Using Spanner's AI chat

How it works

When you ask the AI chat to do something, Spanner sends your message, any images you add, and the parts of your open document the task needs, such as products, fixtures and sales figures. They travel through our AI service, which runs on Microsoft Azure, to the AI provider that runs the model you've chosen. The answer comes back the same way.

Our AI service holds each conversation in memory so you can carry on where you left off, for no more than four hours. We don't save your conversations, documents or images. Our privacy policy gives the details, and our data processing terms cover any personal data your requests include.

The answers come from an AI system, not a person.

Which models you can use

• We make a set of models available to each organisation, and Spanner shows your users only those. Our AI models page lists every model we offer, who makes it, who runs it and where it processes data.
• Some models have limited capacity, so we offer them only to particular organisations.
• If we need to change the models available to your organisation, we'll tell you first, unless a provider withdraws or restricts a model without giving us time to.
• If your organisation's policies need a different set, for example EU-only models, email enquiries@catmantoolkit.com.

Your data and training

We don't use your messages, documents or the AI's answers to train AI models. We use each AI provider's paid business service, and under their terms they don't either. Providers may keep requests for a limited time to detect misuse, as their terms describe.

AI credits

• You buy AI credits from us, or from an authorised reseller, on an order.
• Each request uses credits according to the model you choose and how much it processes. Larger documents, images and higher thinking levels use more. Spanner shows the credits each request uses.
• When your organisation's credits run out, the AI chat stops until you add more.
• We may change the rates for future requests.
• AI credits aren't refundable.
• They don't expire while your Spanner licence continues, but any left when it ends lapse. If we ever introduce an expiry period, we'll give you at least 12 months' notice, and the credits you have then will stay usable for at least 12 months from that notice.

Using Spanner from Microsoft 365 Copilot or another AI app doesn't use AI credits. See Using Spanner with AI apps.

Changes the AI makes

The AI chat can change your documents, files and settings. Spanner's AI permission settings control what it can read, change and delete, and which folders it can search. Deleting files and searching network folders are off unless you turn them on.

Changes made within the permissions you set count as changes you made. They go into your undo history, but undo is not a backup.

What's yours to manage

• Whether your data can go to AI. That depends on your own AI policies, your contracts with retailers and data providers, and the laws that apply to you. Licences for syndicated data, such as NielsenIQ or Circana data, often limit who it can be shared with.
• Personal data. Decide whether to include any, and have a lawful basis if you do. Don't include sensitive data, such as data about health or ethnicity, or data about criminal offences.
• Which models you use, checked against your policies, including where each model processes data.
• The AI permissions set in Spanner.
• Checking the AI's work before you rely on it or share it, including planograms, fills, stock levels, imported data and reports. That includes product placement rules (such as for HFSS and age-restricted products), fixture load limits and retailers' requirements.
• Backups, before you let the AI make changes.
• Your users: who in your organisation uses the AI chat, and how.

Using it fairly

Each AI provider's usage policy applies when you use its models. Our AI models page links to them. Please don't:

• try to get round the AI permissions, AI credits, usage limits or security of our AI service;
• attack or overload our AI service, or try to extract the instructions, prompts or tools it gives the AI;
• use the AI chat to build or train a competing product or AI model.

We may suspend the AI chat for an organisation if we reasonably believe it's being misused, or if an AI provider requires it. We'll tell you why where we can.

Availability

The AI chat depends on the AI providers and the internet, so it may sometimes be slow or unavailable. Each model has a limit on how much it can process at once, and when that limit is reached, requests may be slowed down or refused. We may add, change or withdraw models and AI providers. We update the AI models page before we add a provider or change where a model processes data.

The legal side

The AI chat is covered by the Spanner licence (EULA). It includes the parts that bind both of us: AI credits, the AI providers' usage policies, and responsibility for what the AI produces. Our data processing terms cover personal data. This page explains how the AI chat works and what you should be aware of. If anything here differs from the EULA, the EULA applies.

Questions? Email enquiries@catmantoolkit.com.