Artificial Intelligence (AI) Use Within Administrate Products/Platform

Administrate is committed to transparency regarding our use of artificial intelligence technologies. These terms outline how AI is currently used within our platform and our policies regarding future AI implementations.

Certain optional (opt-in) beta features described below (Administrate Insights (Beta) and Administrate AI (Beta)) require Administrate to securely send your data to its authorized AI subprocessors (ThatWorks.AI and Anthropic, respectively) for processing.

This is an all-or-nothing feature-level choice. If you enable the feature, the relevant data will be processed by the listed provider. If you do not want this, do not enable the feature, or contact Administrate to opt out and have the feature disabled. The Administrate AI Scheduler described below does not send your data externally to be processed.

Administrate AI Scheduler

Administrate employs a number of artificial intelligence techniques within the AI Scheduler portion of our platform. This scheduler (solver) uses three different strategies to find an optimal schedule:

  • Exhaustive Search
  • Construction Heuristics
  • Metaheuristics

Within the metaheuristics family of optimization algorithms, the scheduler can employ:

  • Local Search
  • Hill Climbing
  • Tabu Search
  • Simulated Annealing
  • Late Acceptance
  • Great Deluge
  • Step Counting
  • Variable Neighborhood Descent

Administrate Insights (Beta)

Administrate Insights is an optional (opt-in) feature of our platform that produces summarized content based on changes that happen within the platform. By activating this feature, you are agreeing to let Administrate securely send your data to our authorized partner ThatWorks.AI for processing.

  • ThatWorks.AI terms are available here: https://thatworks.ai/terms. Use of Administrate Insights must comply with applicable use restrictions.
  • Changes to Events, Tasks, Resources, etc. are processed to ThatWorks and loaded into a deterministic change graph.
  • This change graph is used to provide contextualized, accurate, and explainable insights that are then processed by an LLM to provide a hallucination-free natural language summary.
  • Usage is subject to rate limits and a fair use policy governing data processing. While in beta testing, usage may be curtailed at any time without warning. AI-generated output may be inaccurate; you should review and verify outputs before relying on them.

Administrate Automator (Beta)

Administrate Automator is an optional (opt-in) feature of our platform that allows customers to construct custom workflows using our API, and other connectors available within the platform. By default, AI is not a part of the Automator feature, however, customers can hook up their own AI models or external AI models on their own if they choose to do so. Any AI usage via Automator is the responsibility of the customer. If you connect any external AI model or AI service, your data will be processed by that provider, and any such use is your responsibility.

Administrate AI (Beta)

Administrate AI is an optional (opt-in) feature of our platform that provides a chat interface to a LLM that can access the Administrate API and a number of tools. By activating this feature, you are agreeing to let Administrate securely send your data to our authorized partner Anthropic for processing.

  • Anthropic commercial terms are available here: Anthropic commercial terms. Use of Administrate AI must comply with applicable use restrictions.
  • Administrate AI can access many pieces of the data stored within Administrate, and can also make changes to the data. Customers agree that they understand that this feature is experimental, can make mistakes, and can provide inaccurate information.
  • Customers agree that their chats may be recorded and observed by Administrate and its technical team to assist in improving this service. This will be handled as permitted under the applicable agreement(s) and any applicable data processing addendum.
  • Customers acknowledge that some actions taken by the bot may be destructive or unrecoverable. Customers should review outputs and proposed actions before proceeding.
  • Usage is subject to rate limits and a fair use policy governing data processing. While in beta testing, usage may be curtailed at any time without warning.

Core Platform: Large Language Models (LLMs) and Generative AI

Administrate does not deploy or use any Large Language Models (LLMs) such as ChatGPT in any of its core products, other than the optional AI features described above. We do not deploy or use any machine learning or generative AI.

In the event that we do deploy any kind of LLM or generative AI, we will:

  • Make it clear to the user that this is an AI technology
  • Default those features to DISABLED
  • Not require the AI feature for core service delivery

Integrated AI Partners

In some cases, we provide integrations with applications and services that may employ various AI techniques.
In the event that we integrate with any external AI technology, we will:

  • Clearly list that supplier on this Trust Page along with a detailed explanation of the various AI technologies that are used
  • Default this integration to DISABLED and clearly mark it as an AI technology to the user
  • Not require this integration for any kind of core service delivery

Current List of Integrated AI Partners

Supplemental AI Terms and Conditions

  1. Scope and Definitions. These Supplemental AI Terms and Conditions apply to Customer’s use of any optional AI-enabled features identified herein that require Customer data to be processed by a third-party provider (each, an “AI Feature”). For purposes of these Supplemental AI Terms and Conditions, “AI Providers” means those listed herein, and any successors or replacement providers used to deliver AI Features.

  2. Third-Party AI Providers; Data Processing. When Customer enables or uses an AI Feature, Administrate will securely transmit certain data from Customer’s instance to the applicable AI Provider for processing in order to generate AI-driven outputs (such as summaries, responses, or workflow actions). By enabling or using an AI Feature, Customer authorizes and instructs Administrate to share relevant Customer data with the applicable AI Provider as necessary to provide the AI Feature.

  3. Subprocessing; Data Transfers. To the extent an AI Provider processes Personal Data on Customer’s behalf in connection with an AI Feature, the AI Provider will act as a sub-processor to Administrate. Customer consents to Administrate’s use of the AI Providers as authorized sub-processors for the limited purpose of providing the AI Features. If Customer is subject to a data processing addendum or similar agreement with Administrate (a “DPA”), the parties agree that Customer’s enabling or use of AI Features constitutes Customer’s instruction to Administrate to process Customer data as described in these Supplemental AI Terms and Conditions.

  4. No Secondary Use; Retention and Model Training. Administrate does not permit the AI Providers to use Customer data submitted through AI Features to train or improve the AI Providers’ generalized models. Administrate will use commercially reasonable efforts, through its configurations and agreements with the AI Providers, to limit any retention of Customer data by the AI Providers to what is necessary to provide the AI Features and to comply with applicable law.

  5. Security; Confidentiality; Sensitive Data. Customer acknowledges that AI Features involve external processing, and Administrate cannot guarantee absolute control over data once transmitted to an AI Provider’s systems. Customer should not include passwords, financial account numbers, government identifiers, or other highly sensitive information in AI prompts or other inputs, and Customer remains responsible for the data it chooses to submit through AI Features.

  6. Opt In; Opt Out; User Controls. AI Features may be optional and provided on an opt-in basis. Customer may opt out by not enabling the applicable AI Feature or by requesting that Administrate disable the applicable AI Feature for Customer. If Customer does not want Customer data processed by AI Providers, Customer should not enable or use the AI Features.

  7. Acceptable Use and Restrictions. Customer must not use the AI Features to process or generate content that is illegal, infringing, harassing, or otherwise violates the rights of others, or to attempt to generate disallowed content.

  8. Beta Status; Changes; Rate Limits. Customer acknowledges that AI Features may be offered as beta or experimental services. AI Features may contain bugs or inaccuracies, and performance may be variable. Usage may be subject to rate limits, fair use limitations, or other quotas. Administrate may modify, suspend, or curtail AI Features at any time, including due to third-party provider changes, security concerns, or compliance needs.

  9. Output Characteristics; Customer Responsibilities. AI-generated outputs are non-deterministic and may be incorrect, incomplete, misleading, or otherwise unreliable. Customer is solely responsible for reviewing and validating all AI-generated outputs before relying on them, and for any actions Customer takes in reliance on such outputs. Customer acknowledges that AI Features may be able to access and, in some cases, modify data within Administrate, and that some actions may be destructive or unrecoverable. Customer is responsible for reviewing and approving any actions before implementation.

  10. Disclaimers and Limitation of Liability. AI Features and any AI-generated outputs are provided “AS IS” and “AS AVAILABLE” to the maximum extent permitted by law, without warranties of any kind. Customer acknowledges that AI Features depend on third-party services, and Administrate is not responsible for failures of third-party AI services except to the extent caused by Administrate’s breach of its obligations. If Customer has a written agreement with Administrate governing the Services, Administrate’s liability with respect to AI Features and AI-generated outputs is subject to the limitations and exclusions of liability in that agreement.

  11. Third-Party Terms; Transparency Links. Links to AI Provider terms or policies are provided for transparency and to communicate applicable use restrictions. Customer agrees to comply with any applicable use restrictions for the AI Features as communicated by Administrate, including restrictions that Administrate is required to flow down from the AI Providers.

  12. Updates. Administrate may update these Supplemental AI Terms and Conditions from time to time by posting an updated version. If Customer continues to use an AI Feature after an update becomes effective, Customer is deemed to have accepted the updated terms for purposes of continued use of the AI Features.

  13. Suspension and Termination of AI Features. Administrate may suspend or terminate access to AI Features if required for legal or compliance reasons, if an AI Provider withdraws or materially changes service availability, or if Customer breaches these Supplemental AI Terms and Conditions.

  14. EU and UK Provisions. If Customer is subject to EU or UK data protection laws, the processing of Personal Data in connection with AI Features will be governed by the DPA, including applicable transfer mechanisms for any transfers of Personal Data outside the UK or EEA (including Standard Contractual Clauses, if applicable). The parties acknowledge that AI laws and guidance in the EU and UK are evolving. Administrate may update these Supplemental AI Terms and Conditions and the AI Features as reasonably necessary to address applicable legal or regulatory requirements.

For questions about our AI usage or policies, please contact us at security@getadministrate.com.