Privacy and AI processing

What is stored

Your account email and name; the workspaces you belong to and your role; the evidence files you upload together with the text extracted from them and its numeric representation used for search; the questionnaires, questions, drafts, approvals, escalations and exports you create; and an audit history of who did what and when.

AI processing

To draft an answer, the Trust Desk sends the buyer's question and the specific passages retrieved from your own approved evidence to a language model provider. Whole documents are never sent — only the passages selected for that question. Passages are also sent to an embedding model when a document is first processed, so it can be searched. No customer data is used by us to train any model.

The active provider and model for your deployment are shown in Settings, under AI processing. A workspace owner can switch AI processing off entirely; drafting then stops and no data leaves the application.

Subprocessors

• Application hosting, database and file storage — the platform your deployment runs on.
• Language model and embedding provider — as shown in Settings for your deployment.

Retention and training terms are those of the provider your deployment is configured against. Unless your workspace records a verified zero-retention agreement, do not tell a buyer that one is in place.

Retention

Evidence and review records are kept for the retention period set on the workspace (three years by default) or until you delete them. Audit records and records of deletions are kept beyond that, because their purpose is to prove what happened.

Deletion

Any member can delete an individual document, which also removes its stored file, extracted text and vectors, and pulls every answer that cited it back into review. A workspace owner can delete all customer content in the workspace from Settings.

Demo workspaces

A workspace marked as a fictional demo contains invented evidence for demonstration only. Its content is never retrievable from a production workspace, and production workspaces start empty.