AI & Training Data Terms

ManageBee includes AI-assisted features (collectively, "Hivewell"). This document supplements our Privacy Policy and Terms of Use and describes our approach to AI, the data we collect, how we use it to improve the platform, and the controls you have.

1. AI features at a glance

Hivewell provides AI-assisted features across the ManageBee platform, including content generation, data extraction from documents and photos, scheduling suggestions, voice capture, and document drafting. These features are optional — you can turn them off entirely for your organization or for individual team members.

2. What we collect to improve the platform

To improve Hivewell's accuracy and usefulness for everyone, we may collect and retain limited, anonymized data from how you and your team use AI features. Specifically:

• Prompts and AI outputs — the text you enter into AI features and the AI-generated response, after automated removal of personal information (names, phone numbers, email addresses, addresses, payment data, and other PII).
• Correction signals — when you edit, reject, or replace an AI-generated output, we retain the before/after so Hivewell can learn to produce better results.
• Usage patterns — which features you use, how often, and whether they succeeded or failed.

3. What we never collect for training

• Authentication credentials, password reset tokens, or API keys
• Payment card numbers, bank account numbers, or financial account credentials
• Social Security numbers, driver's license numbers, or other government identifiers
• Medical information or protected health information
• Contents of a consumer-facing chat or SMS message sent or received
• Identifiable photos, audio, or video of people

4. How we anonymize

Before any prompt or output enters our training dataset, it passes through an automated pipeline that removes named entities (people, organizations, addresses, phone numbers, emails, account numbers) and applies k-anonymity grouping so that no individual prompt can be traced back to a specific user, account, or organization. We also exclude any prompt shorter than a threshold length or flagged as containing sensitive content.

5. Third-party AI providers

ManageBee uses third-party large language model providers (including Anthropic, OpenAI, and Google) to run certain AI features. We have contractual commitments with each of these providers that:

• Your prompts and outputs are not used by the provider to train their models;
• Your prompts and outputs are not retained by the provider beyond the time needed to run the request (typically 30 days for abuse monitoring, then deleted);
• Your data is not shared with other customers of the provider.

See our Subprocessor List for the current set of AI providers we use.

6. AI-generated content is not guaranteed accurate

AI outputs — including document drafts, data extracted from photos, scheduling suggestions, and responses to questions — are machine-generated and may contain errors, omissions, or misstatements. You are responsible for reviewing AI outputs before relying on them for any material business decision, and ManageBee makes no warranty as to the accuracy, completeness, or fitness-for-purpose of any AI output.

7. Automated decision-making rights

Hivewell assists humans; it does not make material decisions about individuals without a human reviewing and approving the result. If you believe a decision concerning you was made solely by an automated system, you have the right to request human review of that decision by emailing privacy@managebee.com. This right applies to decisions that produce legal or similarly significant effects concerning you, consistent with the EU General Data Protection Regulation and applicable US state privacy laws.

8. How to opt out

You can opt out of contributing anonymized prompts and outputs to our training dataset at any time:

• Per user: Settings → Account → Privacy → "Contribute anonymized AI data to improve Hivewell" (toggle off).
• Organization-wide: an organization owner can disable training contributions for all members at Settings → Organization → Privacy → "AI training contributions".
• Disable AI features entirely: Settings → Organization → Hivewell → "Enable Hivewell" (toggle off). AI features remain fully functional regardless of the training-contribution setting; this toggle only controls whether your usage helps improve the platform.

Opting out applies prospectively from the moment you toggle the setting. To request deletion of any already-contributed anonymized data associated with your account, email privacy@managebee.com.

9. Voice and audio capture

Some Hivewell features accept voice input from the user operating the device. Voice capture is always explicitly initiated by the user (push-to-record) and processed on-device where possible. Where server-side transcription is required, audio is processed, transcribed, and then deleted within 30 days. If you operate in a jurisdiction requiring all-party consent for voice recording (including California, Florida, Illinois, Maryland, Massachusetts, Montana, New Hampshire, Pennsylvania, and Washington), you are responsible for obtaining consent from any other parties present before using voice capture features.

10. AI-generated content in the Marketplace

ManageBee Marketplace permits Creator Content that was generated in whole or in part by artificial intelligence tools, subject to disclosure and warranty requirements set out in the Creator Terms of Service. When viewing a Marketplace listing, an AI-involvement label is displayed so purchasers can make informed decisions.

11. Children

ManageBee is not directed to children under 13. We do not knowingly collect data from children, and we do not train models on content known to originate from a child.

12. Changes to these Terms

We will publish material changes to these AI Terms on this page and give existing customers at least 30 days' notice before changes take effect. If a change expands the categories of data we collect for training beyond what's described above, we will request affirmative consent rather than rely on continued use.

13. Contact

Questions about AI features, training data, or how to exercise any of the rights described here? Email privacy@managebee.com.