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What data is sent to AI and with what guarantees

WorkOS's AI features (Kairos, voice notes, email drafting, summaries...) need to send text to an AI provider to process it. Here we explain which one, what gets sent and under what conditions.

Which providers WorkOS uses

  • OpenAI, through its business API. It's the provider for Kairos, audio transcription and web search.
  • Google Gemini, also through its API, only for some text processes, when the platform has them set up with a Google model.

WorkOS doesn't work with providers that reserve the right to use your data to train their models. Before adding any new provider we review its privacy terms.

What guarantees they give

  • Not used for training. What WorkOS sends through the API isn't used to train the provider's models.
  • Limited retention. Even so, OpenAI may keep what it receives for up to 30 days in its security logs, to detect abuse, and then deletes it.
  • Kairos keeps the conversation thread. To keep the thread going, conversations with Kairos are also stored at OpenAI for that same period.
  • Other features, without storing the response. WorkOS explicitly asks the provider not to store the response.
  • Files deleted when done. Files sent to be read (for example, a PDF you import) are deleted from the provider once they've been processed.

What gets sent in each feature

AI only receives what it needs for the specific task:

  • Kairos: your message, the pages you cite, the files you attach and what Kairos looks up to answer you, always within what you can see.
  • Voice notes: the audio, to transcribe it, and then the transcribed text, to turn it into a task, note, post, event or email.
  • Email: if your account uses Inbox automatic classification, the content of incoming emails is sent to AI to classify them and suggest tasks. Also when you ask it to draft, translate or correct a reply.
  • Meetings: the meeting summary or transcript, to suggest tasks and the title.
  • Importing documents and improving formatting: the file or text you choose.

Web search

Kairos can search the internet when the question needs it. In that case, the search terms Kairos chooses reach the provider's search engine. Your company can ask us to turn off web search if it prefers Kairos to work only with your information.

How much your company uses

The Owner and the Technical contact can see the month's AI usage in the WorkOS menu. See “AI usage: tokens and cost this month”.