How Fioo uses data

What Fioo sees

• Answering a customer:the customer's message, up to the last 10 messages of that conversation, the customer's name, a few tags, their last appointment date and whether they have opted out; your services and prices, opening hours and the most relevant entries from your knowledge base; for bookings, your free time slots; and your country, language, time zone and currency.
• Looking things up:when it needs more, Fioo can read records in your workspace — customers and their contact details, conversations, quotes and invoices, your schedule, jobs, your team members' names and email addresses, and payment matches.
• Working for you:what you type or say, your recent conversation with it, a summary of your business (today's appointments, overdue invoices, open quotes) and up to three photos you attach. Photos go to the AI model for that request and are not stored.
• What it does not see: your Gmail inbox; the details of events in your Google or other calendars — only when you are busy; and the contents of your accounting, CRM or marketing tools, which INFIOO sends records to but does not read from.

Which AI models process it

Fioo uses Google's Gemini models through Vertex AI. If they are unavailable or return an unusable answer, the same request goes to Anthropic's Claude and then to OpenAI's GPT, so one request can reach more than one provider. Searching your knowledge base uses Google's embedding model. All three providers process requests under business terms that bar them from training their models on your data; how long each keeps a request is on the subprocessor page. INFIOO trains no models of its own on your data.

What Fioo remembers

• Your conversations with Fioo, per person, until you delete them. The record of what Fioo did in response stays in your workspace's activity history.
• Your knowledge base:what you add, and what Fioo suggests. Suggestions — from a conversation or from a weekly review of the drafts you edited or declined — stay "proposed" and are never used until you approve them. You can archive any entry.
• Your edits: when you change a draft before approving it, the change is kept with that run and feeds the weekly suggestions.
• Activity history: each run — what started it, what Fioo proposed, the checks it passed and who approved it — is kept in your workspace.

"Learning" at INFIOO means suggestions you approve. Nothing is used to train or fine-tune a model.

What Fioo may do on its own

• For each member of Fioo's team you choose Ask me first, Small things alone or Most things alone. New workspaces start with Fioo, the executive assistant and the booking assistant on "Small things alone" and everyone else on "Ask me first".
• Earned trust:once you have approved, without changes, 5 replies to customers, 3 appointment reminders or 3 payment reminders, Fioo may send that kind of message on its own, even on "Ask me first". Changing a draft before you approve it does not count towards this. Pausing Fioo's team stops everything at once.
• Always waiting for you: invoices, syncing to your accounting software, confirming payment matches, referral campaigns, and public posts and review replies — unless an owner or manager deliberately allows one of these to run by itself. Invoices above a per-currency limit (for example 500 USD or EUR) always wait, and amounts over ten times that limit are refused.
• Limits: at most 5 actions per run, 10 messages to one customer per hour, and 250 runs per business per day. Scheduled messages to customers only go out between 08:00 and 21:00 local time, narrowed to your opening hours.
• Voice:a spoken "approve" can release ordinary work, but never money or public posts — those need a tap. Declining by voice always works.
• Fioo never moves money: it does not make payments or transfers.

Checks before anything goes out on its own

• Every concrete claim in a draft — amounts, percentages, times, prices, promises — must be supported by your records, your knowledge base or the customer's own words. If it is not, the draft waits for you, with the reason shown.
• Before Fioo sends a message on its own, AI reviews check that every statement is supported and that it commits you to nothing unintended. If they object, fail or cannot run, the message waits for you.
• Customer messages reach the models marked as data, never as instructions, so text planted in a message cannot change what Fioo is told to do or set a price.

How your customers are told

• When Fioo sends a text or WhatsApp message without a person's approval, the first such message to that customer in any 24 hours starts with "[Your business] AI assistant:". An email carries the same notice at the top.
• The automated assistant on your phone line says it is automated and that the caller's message is transcribed.
• Asked whether it is a person, Fioo says it is your AI assistant.
• Messages you approve go out as you approved them. These notices cannot be switched off, because the EU AI Act requires them.

Voice

Talking to Fioo uses your browser's built-in speech recognition and voice. Depending on your browser, this may send your audio to the browser's maker (for example Google for Chrome) to be transcribed; INFIOO receives only the text. Calls to your INFIOO number are transcribed live by our telephony provider and are not recorded.

Fioo and the AI assistants you connect

An AI assistant you connect to INFIOO, such as Claude or ChatGPT, can hand Fioo a job — up to 30 a day. Fioo can look things up and make small changes such as creating a task or tagging a customer. Messages, bookings, quotes and invoices it prepares wait for your approval in INFIOO; public posts, payments, syncs to your other tools and settings changes are not available this way. Fioo's answer goes back to the assistant and its provider. See the privacy notice.

Your controls

• Set what each member of Fioo's team may do alone, or pause them all.
• Approve, change or decline every draft that waits for you.
• Delete your conversations with Fioo; archive knowledge entries.
• Disconnect AI assistants and other tools in Settings → Connections.
• Export everything in Settings → Data & privacy.

Accuracy and responsibility

AI makes mistakes, and the checks above are a floor, not a guarantee. You stay responsible for what goes out in your business's name — see the terms. Questions or concerns: hello@infioo.com.

Changes to this document

• 6 October 2026: One set of documents for the INFIOO software, replacing the older website-services terms. Adds the data processing addendum, the Google API disclosure, How Fioo uses data, acceptable use, cookies, switching and export, and the illegal-content report route; the subprocessor list now names every provider and where it processes data.