AI Transparency
Last Updated: February 17, 2026
How We Use AI
Adminest uses artificial intelligence to help you manage documents and tasks. We believe in transparency about what AI does, what data it processes, and how you can control it.
Document Analysis
Text is extracted from uploaded PDFs using Azure Document Intelligence (OCR). The extracted text is then analysed by Anthropic Claude 3.5 Sonnet (via Azure AI Foundry) to identify document type, generate a summary, and suggest tasks.
Task Extraction
AI identifies deadlines, payment amounts, and action items in your documents. Each suggested task includes a confidence score. Tasks with confidence below 50% are discarded automatically.
AI Chat Assistant
You can ask questions about your documents via the AI Assistant. The chat uses Anthropic Claude with your document context. Conversations are stored in your account and can be deleted.
Email Summarisation
When you forward emails with document attachments, AI generates a summary of the documents and creates a chat thread for easy reference.
Data Sent to AI Providers
What is sent: Document text content, chat messages, and task extraction prompts.
What is NOT sent: Your email address, name, passwords, or other account credentials.
AI model: Anthropic Claude 3.5 Sonnet, accessed via Azure AI Foundry. Model versions are updated periodically; the current version is noted in our AI observability dashboard.
Retention by AI provider: Anthropic Claude (via Azure AI Foundry) does not retain data from API requests for model training. Azure Document Intelligence processes documents transiently with no long-term storage.
AI observability: We use Langfuse to trace AI requests for quality monitoring. Traces contain request metadata (timing, model, token counts) but not document content.
Your Controls
You have granular control over AI processing in your Privacy Settings:
- Document Analysis: Toggle AI analysis on document upload
- Task Extraction: Toggle automatic task suggestion
- Chat Assistant: Enable/disable AI chat responses
- Email Summarisation: Toggle AI summaries for email-forwarded documents
- Restrict All Processing: A single toggle to pause all AI processing (GDPR Art 18)
When AI processing is disabled, documents are still stored securely but without AI-generated summaries, tasks, or chat threads.
Data Retention
Document analysis: AI-generated summaries and task suggestions are stored alongside your documents and retained for the same period as your account data.
Chat conversations: AI chat messages are retained indefinitely while your account is active. You can delete individual chat threads at any time from the AI Assistant page.
Email summaries: AI-generated summaries for forwarded emails are stored as part of the associated chat thread and can be deleted by removing the chat.
After account deletion: All AI-generated data (summaries, tasks, chat messages) is permanently deleted within 30 days of account deletion, in accordance with our data retention policy.
Accuracy and Limitations
Important: AI-generated summaries, task suggestions, and chat responses may contain errors. Always verify important information (especially dates, amounts, and legal requirements) against your original documents. AI output is provided as a helpful starting point, not as professional advice.
Questions?
If you have questions about our AI practices, contact us at privacy@adminest.com.