AI Usage Policy

Last updated: May 2026

This policy explains how OpsPilot uses artificial intelligence, what data is sent to AI models, and what safeguards are in place to protect your business and your clients.

Core Principle: AI Suggests, You Decide

OpsPilot never takes autonomous actions on your behalf. Every briefing, email draft, and recommendation requires your explicit review and approval before anything happens.

What AI Does in OpsPilot

Generates your daily Morning Briefing by analysing the context you provide (email summaries, client notes, tasks)

Drafts email replies based on your communication style and company rules

Identifies which clients may be at risk based on activity patterns you describe

Prioritises follow-up actions based on urgency signals in your data

Summarises meeting agendas and suggests preparation notes

What AI Never Does

Send emails, messages, or communications on your behalf

Make financial decisions, approve invoices, or process payments

Delete, modify, or move data in your Gmail or calendar

Share your data with other users or third-party services

Train on your data to improve models used by other customers

What Data Is Sent to the AI Model?

When you generate a briefing or email draft, OpsPilot sends the following data to the AI model:

Data Type	What Is Sent
Business Context	Agency type, services, client types, AI priorities (from your AI Memory)
Communication Style	Your preferred tone, style notes, and company rules
Briefing Input	Text you paste into the briefing form (email summaries, meeting notes, client updates)
Client Names	Client names you have added to OpsPilot (not email addresses or contact details)

Important: OpsPilot does not automatically send your raw email content to the AI. When Gmail integration is available, only email metadata and summaries will be processed — never full email bodies without your explicit action.

Which AI Model Is Used?

OpsPilot uses a large language model (LLM) provided through a secure API. The model processes your requests in real time and does not retain your data between sessions. We do not use your data to fine-tune or train AI models.

AI Usage Limits

To ensure fair usage and prevent abuse, AI generation is rate-limited to 20 requests per hour per user. If you reach this limit, you will be notified and can try again after the window resets.

Questions?

If you have concerns about how AI is used in OpsPilot, contact us at [email protected].