What this policy covers
Several Beep Africa Technologies Limited apps offer optional features powered by artificial intelligence (AI), for example drafting messages, summarising documents, comparing insurance quotes and creating presentations. This policy explains how those features work, what data they may use and the controls you have. It applies together with our Privacy Policy, Data Protection Policy and Acceptable Use Policy.
AI is off by default, and you stay in control. The decisions in this policy are made by your organisation, not by Beep Africa. In this policy, “your administrator” means whoever manages the app in your organisation: the owner, your IT person or anyone you appoint. They decide whether to switch AI on, accept this policy and choose what the AI may see. Nothing is sent to an AI provider until they do.
Who provides the AI
Our AI features use Claude, a family of AI models provided by Anthropic, through Anthropic’s commercial API. You choose how it is provided:
- Your own key: you enter an API key from your own Anthropic account. Anthropic’s terms with you apply, and Anthropic bills you directly for usage.
- Managed by us: we provide access on your behalf and bill you for usage each month, with a usage limit you can set. We act as your data processor and Anthropic acts as our sub-processor.
What data the AI may use
You decide what the AI may see. For each app, your administrator picks one of these levels in the app’s settings, and can change it at any time. We don’t choose for you or change it on your behalf:
| Level | What may be sent |
|---|---|
| Only what you provide (default) | Only the text you type and the files you upload for that request |
| Your own catalogue | Your products, services, price lists and plans |
| The record you are working on | The quote, invoice or document open on your screen |
| Totals only | Anonymised figures such as monthly sales or counts, never individual records |
Personal data of your customers (names, phone numbers, ID numbers, KRA PINs, email addresses) is removed from the text we send, including what you type, unless your administrator specifically allows it for that app. Files you upload for an AI feature (for example an insurer’s quote PDF) are sent as they are, so check them before uploading. The upload screen reminds you of this. Some data is never sent in any setting, for example your clients’ phone numbers, ID numbers, KRA PINs, payments, claims and commissions in Beep Insure. Health information in Beep Pharmacy and information about children in Beep School are never sent to an AI provider, whatever the settings.
Where data is processed
AI requests are processed on Anthropic’s infrastructure, which may be outside Kenya. Where personal data is involved, this is a cross-border transfer under the Data Protection Act, 2019, made under appropriate contractual safeguards. If you allow personal data to be used, you are responsible for having a lawful basis and for telling the people concerned, for example in your own privacy notice.
Training and retention
- Under Anthropic’s commercial terms, data sent through its API is not used to train its models by default.
- Anthropic may keep requests for a limited period under its own policies, for example to detect misuse.
- We keep a log of each AI request (which app and feature, who used it, model, size and cost) for billing, security and support. We do not store the content of requests by default; your administrator can choose to enable short-term storage of up to 7 days for troubleshooting.
- Documents you upload for an AI feature are stored in your account like any other document and can be deleted at any time.
Human oversight
AI output can be wrong, incomplete or out of date. Always review it before you rely on it or send it to anyone. Our AI features suggest and draft; a person decides. AI is not used to make automated decisions about individuals, and it must not be used as the sole basis for medical, legal, insurance or financial advice.
Acceptable use
- Use AI features only for lawful purposes and in line with our Acceptable Use Policy and Anthropic’s usage policies.
- Upload only documents and data you have the right to use.
- Don’t use AI output to impersonate others, mislead customers or produce spam.
- Don’t try to make AI features reveal other customers’ data or bypass the controls described here.
Security and billing
- API keys are stored encrypted and are never shown again after they are saved.
- Only users with the AI permission can use AI features; only your administrator can change AI settings. Our staff do not change your AI settings unless you ask us to.
- In managed mode, usage is measured per request and shown in your account, and you can set a monthly limit. Charges appear on your monthly invoice from our billing portal.
Your choices
You can switch AI off for any app, or for your whole account, at any time, and ask us to delete AI logs. For questions or data protection requests, contact [email protected].
Changes and contact
We may update this policy as our AI features change, and we will show the date of the latest update on this page.
Beep Africa Technologies Limited, 1st Floor, Studio House, Marcus Garvey Road, Kilimani, Nairobi (opposite chaka place).
Phone and WhatsApp: +254 725 333 888 · Contact form
Contact us
Beep Africa Technologies Limited, 1st Floor, Studio House, Marcus Garvey Road, Kilimani, Nairobi (opposite chaka place).
Phone and WhatsApp: +254 725 333 888 · Contact form