Privacy Policy
Ask Aida · Effective November 8, 2026
Ask Aida is an AI assistant that answers questions about a company's data in the Aida ERP system. It is provided by Applied Field Services, Inc. ("we", "us"). This policy explains what information Ask Aida handles, why, and who else is involved. Visits to the aidasoft.com website itself are covered by the website privacy notice.
1. Who this policy covers
Ask Aida is sold to companies ("customers"), which give access to their own employees and staff ("users"). The customer decides which of its people use Ask Aida. For the company data Ask Aida reads, we act on the customer's behalf and follow the customer's instructions.
2. What we collect
| Information | Examples | Why |
|---|---|---|
| Account details | Name, work email, company, Aida user ID | To sign you in and match you to your Aida access |
| Sign-in records | One-time email codes, session and device records | To keep your account secure; codes are deleted after 7 days |
| Questions and answers | What you ask, by voice or typing, and Ask Aida's reply | To answer you; deleted after 30 days |
| Usage counts | Number of questions per user per month, time and cost of each | For billing and to keep the service running well; no question text |
| Billing details | Billing contact, plan, seat count, invoices | To bill the customer; card numbers are handled by Stripe, never stored by us |
| Technical data | Browser type, IP address, error logs | To secure and fix the service |
3. Your company's Aida data
To answer a question, Ask Aida reads data from your company's Aida database, such as invoices, orders, inventory or receivables.
- Read-only. Ask Aida never adds, changes or deletes anything in Aida.
- Your permissions apply. Each user sees only what their assigned security levels in Aida allow, screen by screen. Ask Aida does not answer questions about other users' access or other companies' data.
- Not kept. We don't copy your Aida data into a separate store. The figures in an answer are kept only as part of that answer, for 30 days.
4. How the AI works with your questions
Ask Aida uses an AI model from Anthropic to understand your question, choose what to look up and write the answer. Your question, the data needed to answer it and the answer pass through Anthropic's service for that purpose. Under its commercial terms, Anthropic does not use this information to train its models.
AI answers can be wrong. Check important figures in Aida before acting on them.
5. Voice
- When you speak a question, your browser turns your speech into text. Depending on the browser, this may be done by the browser maker's speech service (for example Google for Chrome, Microsoft for Edge, Apple for Safari) under that company's own privacy terms. We receive only the text.
- When Ask Aida speaks, the answer text is sent to Microsoft Azure's speech service to produce the audio. We don't record or keep your voice.
6. Who we share information with
We don't sell personal information or use it for advertising. We share it only with service providers that help us run Ask Aida, under contracts that limit their use of it:
| Provider | What it does |
|---|---|
| Microsoft Azure | Hosting, database, sign-in emails and the speaking voice |
| Anthropic | The AI model that reads questions and writes answers |
| Stripe | Payments and invoices |
We may also disclose information if required by law, or as part of a merger or sale of the business, with notice to customers.
7. How long we keep it
- Questions and answers: 30 days, then deleted automatically.
- Sign-in codes: 7 days.
- Usage counts and billing records: as long as needed for billing, tax and accounting, normally 7 years.
- Account details: while the customer's subscription is active, then deleted within 90 days unless the law requires us to keep them.
8. Security
Data is encrypted in transit and at rest. Ask Aida signs in with one-time email codes, allows one active session per user, and reads each company's data through a separate read-only connection limited to that company.
9. Your choices and rights
You can ask us for a copy of your personal information, or ask us to correct or delete it. Because your employer controls your account, we may refer the request to them. Depending on where you live, you may have other rights under local law; we will honor them as the law requires.
10. Children
Ask Aida is a business tool and is not meant for anyone under 18.
11. Changes
If we make a material change, we will update the effective date and tell customers by email before it takes effect.
12. Contact
Applied Field Services, Inc., 19958 Coastal Hwy, Lewes, DE 19958 · info@aidasoft.com