AI Features Notice
Mavi is Mavecy's assistant. It answers questions from your own records and prepares drafts. A person checks every draft and confirms it. Nothing is saved, sent, paid, posted or booked by Mavi on its own.
1. What the AI features do
- Answers from your records: who owes you, quotes to follow up, money in and out, and project summaries. These figures come straight from Mavecy's own calculations, never from the AI model, and only include records you are allowed to see.
- Drafts: turns a typed message, photo, screenshot, PDF or voice note into a draft quote, expense, task, email, payment reminder or calendar event.
- Receipt reading: reads the supplier, date, total and VAT from a till slip or supplier invoice and suggests a category and project.
- Quote drafting: matches requested items to your own products and services and suggests prices from them.
- Customer requests: sorts questions and bookings customers send from a quote or invoice link.
Each feature says what it will read before you send anything.
2. What is processed, and by whom
Inputs can include typed instructions, images, receipts, PDFs and voice notes. We send the content you submit, with the names of your products, categories and customers needed to prepare the draft, to OpenAI, L.L.C. in the United States, to read, transcribe and draft. Under OpenAI's business API terms this content is not used to train their models and may be kept for up to 30 days for abuse monitoring before deletion.
Mavecy keeps your uploads and the draft privately in your workspace so you can review them. Only signed in users of your workspace can open them. They are kept and deleted with your other workspace records. The Subprocessors page lists locations and safeguards.
3. Conversations and drafts
Your conversations with Mavi, and the drafts in them, are kept in your workspace so you can find them in History and Drafts. Only you can see your own conversations. Deleting a conversation in History deletes its messages, Mavi's answers and any unsaved drafts with their uploaded files. Quotes, expenses, tasks, events and emails that were already saved or sent are business records and stay. Conversations are otherwise kept with your other workspace records and deleted with them.
Questions about your records (such as "Who owes me?") are answered by Mavecy itself and are not sent to the AI model. Free-form emails, unclear messages, documents and voice notes are sent to the AI provider as described above.
4. Emails
Mavi only sends an email after you review the exact recipient, subject, message and attachments and confirm it. Recipients must be your own customers, suppliers or team members. Payment reminders are checked against the invoice balance again just before sending.
5. Always review the result
AI can get amounts, dates, supplier names, tax treatment, times or suggested projects wrong. Every result is shown as an editable draft, with uncertain fields marked "Check" and anything missing marked for you to fill in. Nothing becomes a saved record until a user with the right permission presses Save. Expenses are saved as drafts for normal approval, quotes are saved as drafts and sent separately, and an event with an unclear time asks you to confirm AM or PM first. Check every field before you save, approve, send, pay, or make employment or financial decisions.
6. Your inputs
Send information only where you have authority to use it. Keep inputs to what is needed. Do not send identity numbers, health information, payroll records or other sensitive personal information to the AI features. AI features follow the user's permissions and workspace: a user can only create drafts of the types they are allowed to create, and only in their own workspace.
7. No automated decisions
Mavi does not make solely automated decisions with legal or similarly significant effects on anyone. The AI prepares suggestions, and people make the decisions. Report a problematic result or a privacy concern to info@mavecy.com.