Terms and conditions of BMD's AI services

Information on data protection, data processing and areas of application in the context of the AI services provided by BMD Systemhaus GesmbH

This document provides information on data processing and other aspects relating to the artificial intelligence (AI) services offered by BMD Systemhaus GesmbH.

Last updated: February 3, 2026

1.1. BMD Fox

BMD Fox is a chatbot that allows our customers to ask questions concerning the functionality and use of the BMD applications. The responses are based on the Help system of our software. BMD Fox uses large language models which may produce inaccurate or distorted results. Since this is a technical limitation of these models, BMD cannot entirely prevent it. Please make sure to check each BMD Fox response for accuracy and relevance to the specific context. BMD is not liable for any inaccuracies, omissions or outdated information provided by the chatbot. For legally binding advice on using our software, please contact the BMD support team.

What you can use BMD Fox for:

Questions about the functionalities of the BMD software
Questions about how to use the BMD software
Specific questions about how to implement particular business cases in the BMD software

What you should not use BMD Fox for (not supported or outside its intended purpose):

Questions, instructions and processing that are unrelated to the BMD software, its functionalities or its use
As a basis for decision-making
Legal or tax-related matters
Questions about how to correctly post business cases in accordance with the statutory regulations
Entering personal data
Attempting to bypass built-in security measures or using the tool for unlawful purposes

Details on data processing:

When you submit a question to BMD Fox, the following data are transmitted to Microsoft Azure servers located within the EU, where they are processed and, in some cases, stored:

Customer number (the user ID is not transmitted)
- Storing your customer number is required to assign specific questions to a chat, and to analyse and improve BMD Fox.
Country of operation
- This is required in order to select the appropriate BMD Help system for your country.
Entered questions or text
- It is used to identify the relevant contexts within the BMD Help. Your query, along with the relevant elements of the Help system, is then transmitted to a large language model (LLM) for inference (i.e. to generate a response).

Different large language models may be used for inference based on the input and the elements of the Help system (which means the customer number and the country of operation are not transmitted). The servers of these LLMs might be located outside the EU. Cloud providers may also store your input and the generated results in accordance with Section 1.10 (both within and outside the EU).

1.2. BMD Fox feedback

When you interact with BMD Fox, you have the option to give feedback on its responses by clicking on the “thumbs up” or “thumbs down” icon. We use this feedback internally at BMD to improve BMD Fox. You can choose to send the feedback anonymously, with your BMD customer number or with your name and customer number. Please note that you will not receive a reply to your feedback. This function is not intended for contacting our support team.

1.3. BMD Fox Text

BMD Fox Text can be used to process various kinds of text and essentially comprises the following text processing functions: summarising, proofreading and generating text. In addition, there are several specific ways how Fox Text can be integrated into the BMD software. BMD Fox Text uses large language models which may occasionally produce inaccurate or distorted results. Since this is a technical limitation of these models, BMD cannot entirely prevent it. Please make sure to check each BMD Fox Text result for accuracy and relevance to the specific context. BMD is not liable for any inaccuracies, omissions or outdated information in the AI-generated results.

What you can use BMD Fox Text for:

Summarising emails and documents
Proofreading promotional materials
Generating invitations and letters
Integration features (such as creating subjects for tasks, translating text or interacting with documents using Doc Chat)

What you should not use BMD Fox Text for (not supported or outside its intended purpose):

Processing of texts or documents that violate legal regulations and any processing used for unlawful purposes
Processing of texts or documents for which you do not hold the necessary rights (e.g. copyright)
Use cases that are considered prohibited or high-risk under the AI Act
Summarising or assessing job applications, CVs and other documents related to recruiting (we cannot guarantee that the responses are always fair and free of bias)

Details on data processing:

It is possible to use different AI models for BMD Fox Text. If you choose to use your own model, it is your responsibility to ensure that data processing for inference complies with your requirements. By default, BMD provides access to models operated within the EU by Microsoft Azure, Google Cloud or Mistral AI. In addition, models provided by OpenAI and Microsoft Azure are available, where processing may occur outside the EU; therefore, this option requires explicit activation.

When you use BMD Fox Text, the following data are transmitted to the servers of Microsoft Azure, Google Cloud or Mistral AI—all of which are located within the EU—where they are processed:

Customer number (used for billing)
User ID (used for billing)
Country of operation (used for statistics)
Entered or selected text and the associated document for processing (used for ensuring functionality)
- When you use Fox Text in combination with Doc Chat to chat with an AI model about PDF documents or to ask questions about their content, the text is extracted from the documents and used for processing. The document itself is not made available to the AI model.
Additional instructions (used for ensuring functionality)
Fox Text function in use (e.g. summary) including a style guide, if available, and the AI model to be used (used for ensuring functionality)

In addition, the following data and their metadata (like timestamps and used tokens) are stored by Microsoft Azure in the EU for billing purposes:

Customer number
User ID

In addition, cloud providers may store your input and the generated results in accordance with Section 1.10 (by default within the EU, but also outside the EU if you select OpenAI).
You can view and change the default provider and model in the relevant settings. If you do this, the way in which data are processed will depend on your configuration and may differ from the purposes described above. Mistral AI, Google Cloud and Microsoft Azure can be used with the default configuration. Please also refer to Section 1.11 in this regard.

1.4. BMD Fox Filter

Fox Filter can be used to filter BMD NTCS tables comfortably with natural language. For this, the AI creates a filter based on your natural language input. However, incorrect AI responses cannot be ruled out. Please make sure to always check the generated filters for accuracy and relevance to the specific context. BMD is not liable for any inaccuracies, omissions or outdated information in the AI-generated results.

Details on data processing:

For Fox Filter, BMD uses AI models within Microsoft Azure in the EU. It is not possible to change the models used for Fox Filter.

When you use Fox Filter, the following data are transmitted to Microsoft Azure servers located within the EU, where they are processed:

Customer number (used for billing)
User ID (used for billing)
Country of operation (used for statistics)
The entered text or description of the filter to be created in natural language (used for ensuring functionality)

In addition, the following data and their metadata (like timestamps and used tokens) are stored by Microsoft Azure in the EU for billing purposes:

Customer number
User ID

In addition, cloud providers may store your input and the generated results in accordance with Section 1.10 (only within the EU).

1.5 Fox CV

Fox CV allows you to extract data from CVs and to automatically import them into BMD NTCS. The AI methods used simply extract information from CVs in a structured format; they do not evaluate, analyse, select, filter or rank candidates. BMD is not liable for any inaccuracies, omissions or outdated information in the AI-generated results.

Details on data processing:
For Fox CV, BMD uses AI models within Microsoft Azure or Mistral AI—both located within the EU. It is not possible to change the models used for Fox CV.

When you extract information from CVs with Fox CV, the following data are transmitted to Microsoft Azure servers and/or Mistral AI—all of which are located within the EU—where they are processed:

Customer number (used for billing)
User ID (used for billing)
Country of operation (used for statistics)
The CV or the text of the document that the AI processes (used for ensuring functionality)

In addition, the following data and their metadata (like timestamps and used tokens) are stored by Microsoft Azure in the EU for billing purposes:

Customer number
User ID

In addition, cloud providers may store your input and the generated results in accordance with Section 1.10 (only within the EU).

1.6 RechtGPT

Integration of RechtGPT (https://rechtgpt.at/) is available in BMD NTCS (provided that you have the required valid licence). RechtGPT is an AI-based tool provided by Prime AI GmbH, based in 2500 Baden, Austria, which is designed to assist with legal research and is integrated directly into BMD Fox. Additionally, there are further integrations in the form of additional convenience features and connection points. In all cases of using RechtGPT in the BMD software—regardless of how it is accessed—Prime AI GmbH alone is responsible for the content of the responses. Use of RechtGPT within the BMD software is also subject to Prime AI GmbH’s terms of use (https://rechtgpt.at/#terms). The tool is intended for use by legally trained professionals. Please also note that AI-generated responses may contain errors. BMD is not liable for any inaccuracies, omissions or outdated information in the results generated by or through RechtGPT.

Details on data processing:

Data entered in the BMD software in connection with RechtGPT are processed by both Prime AI GmbH (operator of RechtGPT) and BMD. For information on data processing by Prime AI GmbH, please refer to their privacy policy (https://rechtgpt.at/#privacy).

BMD stores the questions you enter and the responses generated by RechtGPT, along with your customer number, user ID and metadata (such as timestamps), on Microsoft Azure servers located within the EU. These data are used for billing purposes and for manual quality improvements. BMD does not use your data to train AI models. Your interactions with RechtGPT are saved in the BMD Fox history for each user, but they may also be accessible to other persons within your organisation—for example, when archived in connection with a specific tax case.

1.7 Feedback to RechtGPT

When you interact with RechtGPT, you have the option to give feedback to RechtGPT on its responses by clicking on the “thumbs up” or “thumbs down” icon. This feedback is processed and stored by BMD, before it is transmitted to Prime AI GmbH for the purpose of enabling them to improve their system. Any feedback transmitted to Prime AI GmbH is anonymous, provided that the query and the feedback itself do not contain any personal information. Please note that you will not receive a reply to your feedback. This function is not intended for contacting any of our support teams.

1.8 Fox Analytics

BMD Fox Analytics is a tool used to analyse and evaluate various types of data. This tool is available in screen views, reports and evaluations, and—depending on the use case—provides either dedicated analyses and evaluations recommended by BMD or a general standard evaluation. You can also customise and control the analyses and evaluations yourself; the necessary instructions can be centrally stored in style guides, if required. BMD Fox Analytics uses large language models which may occasionally produce inaccurate or distorted results. Since this is a technical limitation of these models, BMD cannot entirely prevent it. Please make sure to check each BMD Fox Analytics result, in particular mathematical calculations, for accuracy and relevance to the specific context. BMD is not liable for any inaccuracies, omissions or outdated information in the AI-generated results.

What you can use Fox Analytics for:

Analysis of asset lists
Analysis of irregularities in open item lists

What you should not use Fox Analytics for (not supported or outside its intended purpose):

Processing of texts or data that violate legal regulations and any processing used for unlawful purposes
Processing of texts or data for which you do not hold the necessary rights, including rights required for AI-based processing (e.g. copyright)
Use cases that are considered prohibited or high-risk under the AI Act

Details on data processing:

It is possible to use different AI models for BMD Fox Analytics. If you choose to use your own model, it is your responsibility to ensure that data processing for inference complies with your requirements. By default, BMD provides access to models operated within the EU by Microsoft Azure, Google Cloud or Mistral AI. In addition, models provided by OpenAI and Microsoft Azure are available, where processing may occur outside the EU; therefore, this option requires explicit activation.

When you use BMD Fox Analytics, the following data are transmitted to the servers of Microsoft Azure, Google Cloud or Mistral AI—all of which are located within the EU—where they are processed:

Customer number (used for billing)
User ID (used for billing)
Country of operation (used for statistics)
Uploaded or selected data (used for ensuring functionality)
Additional instructions (used for ensuring functionality)
Fox Text function in use including a style guide, if available, and the AI model to be used (used for ensuring functionality)

In addition, the following data and their metadata (like timestamps and used tokens) are stored by Microsoft Azure in the EU for billing purposes:

Customer number
User ID

In addition, cloud providers may store your input and the generated results in accordance with Section 1.10 (by default within the EU, but also outside the EU if you select OpenAI).

You can view and change the default provider and model in the relevant settings. If you do this, the way in which data are processed will depend on your configuration and may differ from the purposes described above. Mistral AI, Google Cloud and Microsoft Azure can be used with the default configuration. Please also refer to Section 1.11 in this regard.

Note: When using Fox Analytics, the underlying data will be processed as described above. Therefore, it is recommended that you limit the volume of data transmitted as much as possible. For example, any unnecessary columns can be hidden temporarily in screen views prior to using Fox Analytics.

1.9 AI and accounting document or receipt recognition

AI supports document recognition in various ways. In particular, it facilitates the extraction of data from document elements while using BMD Scan, as well as the categorisation of tags and categories in my BMD Com. BMD uses large language models which may occasionally produce inaccurate or distorted results. Since this is a technical limitation of these models, BMD cannot entirely prevent it. Please make sure to check each result, data extraction or categorisation for accuracy and relevance to the specific context. BMD is not liable for any inaccuracies, omissions or outdated information in the AI-generated results.

What you should not use AI document recognition for (not supported or outside its intended purpose):

Processing of texts or files that violate legal regulations and any processing used for unlawful purposes
Processing of texts or data for which you do not hold the necessary rights, including rights required for AI-based processing (e.g. copyright)
Use cases that are considered prohibited or high-risk under the AI Act

Details on data processing:

It is possible to use different AI models for the above functions. If you choose to use your own model, it is your responsibility to ensure that data processing for inference complies with your requirements. By default, BMD provides access to models operated within the EU by Microsoft Azure, Google Cloud or Mistral AI. In addition, models provided by OpenAI and Microsoft Azure are available, where processing may occur outside the EU; therefore, this option requires explicit activation. Any personal data contained in documents are processed solely for the purpose of carrying out the aforementioned functions.

When you use this feature, the following data are transmitted to servers of Microsoft Azure, Google Cloud or Mistral AI—all of which are located within the EU—where they are processed:

Customer number (used for billing)
User ID (used for billing)
Country of operation (used for statistics)
Uploaded or selected data (in particular the relevant document; used for ensuring functionality)

In addition, the following data and their metadata (like timestamps and used tokens) are stored by Microsoft Azure in the EU for billing purposes:

Customer number
User ID

In addition, cloud providers may store your input and the generated results in accordance with Section 1.10 (by default within the EU, but also outside the EU if you select OpenAI).

Wird für Version 29.01 noch nicht publiziert. Wir warten noch auf die API von RechtGPT und in Abhängigkeit davon müssen wir auch die Unterscheidung Anonymisierung bzw. Pseudonymisierung treffen.

1.10. Data storage by the cloud provider

The cloud or model providers that BMD uses (Mistral AI, Google Cloud and Microsoft Azure; and OpenAI if activated) may store the prompt (your input and any available additional instructions) as well as the response for 30 days for the purposes of abuse monitoring and auditing. This process may involve automated methods and revision by humans in order to check for unauthorised use. For further details, please refer to the relevant terms and information provided by the respective provider.

1.11. Data processing outside the EU

As described above, you can change the model used for certain AI services. Models operated by OpenAI or Microsoft Azure are also available, but please note that the data processing of these models may take place outside the EU/EEA. The name of the model clearly indicates where the processing of data occurs. If you select one of these models, data processing outside the EU/EEA will be carried out on the basis of appropriate safeguards, as set out in Chapter V of the GDPR (e.g. EU Standard Contractual Clauses or adequacy decisions, where applicable).

1.12. Other aspects

Please note that BMD cannot classify your data for you. It is your responsibility to decide which data to process with BMD’s AI services using the processing methods described above. In addition to the EU AI Act, any other legal sources or contracts as well as directives relating to the GDPR must also be taken into account. BMD is not qualified to provide legal advice on this matter.