# MyBix.App AI Usage Policy Last updated: October 2026 ## 1. Purpose This AI Usage Policy explains how artificial intelligence, including generative AI, is used within MyBix.app. It is intended to promote responsible, secure and transparent use of AI by businesses using MyBix.app and by the people interacting with AI-powered features. MyBix.app uses AI to support business workflows and customer interactions. AI features are designed to assist users and automate defined tasks, but they do not replace appropriate human judgement, professional expertise or the responsibilities of the business using the service. ## 2. Scope This Policy applies to MyBix.app customers and their authorised users, people interacting with AI-powered features made available by a MyBix.app customer, AI-powered and generative AI features within MyBix.app, and the internal teams responsible for managing and deploying those AI capabilities. This Policy should be read alongside the [MyBix.app Licence Agreement](https://mybix.co.uk/licence-agreement/), Privacy Notice and applicable Data Processing Agreement. ## 3. AI Features AI-powered features within MyBix.app may include content generation, customer communications, data summarisation, information extraction, workflow assistance, recommendations, automation and the AI Receptionist. AI functionality may develop over time and additional AI-powered features may be introduced. The particular AI features available to a customer will depend on the services and add-ons they use. ## 4. AI Receptionist The AI Receptionist is an optional AI-powered add-on to MyBix.app. It is designed to answer incoming telephone calls, respond to customer enquiries, provide information, take messages, assist with appointments and bookings, collect relevant information and pass information into MyBix.app where the relevant functionality is enabled. The AI Receptionist is an automated system and is not a human receptionist. The business using the AI Receptionist is responsible for ensuring that its configuration, information, instructions, services, opening hours, booking rules and other settings are accurate and appropriate. Where appropriate, businesses should provide callers with a route to contact or speak with a human member of staff. Callers are informed that they may be interacting with an automated system and are told: “This call may be recorded.” Calls handled by the AI Receptionist may be recorded and transcribed. Call audio is transmitted through Twilio to It’s All Savvy systems and then to ElevenLabs for the operation of the conversational AI, including speech-to-text and text-to-speech functionality. The AI Receptionist uses ElevenLabs Conversational AI. The underlying language model is OpenAI GPT-4.1, accessed through ElevenLabs. Twilio provides the telephony services used by the AI Receptionist, including UK telephone numbers and call routing. Call recordings may be available to the business through the relevant MyBix.app call log functionality. It’s All Savvy does not retain a separate independent copy of the call audio outside the systems used to provide the service. ## 5. Core Principles ### 5.1 Transparency AI-generated outputs should be identifiable as AI-generated where appropriate. Users and callers should not be deliberately misled into believing that an AI system is a human when the distinction is relevant. ### 5.2 Human Oversight AI outputs should be reviewed by users before being relied upon where accuracy or judgement is important, particularly in customer-facing, operational, financial, legal, health or other consequential decisions. It’s All Savvy does not intend MyBix.app AI features to make fully automated decisions in critical areas without appropriate human involvement. ### 5.3 Safety and Responsibility AI must not be used to generate harmful, misleading, abusive, unlawful or inappropriate content. Customers remain responsible for reviewing and validating AI outputs before relying on or communicating them. ### 5.4 Professional Expertise AI-generated information is not a substitute for qualified professional advice. MyBix.app AI features should not be relied upon as the sole source of truth where professional, legal, financial, medical or other specialist judgement is required. ## 6. Data Usage and Model Training ### 6.1 No Model Training on Customer Data It’s All Savvy Ltd does not use Customer Data, prompts, inputs or AI outputs from MyBix.app to train, retrain or fine-tune its own AI models. Customer information is not intentionally used by It’s All Savvy Ltd to improve general-purpose AI models. Where third-party AI providers are used, their processing of information is governed by the applicable provider arrangements and the relevant contractual and privacy documentation. ### 6.2 Data Processing Information submitted to an AI feature may be processed to generate an output, provide a requested service, operate the AI Receptionist, create summaries, support workflow automation or otherwise deliver the relevant functionality. AI processing is carried out only to the extent reasonably necessary to provide the relevant functionality and in accordance with the customer's instructions where It’s All Savvy Ltd is acting as a processor. ### 6.3 Data Minimisation Only information reasonably necessary for the relevant AI functionality should be processed. Customers should avoid submitting unnecessary sensitive personal data or other information that is not required for the intended purpose. ## 7. Third-Party AI and Technology Providers MyBix.app may use third-party technology providers to deliver AI and related functionality. Current providers relevant to the AI Receptionist include ElevenLabs, OpenAI and Twilio. ElevenLabs provides conversational AI, speech-to-text and text-to-speech functionality. OpenAI GPT-4.1 is used through ElevenLabs as the underlying language model. Twilio provides telephony and related communications services. Third-party providers may process information as necessary to provide their services. It’s All Savvy Ltd seeks to use providers that maintain appropriate security, confidentiality and data protection arrangements and that support the intended use of the service. Details of relevant subprocessors and data processing arrangements are provided in the [MyBix.app Privacy Notice](https://mybix.co.uk/privacy-notice/) and applicable Data Processing Agreement. ## 8. AI Data Retention AI data is retained only for as long as reasonably necessary for the relevant functionality, security, support, legal or operational purposes, subject to the specific retention periods that apply to the service. For the AI Receptionist, ElevenLabs recordings and transcripts are retained for 90 days and then deleted. Transcripts and AI-generated summaries stored within MyBix.app are retained for 90 days and then automatically deleted. The MyBix.app call log may retain limited information, such as the date and time of a call, caller number, outcome and booking information, for up to 2 years for billing, business history and service administration. Where voicemail functionality is used because available AI Receptionist minutes have been exhausted, Twilio may record the voicemail. Voicemail recordings are intended to be retained for 90 days and then automatically deleted. Retention periods may change where reasonably necessary to provide the service, maintain security, comply with legal obligations or respond to disputes or regulatory requirements. ## 9. Acceptable Use Customers must use AI features lawfully, responsibly and in accordance with the [MyBix.app Licence Agreement](https://mybix.co.uk/licence-agreement/). Customers must not use AI features to generate or facilitate illegal, harmful, abusive, fraudulent, deceptive or seriously misleading content. Customers must not deliberately use AI to mislead customers about the identity or nature of an automated system where disclosure is required or appropriate. Customers must not use AI features to infringe intellectual property rights or facilitate infringement. Customers must not attempt to probe, manipulate, circumvent, compromise, reverse-engineer or otherwise interfere with AI systems, their safeguards or their underlying technology, except where such activity is expressly permitted by applicable law. Customers must not use AI features to make decisions or provide advice in circumstances where doing so would be unlawful or where appropriate human or professional oversight is required. Customers must not use AI features to process unnecessary sensitive personal data or other information that is not required for the intended purpose. ## 10. Limitations of AI AI systems can produce inaccurate, incomplete, inconsistent or outdated information. AI outputs may also misunderstand the context or intent of a request. Customers should therefore review AI-generated information before relying on it or communicating it to customers where accuracy is important. AI features should not be relied upon as a substitute for veterinary, medical, legal, financial or other professional advice. The AI Receptionist may misunderstand a caller, fail to recognise a request or provide an incorrect response. Businesses remain responsible for the services and information they provide to their customers. ## 11. Security and Compliance It’s All Savvy Ltd applies appropriate technical and organisational measures to protect information processed through MyBix.app and its AI features. These measures may include encryption in transit, access controls, role-based permissions, restricted administrative access, secure API communication and monitoring and logging of relevant system access. AI processing is carried out in accordance with applicable data protection requirements, including applicable EU GDPR and UK GDPR requirements. Where international transfers of personal data occur, appropriate transfer mechanisms and safeguards are used in accordance with applicable data protection law. ## 12. Monitoring and Safeguards It’s All Savvy Ltd may monitor the operation and use of AI features to maintain service quality, security, reliability and compliance. We may implement safeguards designed to detect and prevent misuse, abuse, security threats or inappropriate use of AI functionality. Monitoring will be carried out in accordance with applicable privacy and data protection requirements. ## 13. Customer Responsibilities Customers are responsible for using AI features lawfully and appropriately. Customers are responsible for ensuring that they have an appropriate lawful basis for personal data processed through AI features and that individuals are provided with any privacy information required by applicable law. Customers are responsible for reviewing AI outputs where appropriate and for decisions made using those outputs. Customers using the AI Receptionist are responsible for ensuring that the information provided to the AI Receptionist is accurate, that its configuration is appropriate and that callers have appropriate routes to human assistance where necessary. Customers should avoid submitting unnecessary sensitive personal data and should only provide information required for the intended AI functionality. ## 14. Data Subject Rights and Assistance Where It’s All Savvy Ltd processes personal data on behalf of a customer, the customer remains responsible for responding to data subject requests and meeting its obligations as controller. It’s All Savvy Ltd will provide reasonable technical assistance where required under the applicable Data Processing Agreement and where technically possible. Nothing in this Policy transfers the customer's legal responsibilities as controller to It’s All Savvy Ltd. ## 15. Confidentiality and Incident Management Information processed through MyBix.app AI features is treated as confidential and protected through appropriate access controls and security measures. If It’s All Savvy Ltd becomes aware of a personal data breach affecting customer data that requires notification under the applicable Data Processing Agreement, it will notify the relevant customer without undue delay and provide relevant information and reasonable assistance as required. ## 16. Monitoring, Enforcement and Suspension Violations of this Policy may result in restriction or suspension of access to affected AI features. Where necessary, It’s All Savvy Ltd may take account-level action under the [MyBix.app Licence Agreement](https://mybix.co.uk/licence-agreement/). We may take appropriate action where AI functionality is being used in a manner that creates a security, legal, regulatory or material operational risk. Nothing in this Policy prevents It’s All Savvy Ltd from taking action required by law or responding to a lawful request from a competent authority. ## 17. Updates to this Policy We may update this Policy from time to time to reflect changes in AI technology, the features available within MyBix.app, third-party providers, legal or regulatory requirements, security practices or the way the service operates. Customers will be notified of material changes where required under the applicable agreement or law. ## 18. Contact For questions about this Policy or the use of AI within MyBix.app, please contact It’s All Savvy Ltd at [hello@itsallsavvy.com](mailto:hello@itsallsavvy.com). **END OF POLICY** --- Canonical page: [https://mybix.co.uk/ai-usage-policy/](https://mybix.co.uk/ai-usage-policy/)