AI and workspace services

Standard AI processing

Configured AI processing is included with Paxo. No separate workspace agreement, feature activation or technical renewal is required. Paxo records processing costs without a monthly or per-request spending allowance. Current access, provider configuration and source restrictions still apply. Business changes retain their application permissions and Accept or Decline review.

Current service policy paxo-standard-workspace-ai-2026-10-09 replaces the historical separate-acceptance, technical-renewal and feature-activation requirements. Previously accepted agreement receipts and recorded withdrawals are preserved.

Data and services

Assistant answers and drafts, document reading and suggestions, scanned-document text extraction and import analysis use the services configured for your workspace. Settings shows their providers, regions, models, permitted data classes and processing bounds. Unconfigured services remain unavailable.

Paxo sends only evidence permitted by your current workspace access. Restricted, quarantined and inaccessible documents are excluded. Where supported, OpenAI responses request store:false; supplier retention follows the provider account settings and terms. Paxo does not train a shared model on customer content without a separate explicit agreement.

Review and recovery

AI proposes business changes for Accept or Decline. Typed application commands independently check permissions, current versions and required approvals. Learning from approved outcomes improves future proposals; optional autonomy requires its own deliberate setting and eligible task rules.

Standard AI processing does not connect a provider, send a message, publish content, authorize a payment, record a microphone or grant access to another workspace. Those actions retain their own controls.

Previously recorded processing withdrawals are respected. The workspace owner can withdraw or restore processing in Settings. Withdrawal preserves originals, approved records and audit history; already-dispatched calls retain their costs and reconciliation requirements. A restore is a processing preference, not acceptance of a new agreement.

Claude background automations (optional)

Off until the workspace owner turns them on. When on, Anthropic processes bounded workspace content so background automations can prepare drafts and classifications for your review.

Turning this on adds Anthropic as a processor for this workspace. Paxo sends bounded excerpts of permitted workspace records to the displayed Anthropic API endpoint and Claude model only for background automations. Only public, internal and confidential records within the displayed bounds are eligible. Restricted, quarantined, regulated and health information is never sent to Anthropic, and Claude automations are not offered in the Compliance environment.

Claude background automations can automatically save unsent reply and reminder drafts and classification preparations for review, and discard stale unsent reminder drafts when their invoice changes or is paid. Sending messages, changing operational records, approving payments, booking work and publishing still require the existing review and typed application permissions. AI output can be incomplete or wrong.

Supplier handling and retention follow Anthropic's API terms. Paxo's Anthropic API workspace is configured with inference data retention disabled; this is a supplier account setting, not a promise of zero supplier retention. Paxo has no business associate agreement with Anthropic. Paxo does not train a shared model on customer content without a separate explicit agreement.

Withdrawing AI processing in Settings also stops Claude automations. Restoring AI processing turns on every configured service, including Claude automations. A changed notice or workspace owner requires the current owner to turn Claude automations on again. Already-sent requests may still incur a cost and need reconciliation; withdrawal preserves originals, approved records and audit history.

Notice version paxo-claude-automation-notice-2026-10-16-v2.

Historical workspace agreement

The following October 6, 2026 text is retained as paxo-workspace-processing-terms-2026-10-06 for historical receipts. Its separate-acceptance and technical-renewal requirements have been superseded by the current service policy above.

What you authorize

Acting for this workspace, you authorize the configured purposes displayed with this agreement: answers and drafts from permitted workspace records; answers from admitted document excerpts; document category and work-link suggestions; scanned-document text extraction; and business-import classification, field extraction, name matching and mapping. Unconfigured purposes are not enabled. A changed provider, processing region, model, owner or agreement requires a fresh review.

This agreement is separate from the service agreement accepted when the account was created. Earlier acceptance does not authorize these purposes. It does not authorize financial execution, sending messages, publishing, connecting a provider, voice recording, photo captioning or access to another workspace.

Data and provider handling

Paxo sends only bounded evidence permitted for the displayed purpose and your current access. Restricted, quarantined and inaccessible document content is excluded. The current provider, endpoint, region, model, allowed data classes and processing bounds are available in your workspace's processing settings and are part of the configuration you review.

Where supported, Paxo requests OpenAI responses with store:false. This controls response storage and is not a promise of zero supplier retention. OpenAI API content is not used to train its models by default unless the organization opts in; supplier abuse monitoring and other retention follow the applicable account settings and supplier terms. Paxo does not train a shared model on customer content without a separate explicit agreement.

Private OCR reads eligible documents in the displayed private processing service. When Azure OCR is configured instead, eligible files are sent to the displayed Azure endpoint and region. Permission for one provider or purpose does not authorize another.

Records, access and sharing

Uploads enter quarantine and malware scanning before approved reading and use. Paxo preserves retained original files; corrections and decisions create separate records or versions. A preview or exported copy does not change the original. Availability depends on the retained bytes, your access and the file's current status.

Business staff use the workspace's permissions. Each person's notes, session and queued work stay separate on shared devices. Client access is separate and limited to records explicitly shared with that client. The business controls sharing and can withdraw it. A client cannot use the owner's processing agreement to access private business records. Each person still completes the applicable account or invitation acceptance.

Downloads and exports include only the records and files your current access permits. Mobile record exports contain available record data; save permitted original files separately. Retention, legal holds, account closure and removal follow the applicable Customer Data policy and configured record lifecycle; turning off AI does not delete originals or approved records.

Connected services and location

Connecting an account authorizes the provider permissions you review; it does not automatically start every import, continuous sync or external action. Manage accounts and their available operations in Connections and Settings. Disconnecting stops the configured connection while preserving required business and audit history.

Maps, visits and fleet features use the location evidence available to the workspace. Connected fleet credentials are kept in Paxo's secure credential storage. Geotab reads the approved root CompanyGroup feed for vehicle and job-site evidence. A recorded position or arrival does not itself send a message or change an invoice.

Messages, notifications and voice

Notifications direct you to open the app; notification content does not reveal the underlying business record. Delivery depends on the channels and permissions you enable. Phone enrollment, SMS purposes, microphone use and call recording or transcription retain their own deliberate feature controls and recipient or caller choices.

When you choose to record an Assistant voice note, Paxo can send up to 55 seconds to its configured OpenAI transcription endpoint. That endpoint stores neither the audio nor the returned transcript in Paxo. Supplier handling follows the applicable provider settings and terms. Review the transcript before sending; sent text becomes part of this computer's chat history. Voice and phone settings show the applicable service configuration; this workspace agreement alone does not start recording or a call.

Reporting a conversation shares the selected evidence with authorized reviewers only after your explicit report action. Personal blocking and business-wide conversation access have different effects, shown when you take the action. Messages, client sharing, financial approval and publication require their respective application actions.

Drafts, payments and updates

AI drafts and suggested work remain reviewable. Saving an estimate, note, message or follow-up draft does not itself send it to a client. Required approvals and recipient review remain part of the relevant workflow. Invoice and payment status rely on the connected accounting or payment service's verified evidence.

Plans, seats, trials and paid services follow the current billing agreement and displayed limits. These terms do not increase an allowance or purchase an overage. App updates use the available signed release; installing an update does not grant new business permissions or accept a changed processing configuration.

Review, limits and recovery

AI can be incomplete or wrong. Review its sources and full suggestions before relying on them. Typed application commands independently check permissions, current record versions and any required approval; a model cannot authorize a business action.

Acceptance does not activate an unconfigured provider, enlarge a spending limit or purchase an overage. Each operation still checks current customer-data, document-release, source, provider and budget requirements. Unavailable processing leaves manual entry, normal review and permitted original access available.

The agreement remains valid for the unchanged owner, agreement version and configuration. Technical processing permissions have their own expiries and require deliberate renewal. Settings shows the saved agreement and each purpose's expiry and status. You can turn off a purpose or all workspace processing there. Revocation stops new authorized processing and reuse; it does not erase protected originals or previously approved business records. Calls already sent may still incur a charge and need reconciliation. Renewing the unchanged configuration enables all configured purposes, including any previously turned off, and records the new technical permissions. A changed agreement or configuration requires fresh acceptance.