AI chat privacy

AI chat is private to the person who uses it. This page says what is kept, who can read it, what is sent to produce an answer, and how it is removed. Use it when a colleague or a customer asks where their questions go.

What is stored

• Your questions, the assistant’s answers, the records you pointed at with # (type and name) and the time.
• The working text behind each answer, which includes the details of the records the assistant read to answer.
• The approval cards the assistant proposed, with the values they would write, and who decided them and when.
• The records themselves stay where they are; the chat does not copy them anywhere else.
• Your browser keeps only whether the panel is open and which conversation you were in, never the text.

Who can read it

• Only you. Other people in your company cannot open your conversations, and neither can an administrator. The conversation list says Only you can see your conversations.
• Administrators see usage figures only, by person, under System settings → AI: the Runs, tokens and Points used. They never see the text.
• easySales staff do not read the content of your AI chat conversations.

What is sent to answer

To write an answer, easySales sends these to an AI service provider that processes them for easySales:

• your question and the earlier messages of that conversation;
• the records you pointed at, and the records the assistant looks up while answering.

The assistant only looks up records your role can open. Fields marked sensitive, such as identity numbers, are left out unless your administrator switched on Send sensitive personal fields to the model under System settings → AI. Nothing is sent when you do not ask.

Delete and retention

• Delete this conversation? removes the conversation, its messages and the working text behind its answers and its approval cards at once, in one step. If an answer is still being written, it is stopped. A deleted conversation cannot be brought back.
• What stays is counting, which feeds the usage figures: the runs, tokens and Points. A change you approved also stays, in the record’s History and the audit log, as any change does.
• When you Regenerate an answer, the earlier answer disappears from the panel but is kept until you delete the conversation or the retention period below ends.
• How long Assistant conversation text is kept, in months or without a time limit, is shown on the Licence page under Data retention. An administrator with System View can read it there.
• Once easySales has started removal for your company, messages older than that period are removed, and a conversation with no messages left disappears. The usage figures stay.
• If AI is switched off for your company, you can still read and delete your own conversations.

Good to know

• An AI chat answer is not shared. @easy in an activity answers in a thread that everyone who can read the thread sees; AI chat answers only you.
• Deleting is permanent: ask yourself first whether you still need the answer.
• Text you type or paste into a question is stored and sent as you wrote it. The sensitive-fields switch applies to fields the assistant reads from records, not to your own words.

Why it works this way

Private by default, because questions are drafts of thinking. You may ask about a customer who pays late or a deal that is slipping long before you are ready to say so to the team. Keeping the chat to you means you can ask the honest question; what the team needs goes into a thread.

Administrators manage the cost, not the content. The company pays for AI use, so an administrator needs to see who uses how much. Counting runs and Points per person gives that without opening anyone’s conversations.

One delete removes everything, except what belongs to the record. Questions, answers, working text and cards go together, so nothing of a conversation is left in a corner you cannot see. A change you approved stays in the record’s history, because your records must show who changed what and when.

Sensitive fields stay out unless your company lets them in. An identity number is rarely needed to answer a sales question. Leaving it out by default keeps personal data you hold about contacts from being sent to the AI service for a routine question.

Work faster

• Ask in a thread when the team needs the answer. An @easy answer stays with the record for everyone working on it; AI chat keeps it to you.
• Point at records with # instead of pasting their details. The assistant then reads the record with your permissions and the sensitive-fields rule, rather than taking whatever you pasted. See AI chat.
• Delete a conversation once it has done its job. One step removes it and everything behind it; the Conversations list’s menu has Delete.
• Check your own use on My profile. AI usage shows how much of your allowance is used this month. See Your profile.
• Point colleagues to the record’s history. A change made through an approval card shows in History with the Internal AI assistant tag. See Audit and history.

Examples

“Can Daniel read my chat?” Mei Tan from Lim & Co asks before she uses AI chat for the first time. Daniel Lim, the administrator, opens System settings → AI and shows her Usage this month: her row lists her Runs and Points for the month, and no text at all. Her conversation list says Only you can see your conversations.

A pasted passport number. Mei pastes a customer’s passport number into a question by mistake. She opens the conversation’s menu, selects Delete and confirms Delete this conversation?. The question, the answer and the working text behind it are gone; the Points the answer used still count in her monthly usage.

An approved change stays. Mei approved a card that changed Harbour Café’s phone number, then deleted the conversation. The account’s History still shows the change under her name with the Internal AI assistant tag, because the change belongs to the account, not to the chat.

Common questions

• Can my administrator read my AI chat conversations? No. Administrators see how much each person used, as runs, tokens and Points, but never the text of a conversation.
• Can my colleagues see my AI chat? No. Only you can open your conversations. An @easy answer in an activity is different: everyone who can read that thread sees it.
• Where are my AI chat questions sent? To an AI service provider that processes them for easySales, together with the earlier messages of that conversation and the records the assistant reads to answer.
• Are identity numbers sent to the AI? Not unless your administrator switched on Send sensitive personal fields to the model under System settings → AI. Anything you type or paste yourself is sent as written.
• Can I get a deleted AI chat conversation back? No. Deleting removes the conversation, its answers and its cards for good.
• How long are AI chat conversations kept? Until you delete them, or until the period shown for Assistant conversation text under Data retention on the Licence page ends.
• Does deleting a conversation undo a change I approved? No. The change stays on the record and in its History, like any other change.

Related

• AI chat
• AI settings
• Your licence
• AI data sharing
• Ask @easy