Privacy Policy

EasyBase Assistant (“Assistant”, “the app”) is a mobile AI assistant for people who use EasyBase CRM. You can ask it about your jobs, enquiries and diary — by typing, by voice, or through Siri — and it can look up records, draft messages and make changes to your company’s EasyBase account on your behalf. This policy explains what information the app processes, why, and the choices you have. It applies to the Assistant mobile app; the EasyBase web application and website have their own terms.

EasyBase CRM is a trading name of Inverti Ltd, a company registered in England and Wales (Company No. 15608883) (“we”, “us”).
You can contact us about anything in this policy at hello@easybase.co.uk.

Assistant is a workplace tool. You sign in with an account created under your employer’s (or client’s) EasyBase subscription, and the business information the assistant reads or acts on — customers, jobs, appointments, messages — belongs to that company’s EasyBase account. For that data, the company you work with is the data controller and we act as a data processor on its instructions.

For the limited information we need to run your sign-in and keep the service secure (your account details and session records), we are the data controller.

Account information. Your name, work email address and sign-in credentials, your Assistant access setting, and session details. You can choose whether to stay signed in between visits.

Your company’s CRM data. To answer you or carry out a request, the assistant looks up the jobs, appointments, enquiries, customer details and diary entries in your company’s EasyBase database that are relevant to what you asked.

What you say or type. Your messages to the assistant. If you use voice input, the app uses your phone’s built-in speech recognition where it’s available, and we receive the resulting text. Where your device’s speech recognition isn’t available (for example, if Siri & Dictation is switched off), the app instead records your voice clip and sends it to our servers, which pass it to OpenAI to transcribe; the audio is deleted once the transcript is produced, and we keep only the text as part of your message.

Photos and documents you attach. Images and PDFs you actively choose to share with the assistant (for example, a supplier invoice or a photo of a job) are sent to our servers so the assistant can read their contents and answer you. Nothing is attached unless you choose to.

Assistant’s replies are generated by OpenAI, our AI provider. When you send a message, the text (and any photos or PDFs you’ve attached to that message) is sent to OpenAI via our servers to generate a response. If you choose to have replies read aloud, the reply text is converted to speech by OpenAI’s voice service and streamed back for playback on your device.

Along with your message, the relevant records the assistant looks up from your company’s EasyBase account (for example jobs, enquiries, customer details and diary entries) are included in what OpenAI processes to generate the answer, and voice clips are transcribed by OpenAI where your device’s own speech recognition isn’t available.

Data sent to OpenAI through their API is not used to train their models, under OpenAI’s API data-usage terms. We don’t use any other third-party AI or analytics service in Assistant.

These features are optional and only active if you choose to set them up.

Siri Shortcuts. If you set up EasyBase’s Siri Shortcuts, the phrases you speak are handled by Apple’s on-device Siri and Speech frameworks. Some shortcuts have Siri speak information aloud on request — for example your next appointment (which can include a customer’s name) or the assistant’s answer to a free-form question. Keep this in mind if you’re somewhere others might overhear.

Home screen and Lock Screen widget. If you add the EasyBase widget, it shows a short summary of your day — counts of jobs, enquiries and overdue tasks, plus your next appointment’s title and time. Some widget sizes can appear on your Lock Screen and are visible without unlocking your device.

Push notifications. If you turn on the optional daily digest in Settings, we send one notification a day with a short count summary (for example, “3 new enquiries · 2 jobs today”) — no customer names or job details are included. We use OneSignal to deliver this, and your device is only registered with OneSignal if you switch the digest on.

We use the information described above to:

• sign you in and keep your session secure;
• answer your questions and carry out the actions you ask for in your company’s EasyBase account;
• generate spoken replies and Siri answers when you choose to use voice;
• send the optional daily digest notification if you switch it on;
• maintain and troubleshoot the service and protect it against misuse.

We don’t use advertising or analytics SDKs in this app, and we never sell your information or use it to profile you.

Each EasyBase customer’s data is held in its own isolated database on cloud infrastructure provided by Microsoft Azure. Data is transmitted between the app and our servers over encrypted connections (HTTPS).

Some information is also stored securely on your device: your sign-in details are kept in your device’s secure credential storage so you don’t have to sign in every time; photos or documents you send are cached on your device for that conversation and removed when you delete it; and if a message can’t send because you’ve lost connection, it’s queued securely on your device and sent automatically once you’re back online.

Business records the assistant creates or updates are retained as part of your company’s EasyBase account and are kept, amended or deleted according to that company’s own policies — contact your employer about records held in their account. Account and session information is retained while your access exists. On-device caches (queued messages, attachments, cached audio) are cleared automatically when you sign out, and audio clips are also subject to your device’s own storage management.

We share data only with the service providers needed to run Assistant: Microsoft Azure (hosting), OpenAI (to generate AI responses and spoken replies), and OneSignal (to deliver the optional daily digest notification, only if you enable it) — each acting under contract on our instructions. We may also disclose information where the law requires it. We never sell personal data.

Under UK and EU data-protection law you have rights over your personal data, including access, correction, deletion and objection. For business records held in your company’s EasyBase account, contact your employer (the data controller), and we will support them in responding. For your account details, or anything else in this policy, contact us at support@easybase.co.uk. You also have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk.

You can request deletion of your account at any time from within the app: Settings → “Delete your account”. Because accounts are set up by your employer’s EasyBase administrator rather than by you directly, this sends a request to our team instead of deleting instantly — we’ll remove your access and confirm by email once it’s processed. You can also reach us at support@easybase.co.uk.

Assistant is a workplace tool for staff of EasyBase customers and is not directed at children.

We’ll post any changes to this policy on this page and, where a change materially affects what the app shares with our AI provider, ask for your agreement again in the app.

Inverti Ltd (trading as EasyBase CRM), Company No. 15608883
Email: hello@easybase.co.uk