NEW: Engagements. Letters with e-signature, scope that tracks itself and renewals that never slip. See how NEW: Insights dashboards. Billing, unbilled time, utilization and budget burn, live. Take a look NEW: Cloud files. Link Dropbox, OneDrive and SharePoint files to projects without duplicating them. Learn more NEW: Talk to your workspace. Connect Claude via MCP and let AI create projects and tasks for you. See how NEW: Task approval workflows. Client or manager sign-off before work counts as done. See how NEW: Automations. If/then rules that assign, notify and chase for you. See how NEW: E-signatures. Route contracts through ordered signers with a full audit trail. Learn more NEW: Client portal 2.0. Action items, magic links and proofing for every client. Take a look NEW: Email-to-task, intake forms and docs. Work flows in; nothing gets lost. Read the docs

AI data, privacy and where it runs

Vivotics AI is built so you always know what it can see and where your data is processed. This page explains both, so you can use it with confidence on client work.

What the AI can see

Every AI feature runs under the permissions of the person using it. The assistant only ever reads records that user can already open in the app: their tasks, projects, docs and meetings. It cannot surface anything a user is not allowed to see, and private tasks stay private to their owner and assignees. Answers cite the exact records they came from, so you can check the source.

Where your data is processed

Vivotics workspace AI is powered by Anthropic Claude, processed in the United States. Your inputs are not used to train models. You can see the active provider, region and data-use terms at any time under Settings → AI, in the "Where your AI data is processed" panel.

The AI provider is pluggable. A self-hosted or self-managed deployment can point Vivotics at a different provider (for example an OpenAI-compatible endpoint, a regional host, or a model running on your own infrastructure). Settings → AI always shows the current provider and flags any endpoint that would send data outside a trusted region, so an administrator can review it before AI is used on sensitive data.

Meeting transcripts

The AI Notetaker turns meeting audio into a transcript and then into minutes and tasks. Transcription can run on a self-hosted endpoint so the audio never leaves your stack, and the text steps use the same trusted AI provider as the rest of the suite.

Metering and control

  • AI is a paid add-on unlocked per person with an AI seat; only seat holders can run it.
  • All usage is metered against a shared monthly pool, visible in Settings → AI.
  • Administrators control seats, the team glossary, and the AI provider.

In short

  • The AI sees only what each user already can.
  • Workspace AI is processed by Anthropic Claude in the US and is not used to train models.
  • The provider and region are always visible in Settings → AI, and a non-trusted endpoint is flagged before use.

Last updated Jul 21, 2026

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