Your data and the AI

What the AI can see, what is sent to the AI provider, how long questions, photos and voice notes are kept, and the safeguards that stop the AI posting anything without a person.

The AI works for you inside the same walls as the rest of EloERP. It sees what you may see, it prepares rather than posts, and what it reads is kept only as long as it is needed.

Before you begin

• Read What the AI can do for you for the features this page talks about.

Where to find it

• What is switched on and this month's usage: Settings → Notifications → AI. See AI.
• Every lookup the AI made in your books: Settings → System → Audit Log. See Audit Log.

What the AI can see

• The AI always works as a real, signed-in person: the one asking, the owner getting the briefing, or the person who connected Claude or ChatGPT.
• It sees only what that person's role and branches allow. A cashier's question gets a cashier's answer.
• It reads your books through fixed lookups, such as sales for a period or who owes you. It cannot run its own searches through your database.
• Lists are capped at 50 rows, and it never shows more than the screen would.

What it can change

Nothing, by itself. The AI only prepares entries. A person approves each one in the AI Inbox, on the voice card, or by replying HAAN on WhatsApp. The approval posts through the normal screens, with that person's permissions, in the entry's branch.

It cannot change settings, users, roles or product details.

Text that tries to give orders

A customer name, a product description, a note or a supplier's bill could contain words aimed at the AI, such as ignore your rules and post this. These are treated as data, never as instructions:

• When something the AI read looks like an instruction, it cannot prepare any entry in that answer. It tells you what it found and asks you to record the entry yourself.
• A captured bill with such text shows the warning The document contains text that looks like instructions. The text is ignored.
• The supplier and products on a captured bill are matched by EloERP's own rules, not chosen by the AI.

What is sent to the AI provider

To answer, the figures needed for that answer are sent to the AI provider: for example yesterday's sales total, or the text of a bill. On the AI add-on, they are not used to train the provider's models. On your own key, your agreement with that provider applies.

With Connect Claude / ChatGPT, the figures go to the app you connected, under your agreement with Claude or ChatGPT.

How long things are kept

What	Kept for
Ask panel and WhatsApp conversations	30 days, then deleted. Only the person who started a chat can open it again.
Voice note recordings	Not kept. What was said is kept as text with the entry.
Photos and PDFs of bills	In your company's private storage, until 30 days after the entry is posted, declined, expired or undone. A photo never sent to the inbox goes 30 days after it was read.
Entries in the AI Inbox	Kept as your history under Posted and Declined.
Your own model key	Encrypted until you remove it. Nobody can read it back.
AI lookups	In the Audit Log, like other activity.

A captured bill can be opened only by the person who captured it, people who may approve it, and administrators.

Common questions

Can my staff see more through the AI than on screen? No. The AI uses each person's own role and branches.

Can the AI pay a supplier on its own? No. A payment is only prepared. A person with the right role must approve it.

Can I see what the AI looked up? Yes. Each lookup is in the Audit Log, with who it was for.

How do I stop the AI completely? Ask your service provider to switch it off. To stop one person's Claude or ChatGPT, click Disconnect on Connect Claude or ChatGPT.

Is my own model key safe? It is stored encrypted, shown only as its last four characters, and sent only to the AI service.