AI Assistant Data Sharing

Effective date: October 28, 2026 · Version 1.6

What this is

Jobyo offers an optional AI Assistant connector that lets authorized members of your team ask questions about your company’s Jobyo data and get answers, using a third-party AI assistant — either Claude (provided by Anthropic) or ChatGPT (provided by OpenAI). To do this, Jobyo shares some of your company’s data with that AI provider. This page explains exactly what is shared, what is not, and how you stay in control. It describes this optional connector, which runs in your team’s own Claude or ChatGPT account; it is separate from AI features built into Jobyo itself (such as invoice OCR), which are covered by our Privacy Policy and Data Processing Agreement. Our Privacy Policy continues to apply to Jobyo’s own handling of your personal information, including your rights of access and correction.

What is shared

When one of your team members connects the assistant and signs in, it can read the following on their behalf — only what that user is already permitted to see in Jobyo:

Projects & site plans — names, descriptions, status, dates, phases, and worksite/location structure (location names, codes, and paths). For a site plan: floor names, and the rooms or regions detected on an uploaded floor plan — their labels, type, status, area, outline, and position — together with any notes attached to them. The assistant can also review those detected regions (see “What the assistant can do in Jobyo”). The uploaded drawing file itself is never shared.
Tasks — titles, descriptions, notes, status, dates, task numbers, who they are assigned to (names — see “Team members on a record” below), and their planning details: the work template used, allocated hours, the output measure, and the planned materials (descriptions and quantities; their planned prices are shared only as described under “Materials to buy” below).
Work orders — status, dates, references, and whether the work order has been signed by the client (yes/no only). For the work actually carried out: time records (which team member, check-in and check-out times, hours worked, overtime, approval status, and any description entered), materials used (item names, descriptions, quantities, and units — no cost), the activity feed (notes, issues, and recommendations posted by your team), and attachment details — file names, types, sizes, dates, descriptions, and whether a report or photos are attached. Reports and other non-photo files themselves are never shared.
Work-order photos — the photos attached to work orders the user is allowed to see. The assistant can request reduced-size copies of them (about 768 pixels on the longest side, at most five per request) or, optionally, a link to a photo: a Jobyo app link that requires signing in or, as a fallback, a download link that expires after 15 minutes. Photos can show people and worksites — consider what your team photographs before enabling the connector.
Time & attendance — each team member’s time entries (check-in and check-out times, duration, overtime, approval status, and the description entered on the entry) and their hours worked, totalled by project and by work order, for team members whose Jobyo role already permits viewing attendance.
Materials to buy — your purchasing request queue: the planned materials still to be ordered for your projects and for standalone repair or maintenance tasks, organized by project, phase, task, kit, floor, and location — item codes and descriptions, units, planned, already-ordered, remaining, and suggested-to-buy quantities, the suggested supplier (the item’s preferred supplier), and the delivery worksite. Task and kit numbers are included; a task or kit title is included only when that task appears in the user’s own Jobyo task list, and is withheld otherwise. As in the Jobyo app, this queue is company-wide: a team member who can view purchase orders and projects sees the materials to buy for every project. The planned or catalogue unit price of each material is shared only with team members whose role permits viewing costs company-wide, and withheld for everyone else. For stock-tracked items it also includes your stock levels: the company-wide quantity on hand (in total and per warehouse) and available, and the quantity already reserved for, or issued from stock to, that task.
Purchase orders — status, dates, quantities, supplier and item names, and reference identifiers; their amounts and line prices follow the cost-visibility rule below.
Expense records — dates, descriptions/notes, invoice numbers, expense-type labels, and the supplier, equipment, phase, and task they refer to by name (amounts follow the cost-visibility rule below).
Reference labels — wherever a record points to another Jobyo record, the assistant may receive that record’s display name alongside its identifier: project names and numbers, worksite and location names and codes, phase names, task numbers and titles, equipment names, expense-type labels, quotation numbers, item names, and a catalogue item’s preferred or most recent supplier name.
Customers & suppliers — the customer or supplier name shown on a record (for example on a project, work order, quotation, or purchase order), alongside internal reference identifiers. Their emails and phone numbers are never shared — see “What is NOT shared” below.
Costs & financials — only for team members whose Jobyo role already permits viewing them (see the rules below): purchase-order and invoice amounts (purchase and sales invoices: totals, tax, amount paid, and balance, including unpaid invoices and billing status); payments recorded against customer and supplier invoices (date, payment method, and amount); customer and supplier account statements and aging; expense amounts, actual-cost entries, and planned-vs-actual figures; project spend, cost summaries, and financial reports (such as profitability and tax summaries); quotation prices (internal cost and margin only with cost visibility); item purchase prices and supplier price history; the planned or catalogue unit prices of materials still to be bought (see “Materials to buy”); and your company’s labour cost rates — the company default labour rate and each active labour-cost profile (its name, unit, and cost per unit) — as a list, only for team members whose role can view the company’s settings. Labour-cost profile names (including the company default’s) also appear on planned labour cost lines and in re-pricing results for anyone who can view planned costs. The rate applied to a planned labour line is its unit price, which is shared with anyone who can view planned costs company-wide. In re-pricing results, unit prices, totals, and the company default rate are shown only to team members whose role permits viewing actual costs or pricing costs. These are internal costs (what an hour of labour costs your company), not selling prices. If a labour-cost profile is named after a person, that person’s cost rate is shared under these same rules.
Team members on a record — the names, roles, and job titles of the people assigned to, participating in, approving, or who created a task, work order, purchase order, expense record, or time record (for some participant lists, only the name is shared). Only their name, role, and job title are shared — never their email or phone number. If you enable the connector, you are responsible for informing your team members that their name, role, job title, and working hours may be shared with the AI provider as described here.
Team directory — the names, roles, and job titles of your company’s team members, and your teams (team names and their members), so the assistant can find the right person or crew when you ask it to. As with team members on a record, only their name, role, and job title are shared — email addresses and phone numbers are never shared.

Free-text you’ve written (project names, notes, descriptions) is passed as data, clearly marked so the assistant treats it as content, not instructions. Because these fields are free-form, they may contain personal information you or your team typed into them — for example, a person’s name or phone number written in a note. Only enable the connector if you’re comfortable sharing your notes and descriptions as written; we recommend keeping personal contact details in the dedicated customer/contact fields (which are never shared) rather than in free-text notes.

What is NOT shared

From the dedicated structured fields, we deliberately never share the following (subject to the free-text caveat above, which may contain such information):

Customer or supplier emails or phone numbers, or other contact details (their names and internal reference identifiers are shared — see “What is shared” above).
Team members’ emails or phone numbers (their names and roles are shared — see “What is shared” above).
Card or bank-account details (card numbers, bank-account or routing numbers). Payment amounts, dates, and method are shared with authorized users — see “Costs & financials” above.
Equipment make, model, or serial numbers (equipment names are shared).
Non-photo files — reports, documents, uploaded drawings, or links to download them (only their names, types, sizes, dates, and descriptions are shared). Work-order photos are shared as described above.
Client signature images (only whether a work order has been signed).
Time-clock location or GPS coordinates.
Passwords, API keys, or any credentials.

Cost figures (including purchase-order amounts and purchase prices) are shared only for users whose role already grants cost visibility — or, for an individual expense, the user who entered it — and are withheld automatically for everyone else. Invoice, payment, and account-statement amounts are shared only for users whose role already permits viewing those invoices and payments.

What the assistant can do in Jobyo

Besides reading, the assistant can make the following changes in Jobyo on behalf of the signed-in team member. Each change is limited by that person’s Jobyo role and by the projects and records they can access, and that person must have allowed that kind of change when connecting the assistant. Most changes require the same permission as in the Jobyo app; where noted below, editing or deleting is instead limited to records that person created.

Quotations — create draft quotations, including from a work template, with their lines, quantities, and prices (internal costs only for users who can view costs company-wide). A draft has no effect until a person sends or accepts it in Jobyo.
Purchase invoices — create draft supplier invoices and credit notes (lines, amounts, and taxes), attach the supplier’s invoice document, and match lines to purchase-order lines, which updates the quantities invoiced on that purchase order. A draft invoice is unverified and unpaid.
Distributing invoice costs — distribute a supplier invoice’s costs to projects, work orders, and tasks. This posts the amounts as actual costs on those projects immediately — it is not a draft — and it can be reversed only in the Jobyo app. It is available only to team members whose role allows approving cost allocations, and only for projects they are allowed to post costs to.
Projects & planning — create customers and worksites (including the contact details and addresses the user gives the assistant); create a project from a quotation that a person has already accepted in Jobyo (the quotation’s total becomes the project’s budget estimate, and planned costs are created from its line costs); create project phases, tasks (with planned hours and materials), and planned-cost (budget) lines; and update tasks the user created — description, notes, hours, materials, dates, assignees, status (including marking them completed), and subtask grouping — which can recalculate their planned labour and material costs. Updating these tasks requires only the permission to create tasks, not the permission to modify all tasks. The assistant can also re-price the planned labour cost lines of tasks the user created, on projects the user is part of, at the company’s current labour rate: only the unit price and line total change (hours never change); by default it only previews what would change, and a change is made only on a separate call that commits it; lines another person last edited are left as they are; other labour lines on the project are listed but not changed. This requires the permissions to create tasks, to create planned costs, and to view planned costs — not the permission to modify planned costs. The assistant cannot cancel or delete tasks.
Locations & equipment — import, rename, edit, and move the locations of a worksite, and import or update equipment, including from a CSV file attached to the worksite in Jobyo. It can also delete locations and equipment, but only records the user created that nothing else refers to; this requires the permission to modify them rather than to remove them, and deleted records are archived, not erased.
Site plans — on a draft site plan, review the rooms or regions detected on a floor plan: accept, reject, retype, group, reshape, or split them. These review changes do not create locations in Jobyo.

The assistant cannot send anything to your customers or suppliers; approve, accept, or send quotations; issue sales invoices; verify or pay invoices; cancel or delete projects, tasks, quotations, or invoices; or change user accounts, roles, permissions, or company settings.

Where the data goes

When your team member connects the assistant, your data is sent to the AI service they connect with — either their own Claude account (processed by Anthropic) or their own ChatGPT account (processed by OpenAI) — on systems located in the United States. This is a cross-border transfer of your data. Because the assistant runs in your team’s own workspace with that provider, how the provider handles the data is governed by your plan’s terms with them — so we recommend connecting from a Team or Enterprise workspace (Claude or ChatGPT), whose business terms provide that your data is not used to train the provider’s models. If a team member connects from a personal account instead, the provider’s consumer terms apply and, depending on that account’s settings, the provider may use the shared data to train its models and retain it longer. Data shared with the assistant also remains in that account’s conversation history, under the account’s own retention settings. See Anthropic’s and OpenAI’s privacy documentation for details. Jobyo’s role is limited to sending the data you authorize to that workspace; Jobyo does not store your data on the provider’s systems on your behalf.

Your controls

Company-level switch. Nothing is shared until an administrator turns on Settings → Integrations → “Allow AI assistant data access”. It is off by default. Turning it off stops all sharing immediately.
Per-user authorization. Each team member must separately sign in and authorize the assistant; it never acts without an individual’s own login and permissions.
Withdraw any time. Turn the setting off, and no further data is shared.

Safeguards

Every request is limited to what the signed-in user can already see (role-based access).
The amount of data per request is capped, and access is rate-limited.
Access is re-checked on every request; if a user loses access in Jobyo, the connection is revoked automatically.

Version history

1.6 — October 28, 2026. Added your company’s labour cost rates (the company default labour rate and the active labour-cost profiles, with their names, units, and cost per unit: the full list for team members whose role can view the company’s settings; profile names on planned labour lines and re-pricing results for those who can view planned costs), and the labour-cost profile reference on planned-cost lines. Added that the assistant can re-price the planned labour cost lines of tasks the user created at the current labour rate (price only; lines another person last edited are left unchanged). Added that updating tasks the user created can change their description and notes.
1.5 — October 22, 2026. Added the company-wide materials-to-buy queue (planned materials still to be ordered for projects and standalone repair or maintenance tasks, by project, phase, task, kit, floor, and location, with quantities, suggested supplier, and delivery worksite; task and kit titles only for tasks in the user’s own task list), their planned or catalogue unit prices for users who can view costs company-wide, and stock levels for stock-tracked items (on hand in total and per warehouse, available, and reserved for or issued to the task). It also adds a section describing the changes the assistant can make in Jobyo on the user’s behalf (draft quotations; draft purchase invoices and credit notes; distributing invoice costs to projects, which posts actual costs; creating customers, worksites, projects, phases, tasks, and budget lines; updating tasks the user created; managing locations and equipment; and reviewing site-plan regions). It corrects the earlier summary, which mentioned only draft quotations and said the assistant could not approve anything, and removes the earlier mention of creating locations from site-plan regions, which the assistant does not do.
1.4 — October 9, 2026. Added work-execution details on work orders (time records, materials used, activity-feed notes and recommendations, attachment details, signed yes/no), reduced-size work-order photos (which can show people and worksites), time & attendance per team member (time entries and hours by project and work order), task planning details, site-plan floor and detected-region details, team members’ job titles, the team directory (team members’ names, roles, and job titles, and teams with their members), and the reference labels (phase, location, equipment, expense-type, quotation, item, and task names) that accompany record identifiers. Clarified that non-photo files, signature images, and time-clock coordinates are never shared. (Corrected October 10, 2026: clarified that purchase-order, invoice and payment amounts are shared with users allowed to see costs; card and bank details are never shared.)
1.2 — September 21, 2026. Corrected that customer and supplier names are shared (their contact details are not).
1.1 — September 2026. Added ChatGPT (OpenAI) as a supported assistant and the sharing of team members’ names and roles.
1.0 — September 13, 2026. First version (Claude only).

Questions

Contact support@jobyo.io for anything about this data sharing.