AI Terms

1. What these terms cover

These terms apply when your organization turns on AI in The Better Decision. That covers the assistant, category suggestions, forecast refinement, budget rebalance, Plans smart suggestions (when available), and AI apps you connect to your data. They add to our Terms of Service and Privacy Policy.

2. AI is off until an admin turns it on

An admin of your organization turns AI on by accepting these terms in Settings, AI providers. Turning AI on starts no charges by itself. Any admin can turn AI off at any time. While AI is off, none of your organization’s data is sent to any AI provider, and no connected AI app can read it.

3. Who processes the data, and where

The data stored in The Better Decision stays in the EU. What you send through an AI feature is the exception: it goes to an AI provider, which may process it outside the EU, including in the United States, under that provider’s own terms.

• Your own provider: with your organization’s own key, the provider it chose (OpenAI, Anthropic, an OpenAI-compatible service such as OpenRouter, or your own Ollama server) processes the data under your organization’s agreement with it. You are responsible for that agreement and that key.
• Platform AI, where we supply the AI provider, is not offered yet. When we offer it, requests will go through OpenRouter, Inc. (United States), which passes each request to the company whose AI model answers it.
• Connected AI apps: an app you connect reads your data through our tools and sends it to the AI model it uses, under your agreement with the app’s maker.

4. What is sent, and what is not

We never send your profile: your name, email address, phone number, username, or sign-in details. Before sending, we replace the IBANs, card numbers, email addresses and phone numbers that we recognize with placeholders. An unusual format can slip through. Names of people or businesses in descriptions, and what you type, are sent as written. Each feature sends only the data it needs; the Privacy Policy lists what that is.

5. AI output is a suggestion

AI can be wrong. Suggestions, forecasts and answers are not financial, tax, or legal advice. A connection with read-only access only reads your data. With change access, each change is staged as a proposal that only the AI app you connected can confirm, using the same token. A token you create with automatic access applies changes without a proposal, and you accept that when you create it. Apps connected through sign-in never get automatic access. A proposal you do not confirm within 10 minutes expires, and we delete each proposal record 48 hours after it was made.

6. Your part

Do not type anyone else’s personal data into the assistant unless you need to. Keep your provider keys and agent tokens secret, and revoke a token you no longer use. Use AI only as our Terms of Service allow.

7. Spend

With your own key, your provider bills you. Spend caps in Settings, AI providers stop AI requests at the limit you set. We keep a usage record (feature, model, tokens, cost, time) for each request, never the text.

8. Changes to these terms

These terms have a version. When we make a material change, we publish a new version, and AI turns off for every organization until an admin reads and accepts it. Until then, nothing is sent to any AI provider and connected apps cannot read your data.

9. Contact

Questions: privacy@thebetterdecision.com.