Office Agent
Office Agent privacy and data
How Office Agent uses AI, what information it can access and how your data is protected.
Office Agent is developed by ServiceM8 and uses AI models provided by OpenAI and Anthropic. This article answers common questions about how Office Agent uses AI and handles your business information.
Is my data shared with OpenAI or Anthropic?
Yes. When you use Office Agent, relevant messages, conversation context and business information may be sent to OpenAI or Anthropic to process your request.
What information can Office Agent access?
Office Agent can access relevant information in your ServiceM8 account, such as jobs, clients, quotes, invoices, schedules, Inbox messages and Knowledge articles.
When you chat with Office Agent, it can only access information you have permission to view in ServiceM8. Scheduled tasks use Office Agent’s own permissions and the tools enabled for that task.
How is my data protected?
Office Agent uses authenticated access, permission checks, encrypted connections and encrypted conversation storage.
OpenAI and Anthropic process information under obligations covering data protection, security and confidentiality. These include following processing instructions, restricting access to authorised personnel and supporting privacy rights.
Is my data used to train AI models?
No. ServiceM8 does not authorise OpenAI or Anthropic to use information processed by Office Agent to train their models.
ServiceM8 uses your feedback and de-identified conversation examples to evaluate and improve Office Agent’s performance. This doesn’t train the underlying OpenAI or Anthropic models.
Can Office Agent make mistakes?
Yes. Like other AI tools, Office Agent can misunderstand a request, miss relevant information or give an inaccurate answer. Check important information, drafts and suggestions before you rely on them or approve them.
If something needs correcting, clarify your instructions or decline the suggestion and explain the change needed.
Can I control who uses Office Agent?
Yes. Access is managed separately for chat and scheduled tasks:
- Chat with Office Agent: staff need the Enable access to Office Agent permission in their Security Role. The standard Business Owner, Finance and Staff roles include it, and you can turn it on or off in a custom role. See How to create a custom security role.
- Manage scheduled tasks: staff need the Business Owner security role to create, edit, turn on or turn off scheduled tasks. Chat access alone doesn’t include this.
Someone with permission to manage add-ons can also deactivate Office Agent for your account.