AI and your data
Exactly what Business AI shares, and what it never does
Business AI answers questions about your business. For live AI, your question and the data it needs leave Videxa. Read this before you use it.
Read this before you use live AI
- Live AI is off until an owner or admin of your workspace confirms it, and they can turn it off again at any time.
- Your question and the data needed to answer it are sent to an AI service outside Videxa.
- That data can be processed outside the EU.
- Never type passwords, citizen service numbers (BSN), ID or bank card details, or health information into a question.
- AI can be wrong or make things up. Check important answers yourself.
- Nothing changes without your approval, and Videxa can never pay an invoice.
- You decide which kinds of data may be shared, and you can switch live AI to EU-only or off.
What happens when you ask a question
Live AI is part of the paid plans. The built-in assistant on every plan answers without any outside AI.
- 1
You ask
You type a question in Business AI.
- 2
Videxa picks the data
The assistant asks for the data the question needs, using fixed, read-only functions. It only gets what your role may see and what your sharing settings allow. Your whole database is never sent.
- 3
The question goes out
Your question and that data are sent to Claude Haiku 5.5 at Google Cloud (Vertex AI), through OpenRouter.
- 4
The answer comes back
With the sources it used, so you can check it.
- 5
You approve changes
If the AI proposes a change, such as a task, nothing happens until you approve it. It can never pay an invoice.
Who processes it, and where
Two services handle a live AI question: Google Cloud, where the model runs, and OpenRouter, which forwards the request. We ask both not to use it for anything else; below is what we can and can’t promise.
The model
Claude Haiku 5.5, made by Anthropic.
Where it runs
Google Cloud (Vertex AI). Videxa lets requests go only to Google, never to other AI providers, and avoids providers that may keep data to train models.
The gateway
OpenRouter, Inc. (United States) forwards each request to Google and counts what it costs.
Where in the world
Processing can happen outside the EU, for example in the United States. Videxa can’t pin the region. EU-only or local-only mode keeps your data out of it.
What they keep
We ask these providers not to keep your data or train on it, but we can’t see what happens inside them. They may process or log data briefly, for example to prevent misuse, under their own terms.
You stay in control
These settings are under Privacy & AI in the app.
- Live AI is off until an owner or admin confirms it for the workspace, and can be turned off again at any time.
- Choose which kinds of data may be shared with an outside AI model.
- Choose standard, EU-only or local-only mode. In EU-only and local-only, the built-in assistant answers without an outside model.
- Every change the AI proposes needs your approval. Paying invoices is impossible.
- See how each answer was made: which data it used and which sources.
- Your team’s roles decide what each person’s questions can reach.
Limits and promises
What we promise, and where we are honest about the limits.
- Each workspace has its own monthly AI budget, counted in money and set by the plan. When it’s used up, the built-in assistant answers until the next month.
- Each workspace gets its own key at the AI service. It holds only an internal workspace number: no company name and no personal data.
- Videxa doesn’t use your data to train AI and doesn’t sell it.
- Videxa is in a closed beta. If this changes, we update this page and announce material changes.
The full detail
The privacy statement (section 5) and the processing agreement describe this in legal terms.
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