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Using It Safely

The AI features are useful, and what they send differs a great deal from one to the next. Knowing exactly what each one sends, what the platform keeps afterwards, and who can use it lets you answer "what does your AI see?" precisely, rather than with a reassurance nobody can check.

Where to find it

Architect Panel → Configuration:

  • AI Settings — what the run log keeps, who may generate images, and billing

Architect Panel → Activity:

  • AI Usage — every call, and what the log has kept of it

Architect Panel → Security:

  • Document Access — documents handed over, and refused
  • Classification Levels — Allow Export, which decides whether a document may be sent out at all

What each feature sends

  • Report Builder's assistant: field identifiers, labels and the totals each field allows. Never a record value, a count or a sample row. Its reply is checked against your own permissions, and a field you cannot see is refused.
  • AI Builder and the sign-up wizard: your request and a description of the app's structure. An attached spreadsheet goes as a profile of its columns, which includes up to three example values per column and the distinct values of short pick-list columns.
  • App Code: your request and the source you are working on.
  • AI reading of scans: the whole image of the page, unless the document's classification forbids it leaving the system.
  • ERP Feed Queue suggestions: the company's chart of accounts and the bank line's text, which can include people's names.
  • Agent Access (A2A) planner: the request it was given, the tools it may use, and the results of the tools it has already called, which can include record data.
  • Image and video generation: the description and any reference images, plus a one-way code per person if the safety identifier is on.

TypeSafe Jev is a separate third-party service with its own switch; see TypeSafe Jev.

Stored documents are gated

When any feature, a custom app's or an MCP client's, hands a stored document to a model, the platform treats it as an export: the person must be able to read it, it must not be reachable only through a read-only grant, and its classification must allow export. Redacted wording is removed, or the document is refused. Every hand-over and refusal is logged. See AI Gateway for the detail.

What the platform keeps

  • Prompts are not kept by default (Keep the request is off).
  • Answers are kept, and blanked after 90 days once the housekeeping task is running.
  • Scans read by AI keep no text in the run log at all, only their cost.
  • Keys never appear on any screen or in any log.

Putting a safe position in place

  1. List which features are in use, from AI Usage grouped by feature.
  2. For each, note what it sends, from the list above, and which provider its role uses.
  3. Check Allow Export on each Classification Level: off means a document at that level is never sent to a model or to an off-site scan reader.
  4. Confirm Keep the request is off and the housekeeping task is running.
  5. Decide who may use the features that change the app: the AI Builder is for architects unless tenant administrators are deliberately allowed, and AI Settings and AI Usage are architect-only.
  6. Write the result down in your privacy information.

Everything is a proposal

A change set is reviewed before it runs, a suggested query is a definition you look at, and generated code goes through the same checks and approval as any other. Read change sets properly, particularly anything touching permissions, deletion or existing data: a confidently wrong change set is more dangerous than an obviously wrong one, because it gets accepted.

What goes wrong, and how to tell

  • Real personal data pasted into a prompt: the features are careful about what they send; a person typing is not. Use invented examples, and keep prompts out of the log.
  • A scan is never searchable: its classification forbids export and the scan reader is off-site. That is the rule working.
  • A document refused to a custom AI feature: Document Access shows the refusal and its reason.

Worked example

A client's security questionnaire asks what the AI sees. The architect groups AI Usage by feature: only the Report Builder's assistant and AI reading of scans are in use. The answer states that the assistant receives field names but never values, that scans are sent as images only where the classification allows export, that prompts are not stored, and that answers are blanked after 90 days. It takes an afternoon, because each statement can be checked on a screen.

Recommendations

  • Know, per feature, what is sent, and say it that precisely.
  • Use Allow Export on classification levels as the control for documents.
  • Keep prompts out of the log except while diagnosing.
  • Review every change set, especially the plausible ones.
  • Never paste real records into a prompt.