Portal terms of use and data notice

This portal is an AI assistant that Highland Willow runs for your business. It answers questions using your business records, your procedures and the documents loaded for it. By signing in, you agree to these terms and to how your data is handled below. If you and Highland Willow sign a services agreement, that agreement governs wherever it differs from this page.

The portal reads your live ERPNext through a read-only user. It cannot create, change, submit or delete an order, an invoice, a price or a customer. Any ERPNext login, even a read-only one, can technically create a to-do or attach a file; the portal does not do this on purpose, and a check runs every morning to confirm it has not.

It can see customers, items, item prices, sales orders, sales invoices and delivery notes. It cannot see stock levels, payments, accounting, payroll, staff accounts or settings.

• The portal runs on a server Highland Willow rents from Fly.io, in California. Conversations, documents you add and your settings are stored there, with a daily backup kept for 14 days.
• To answer a question, the relevant records and text are sent to Anthropic, the company that makes the Claude AI models. Anthropic does not use them to train its models.
• Customer email addresses, phone numbers and street addresses are removed before anything leaves your system. Customer names are kept, because the answers need them.
• Highland Willow can see usage, costs and an activity log, including conversations, to run, support and improve the service. While the portal is open and in view, it also records time spent and which pages are used, about once a minute; it never records keystrokes or what is on your screen. We do not sell your data or share it with anyone else.

Only people your business has added can sign in, with their Google account. Tell us when someone should be added or removed.

The assistant can be wrong. It labels each figure as live, from a document, or an assumption; check anything important against the source before you act on it. Its answers are not legal, tax or accounting advice. You are responsible for decisions you make with its help.

You can ask us to switch the portal off at any time; we can cut it off from your systems within minutes, without affecting your store, your register or ERPNext. Ask, and we will export or delete what the portal has stored for you.

If we change these terms, we will tell you before the change applies to you. For anything about this page or your data, contact Highland Willow.

The firm's general terms and privacy notice also apply.