other companies using the same assistant	Nothing of yours
The AI models your provider uses	The text of each turn, so they can answer; which models are used depends on your provider

Admins of your company cannot see your chats, your notes or your memory choice.

Data requests

To ask what is held about you, to have something deleted, or to close your account, contact your provider. The assistant has no button for exporting your data or deleting your account. Whether AI models keep or learn from your conversations depends on your provider and the AI services it uses; ask your provider.

Example

Rosie Kendall, an Admin at Sample & Partners Ltd, uses the assistant in the billing product her company gets from Demo Ltd, its provider.

Rosie does	What is stored	Who can see it
Asks “Which invoices are overdue?”	The chat, her message, the answer, the AI processing record, and the call to the billing system	Rosie; Demo Ltd’s team
Says she prefers amounts in GBP	A note under Preference on Memory	Rosie; Demo Ltd’s team. Not Edward, her co-Admin
Approves a credit note in a run of a company workflow	The run, the step and her decision	Rosie, Edward and every Admin of Sample & Partners; Demo Ltd’s team
Unticks Let the assistant remember things about me	Her choice	Rosie. Existing notes stay until she forgets them

Jasmine Hicks at Example Studios, another company using the same assistant, sees none of this.

What it does not do

It does not show your chats or notes to other people in your company, Admins included.
It does not share anything of yours with other companies that use the same assistant.
It does not show your PIN or password to anyone, your provider’s team included.
It does not mask what you type yourself.
It does not delete your notes when you switch remembering off; use Forget on each one.
It does not offer a way to export your data or delete your account; your provider handles these requests.

Where you see it

The customer portal's "Memory" page, "What the assistant remembers about you", listing the notes the assistant keeps about you, grouped by category, each with a "Forget" button; a note about your company is marked "Shared by your organisation". At the top the ticked checkbox "Let the assistant remember things about me" is highlighted. Unticking it stops the assistant from using or storing notes about you; notes already stored stay until you forget them. — You decide whether the assistant remembers things about you, and you can delete each note.

What	Where
Your notes and the memory checkbox	Memory
Your name, email and customer ID	Profile
Your chats, and deleting one	The chat history, opened with Open chat history in the chat’s top bar; see Chat history and activity
Background runs and their results	Agent runs
Who in your company can see what	Members (Admins)
Signing out	Log out at the bottom of the portal menu, under Configure