Avion Desk uses artificial intelligence (AI) in a few places to save typing and to answer questions about your own records. This policy says where it is used, what is sent to the AI provider, what is kept out, and what you control. It applies together with our Privacy Policy.
Where the service uses AI
The service uses AI in these features and nowhere else. Each is marked “Beta” in the service.
- The Assistant: answers questions about your operation’s trips, flight hours, aircraft, maintenance due and crew certificate dates, and about how to use the service. Its answers link to the records they came from.
- Quick add: turns a note you type or paste into a suggested trip or time off for you to check.
- Pictures in Quick add: reads the words in up to three screenshots or photos you add, and puts them in the Quick add box.
- Email-in, only where we have turned it on for an operator: reads booking confirmations, receipts and trip requests sent to the operator’s own address in the service.
The checks on a trip, such as duty limits, maintenance status and the release, are fixed rules in the service and use no AI.
Who provides the AI
Anthropic provides the model, and the service reaches it through Anthropic’s API. We use no other AI provider. Anthropic does not use what we send to train its models, and we do not use customer data to train machine-learning models.
What is sent
- The Assistant: your question, the recent turns of the same conversation, and the records needed to answer it. Those records are limited to what the person asking can already see in the service: trips and legs, flight log times, aircraft and maintenance items, crew first and last names, and the names and expiry dates of certificates and medicals.
- Quick add: the note you type, today’s date and your time zone, and the list of your active aircraft (tail and type) and crew (first and last names), so the suggestion can name them.
- Pictures in Quick add: the pictures only. No other record of the operator is sent with them.
- Email-in: the subject and text of the email, and for a receipt the first attached picture or PDF.
What is kept out
The Assistant never receives passport or traveler numbers, birth dates, medical notes, certificate numbers, addresses, amounts of money, or the names of passengers and clients.
Quick add and Email-in read what a person writes or sends, so they receive whatever is in that text or picture, including passenger and client names. Before an email is sent to the model, the service removes lines that look like a passport, birth date, traveler or loyalty number or medical detail, and masks long card-like numbers. The service instructs the model not to copy such details from a picture. These steps reduce what is sent, and they can miss a detail. Leave passport numbers, birth dates and card numbers out of what you type, paste or photograph for Quick add.
A person decides
- The Assistant only reads. It cannot create, change, send or delete anything.
- Quick add fills in a draft. Nothing is saved until a person checks it and saves it.
- A receipt read from an email becomes a draft expense for a person to check and save.
- A booking read from an email waits in the trip’s reservations for a person to attach it.
- A trip request emailed by a sender the operator has approved is added to the list of requests at once. It stays a request until a person makes a trip from it.
What we keep
- The Assistant: only you can see your questions and its answers. They are removed 90 days after you last used the conversation, and you can delete a conversation sooner.
- Quick add: the note, the pictures and the model’s reply are not stored or logged.
- For each use we record which feature was used, by whom, the model’s name and the size of the request and the reply. That record holds no text.
- Email-in: the service keeps the full email for 30 days and its text for 90 days.
Your controls
- An operator’s admin can turn the Assistant off for everyone in Company settings.
- The Assistant shows each person only what their own role already lets them see.
- Quick add is open only to people who may schedule trips.
- Email-in stays off until we turn it on for the operator.
- Each feature has monthly and daily limits on use.
Changes to this policy
If we add AI to another part of the service, or change the provider or what is sent, we will update this policy and change the date at the top before the change takes effect.
Contact
Questions about AI in the service go to [email protected].
