AI & Data Processing

1. AI functions offered by CELVENO

Depending on plan, CELVENO AI may prepare quote drafts, analyse documents and spreadsheets, import catalogue data, improve text, draft emails, analyse customer responses, review quotes and – where enabled – transcribe speech.

2. When AI is enabled

AI functions are only available where the relevant plan and server-side permissions enable them. For plans without AI, these functions are intended to remain inactive and hidden. Storing data in CELVENO does not automatically trigger AI processing; an authorised user must invoke the relevant assistance function.

3. Data that may be transmitted

An AI request may transmit only the content required for the specific function, such as enquiry text, selected quote lines, document/spreadsheet content, images, voice data or catalogue context. The scope is intended to be limited to what is necessary for the requested function.

The business customer is responsible for ensuring that the use of transmitted data is lawful and that data is not submitted to AI functions without the required permission or legal basis.

4. OpenAI API, training and retention

Under the current technical setup, CELVENO may use the OpenAI API. For customers in Switzerland, OpenAI's current published business terms identify OpenAI Ireland Ltd. as the relevant contracting entity. Under those terms, API business data is not used to train or improve the models by default unless the customer expressly opts in.

CELVENO sends AI requests server-side; the OpenAI API key is not delivered to the browser. Responses requests currently use store: false. This does not automatically mean that Zero Data Retention is enabled for the entire OpenAI account. OpenAI describes limited technical processing/retention for service provision and abuse detection depending on endpoint and configuration, while eligible customers may use additional retention controls for supported endpoints.

5. Document analysis and temporary files

Where files are temporarily transferred to an AI provider for AI-supported document analysis, CELVENO removes such temporary uploads after the intended processing where this is controlled by CELVENO. The AI provider's own technical retention and security rules additionally apply.

6. Monthly AI quota

Starter AI, Business AI and Enterprise AI include a monthly CELVENO AI quota per company account. As a guideline, depending on the function used, approximately 50–200 AI actions are possible with Starter AI, 200–500 with Business AI and 1,000–2,500 with Enterprise AI per calendar month. CELVENO displays current usage as a percentage from 0–100%. These action counts are guidelines and are not internal technical quota units.

Usage can vary by AI function. Extensive document, image, quote or data analysis may use more capacity than short text functions. At 100%, further AI functions are paused until the automatic reset on the first day of the next calendar month. Unused quota is not carried over. Failed AI requests are not counted, and there is no automatic paid overage. Additional AI quota may be purchased separately if required.

7. AI output is a suggestion

AI can hallucinate, misread content, miss context or generate unsuitable wording. AI output is therefore not a binding statement of fact, price, technical specification, legal advice or approval. Users must review output before business use.

Prices or technical facts must not be treated as binding solely because an AI generated them. CELVENO is intended to use catalogue values, approved price lists, manual entries or other verified sources for pricing.

8. Human control and approval

CELVENO is designed so that material AI suggestions are not adopted as binding changes without the user approval intended by the product. The authorised user decides whether a suggestion is accepted, changed or rejected.

9. Sensitive use cases not intended

Without separate legal and technical assessment, CELVENO AI is not intended as the sole basis for decisions with significant effects on natural persons, such as candidate selection, employment, creditworthiness, insurance, medical diagnosis/treatment, law enforcement, biometric identification, emotion recognition or safety-critical control systems.

10. Privacy and security

AI secrets are handled server-side. Access to AI functions is controlled through the server-side plan/permission logic. The Privacy Policy, DPA and Subprocessor List provide additional information.

11. Questions about AI and privacy

Privacy enquiries: info@celveno.com
Technical support: support@celveno.com