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

Hivewell uses prompts, AI outputs, correction signals, and feature use to help you and improve its answers. Shared trade learning keeps only counts and shapes:

• Draft shapes: the structure of a draft, such as whether it starts with a summary. Prompts and AI output text do not enter the shared dataset.
• Correction signals: whether you keep, change, or reject a draft, and selected reasons why an answer was not right. Before-and-after text does not enter the shared dataset.
• Work patterns: common template sections, field types, and whether Workspace steps are done, skipped, or redone. These can count even when no AI draft is used.

We count common template sections, types of fields, completed or skipped steps, draft layouts, changes to drafts, and selected feedback reasons. We keep no prompts or before-and-after text in the shared dataset.

Messages to a company's own clients are never counted. Trade learning never shows another company your Reports, customer details, prices or photos.

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

Trade learning starts no earlier than December 2, 2026, and only after all the checks below pass and at least 30 days after these terms are posted and account owners are emailed. Only companies whose owner or admin has separately chosen Allow take part. Only eligible work after both the effective date and that saved choice counts. Work from before the choice never counts, and work done while a switch is off is never added later.

• Each company counts once per pattern, no matter how much work it does. A pattern needs at least 5 companies.
• Counts are kept only as rough bands, such as 5 or more, 10 or more, or 25 or more.
• A finer group is used only when that group and the rest of the trade each have at least 5 companies.
• Rare shapes are merged into broader groups or dropped. A person at ManageBee approves each pattern before use.
• A shared pattern holds no company, person, or text from any company. It holds no Reports, customer details, prices, photos, or voice.

Before we release or keep a pattern, we test whether anyone could reasonably pick out an owner, staff member, homeowner, or household, link them to other data, or learn private facts about them. Before any pattern is used, we test on sample companies that planted names, addresses, codes and prices never appear in a pattern, and that no single company can be picked out from the patterns, from patterns combined, or from how they change over time. We merge or drop groups and rare shapes that fail, and check again after removals. Five companies alone is not proof that a pattern is anonymous.

We will not try to work out which company or person a pattern came from. We hold the companies that help run Hivewell to the same promise, and we never sell patterns.

5. Third-party AI providers

Hivewell's trade learning uses Google (Vertex) under our existing agreement. Before we send this data to any provider:

• We check that the provider's terms bar it from training on the data, keeping it longer than needed, or passing it on.
• Before receiving patterns, every recipient must agree in writing to keep them safe, use them only in anonymous form, make a public promise not to try to work out who they came from, and hold anyone they pass them to to the same rules.

For shared trade learning, no customer-derived data goes to TypeSafe (Jev) until a data agreement with it is signed and these checks pass. This includes company-linked shapes and anonymous patterns, even without customer text.

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 change whether your work helps trade learning at any time:

• Company: Hivewell settings > Privacy. Owners and admins can choose Allow or Don't allow. They can also turn off each kind: How Reports and messages are written, How work is set up, and Answers that were not right. The first kind never includes messages to clients.
• Each person: Settings > You > Privacy and data > Help improve Hivewell. Turn this off to exclude your own work.
• Turn Hivewell off: Hivewell settings > General > Hivewell on. Turning Hivewell off stops both its help and trade contributions for the company.

Choosing Don't allow for trade learning does not turn off Hivewell's help.

Opting out excludes activity from the time of your saved choice; every queued contribution is checked again before counting.

You can ask us to delete your company's linked shapes. Shared trade patterns are fully anonymous.

Pattern records linked to your company keep the same protections and deletion limits as your other data, and are deleted with your company. Only patterns proven anonymous may remain afterward. To ask for deletion of linked shapes, or to object to this use of your personal data, email privacy@managebee.com. People named in Reports can use this route too. Fully anonymous patterns cannot be traced back to a company or person and may be kept after a company leaves only because they are fully anonymous.

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 post these terms and email account owners at least 30 days before trade learning starts. The revised Data Terms follow the same notice period. Nothing counts without the owner's or admin's separate Allow choice. Done or continued use does not give that permission. We save the choice, wording version, and time.

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.