Terms of Use

1. Data You Provide

When you create an account, we store your name, email address, and (for password-based accounts) a hashed password. If you sign in via Microsoft or Google SSO, we also store your profile picture.

2. Chat History

All questions you ask and AI responses are stored in this portal's database. Chat history is used to provide conversation context and may be reviewed by portal administrators for quality assurance, security auditing, and support purposes.

3. AI Model Processing

Your questions and relevant business data are sent to the configured AI model to generate responses. Depending on your company's configuration, this may be:

• A cloud AI provider (Anthropic, OpenAI, or others) — data is sent to external servers under your company's API key and data processing terms
• A local AI model (Ollama, vLLM) — data stays entirely within your company's network

4. Access Control

Your access to data sources is determined by the role assigned to you by your administrator. You can only query data sources that your role permits.

5. Usage Tracking

Your token usage and associated costs are tracked per model to enforce usage limits set by your administrator. This data is visible to administrators.

6. Data Ownership

All data is stored on your company's own infrastructure. Your company's administrators are responsible for data management, retention, and deletion. ClearFox as a software vendor does not have access to any data in this portal.

7. Your Rights

You can delete individual conversations from your chat history at any time. For account deletion or data export requests, contact your portal administrator.

8. Contact

For questions about how your data is handled in this portal, contact your company's portal administrator. For questions about ClearFox software, visit clearfox.ai/privacy.