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AI Trust
Which AI models AWRA OpsHub uses and for what, what data is sent to them and what is kept, our commitments on model training, the AI sub-processors, and the controls available today.
The four principles
Responsible AI, written down
These are not aspirations — they are the rules the product is built to. Everything on this page ladders up to one of them.
01 · GROUNDED
Grounded before generative
Our assistant retrieves approved, curated knowledge and answers from it — low-temperature, short, and traceable to a source. When it doesn't have grounds to answer, it says so and hands off rather than improvising.
02 · ACCOUNTABLE
A human is always accountable
AI accelerates the work — it never has the final word. Suggestions, drafts and summaries are proposed to a person who reviews, edits and approves. Money movement, approvals and compliance filings are never fully automated by a model.
03 · PRIVATE
Private and minimal by default
We send the least data needed to serve a request, isolated per workspace, over encrypted channels. Prompts are not retained to train models, and sensitive fields are kept out of what we send wherever we can.
04 · TRANSPARENT
Transparent and honest about scope
You can see where AI is used, which models we run, and who processes your data — right here, kept current. Where a control is on our roadmap rather than shipped, we say so instead of implying otherwise.
Full disclosure
Everywhere AI shows up in AWRA
No hidden AI. Here is every place a model is involved, what it does, and the data it touches.
Website & Help Assistant
The public assistant answers product and support questions. It searches our curated, approved knowledge base, then a model turns the top matches into a short, grounded answer — and hands off to a human when it isn't confident.
Sends: your question + public help snippets No customer records Grounded & deterministic
Live
Predictive Insights
Forecasts demand, flags slow-moving stock and surfaces trends across your operational data. Outputs are decision-support: they inform a buyer or planner, who decides what to act on.
Runs on: your operational metrics Isolated to your workspace Advisory only
Opt-in
Academy Assistant
Guides users through learning content by answering from the curated Academy knowledge set. Like the website assistant, it stays inside approved material rather than free-forming.
Sends: your question + course knowledge No customer records
Live
Assistive drafting & summaries
Where offered, AI drafts text (notes, descriptions, summaries) to save typing. Every draft lands in an editable field for a person to review and change before anything is saved or sent.
Sends: only the text you're drafting Human edits before save
Opt-in
No black box
The exact models we use
We use two providers for resilience so a single outage does not take AI features down: Groq first, Google Gemini as the fallback. The models below are our configured defaults. They phrase assistant answers grounded in retrieved knowledge, and turn figures AWRA has already computed into plain-language summaries.
| Model | Where it runs | What we use it for | Data handling |
|---|---|---|---|
| GPT-OSS 120Bopenai/gpt-oss-120b (default) | GroqHosted inference provider, called directly | Primary model for the website, help and Academy assistants, AI insights summaries, demand-forecast explanations and the workflow assistant. | Prompt sent to produce one answer; not used by us to train models.See provider terms below. |
| Gemini 3.6 Flashgemini-3.6-flash (default) | Google AI | Fallback for the same features when Groq is unavailable. | Prompt sent to produce one answer; not used by us to train models.See provider terms below. |
Models change as the field moves. We may add, retire or reorder providers to improve quality, latency or cost. When we do, this table is updated — it is the current source of truth, not a one-time snapshot. Our commitments below hold regardless of which model serves a given request.
On our roadmap. A self-hosted inference option — where AI requests are answered entirely inside our own environment with no third-party gateway — is in active development. We will list it in the table above once it is production-ready.
Data boundaries
What leaves your workspace — and what never does
The single most important thing on this page. We send the minimum needed to answer a request, and draw a hard line around the rest.
What may be sent to a model
Only for the request you triggered, over an encrypted connection:
- The question or text you typed into an AI feature
- Relevant snippets from our curated, approved knowledge base
- For drafting: only the specific field you're editing
- For AI insights: the figures AWRA has already computed for that module, such as totals, counts and trends
- For demand forecasts: forecast figures, risk levels and the names of the items concerned
- For the workflow assistant: a failed action’s log message and status, or the intent you typed for a message draft
- Minimal instructions the model needs to stay on-topic
What stays inside AWRA
Never sent to a third-party model to serve the assistant:
- Customer, vendor and contact records in bulk
- Financial ledgers, invoices and payment credentials
- Passwords, API keys and connector secrets
- Another organisation's data — isolation is enforced
- Anything in a connected Gmail, Google Calendar or Google Drive — Google user data never reaches a model, ours or a provider's
Under the hood
How a grounded answer is built
This is why our assistant doesn't hallucinate its way into trouble: it retrieves first, generates second, and stays inside what it found.
1
Retrieve
Your question is matched against our curated knowledge base. Only approved, relevant snippets are pulled.
2
Ground
Those snippets are handed to the model as the only material it may answer from — with instructions to stick to them.
3
Generate
The model writes a short, low-temperature answer. No source, no confident answer — it declines rather than invents.
4
Decline over invent
If the answer would be weak, the assistant declines and hands off to a human — it never fakes certainty.
In plain language
Our data-use commitments
Expand each one for the detail your security and legal teams will want.
We do not use your data to train AI models
Prompts sent to a model exist to answer your request in the moment. We do not use your prompts, documents or records to train, fine-tune or improve any model — ours or a provider's. Questions typed into the public website assistant are stored with the page they were asked on and the browser’s user agent for up to 90 days, so we can improve answers, and are then deleted automatically.
We call each model provider’s own API directly rather than routing through a third-party model aggregator, and we select and configure providers so that inputs are not used for their model training. Provider terms are listed under Sub-processors.
We send the minimum, and keep it short-lived
Each AI request carries only what that request needs — your input plus relevant approved knowledge — not your database. Prompts are transmitted to generate a single answer and are not stored by us as a durable AI dataset.
Everything is isolated per workspace
AI features operate within your workspace boundary. One organisation's data is never blended into another's request, and knowledge retrieval is scoped so answers cannot cross workspaces.
Encrypted in transit, access-controlled at rest
Traffic to model providers travels over encrypted connections. Credentials and connector secrets are encrypted at rest and are never included in prompts.
AI never moves money or files compliance on its own
Models draft, summarise and suggest. Actions with real-world consequences — approvals, payments, tax filings, postings — require an authorised human. There is no path where a model alone commits an irreversible action.
Who processes what
AI sub-processors
The third parties that may process an AI request on our behalf. Review each provider's own data-use terms alongside our commitments.
| Sub-processor | Purpose | Data processed | Region |
|---|---|---|---|
| GroqHosted inference provider | Primary model (GPT-OSS 120B) for assistants, insights, forecasts and workflow help | Your question + approved knowledge snippets; computed module figures and item names; workflow log messages | United States |
| Fallback model (Gemini 3.6 Flash) for the same features | Same as Groq, only when Groq is unavailable | Google global infrastructure |
Need this list formalised in a contract? Our Data Processing Agreement covers sub-processors, and we notify customers of material changes. A future self-hosted inference option will remove all third-party sub-processors for AI requests once it ships.
You're in control
Your controls & opt-outs
AI is a convenience, not a lock-in. Turn it down, turn it off, or take your data out — on your terms.
Turn AI insights off per module
Admins can disable AI insights per module — inventory, procurement, sales, accounting — from the insights settings. Modules keep working; only their AI insights go quiet.
Manage privacy choices →Export & delete your data
Request a full data export or account deletion at any time. GDPR-style export is available from account settings; deletion follows our documented erasure flow.
Data & deletion →Report an AI concern
Saw an answer that looks wrong, biased or unsafe? Tell us and we'll investigate and correct the underlying knowledge.
Responsible disclosure →Review the legal basis
See how AI processing fits our broader privacy and data-processing commitments.
Privacy policy →Organization-wide assistant kill-switch ROADMAP
A single admin toggle to disable the website assistant, academy assistant, and drafting features workspace-wide is in progress. Today, granular controls exist for AI insights modules only.
Talk to us if this is a blocker →Self-hosted inference ROADMAP
A deployment mode where AI requests are answered entirely inside our own environment — no third-party gateway — is in active development.
Register interest → Accountability
How we govern AI over time
Trust isn't a launch-day promise. Here's how we keep these commitments true as models and threats evolve.
Human oversight
AI outputs feed decisions made by people. High-impact actions require explicit authorisation — there is no autonomous approval or payment path.
Quality & grounding checks
We tune retrieval and prompts so answers stay accurate and on-source, and we correct the knowledge base when an answer misses.
Change management
Adding or swapping a model is a deliberate change. This page — the model list and sub-processors — is updated to match.
Bias & fairness
Because answers are grounded in curated content rather than open-web free-form, we constrain the surface where bias can creep in.
Incident response
Reported AI issues route into our disclosure and response process. We investigate, remediate the source, and follow up.
Kept current
This is a living document. The version and date below reflect the last time our AI practices or model list changed.
Straight answers
Enterprise AI questions
Do you train models on our data?
No. We do not use your prompts, documents or records to train, fine-tune or improve any model. Prompts serve your immediate request and are not kept as a training dataset; public website assistant questions are logged for up to 90 days to improve answers, then deleted. See our data-use commitments.
Can we turn AI off entirely?
Today, admins can disable AI insights per module (inventory, procurement, sales, accounting) from the insights settings. A single workspace-wide kill-switch for the website assistant, academy assistant, and drafting features is on our roadmap — not yet shipped. If this is a procurement blocker, let us know.
Which exact models do you run?
By default, GPT-OSS 120B (openai/gpt-oss-120b) via Groq, with Gemini 3.6 Flash via Google as the fallback. We call both providers’ APIs directly — we do not route requests through a third-party model aggregator. The full, current list is in the models table. A self-hosted option is on our roadmap.
Does our financial or customer data get sent to a model?
Not in bulk. The assistant sends your question plus approved knowledge snippets — not your ledgers, records or secrets. See what we send for the hard boundary.
Can inference stay inside our own environment?
This is on our roadmap, not shipped. Today AI requests are served by one of the third-party providers listed in the models table above. If your procurement or regulator requires in-house inference, talk to us — we track this demand actively.
What happens if the AI gets something wrong?
Because answers are grounded and a human reviews high-impact outputs, a wrong answer is caught before it becomes a wrong action. You can also report it and we'll fix the underlying knowledge.
Bring AI to your operation — without the risk.
Grounded answers, human oversight, and controls you actually hold. That's the deal.
Help Center
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