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: March 25, 2025

 

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 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 result 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 BMD is not liable for any inaccuracies, omissions or outdated information provided by the chatbot.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 particular business cases can be implemented 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
    • The entered text 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 (both within and outside the EU) in accordance with section 1.4.

 

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 comprises the following core 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 or Mistral AI.

 

When you use BMD Fox Text, the following data are transmitted to Microsoft Azure servers or to Mistral AI, both located within the EU, where they are processed:

  • Customer number (used for billing)
  • User ID (used for billing)
  • Country of operation (used or 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 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 usage data are stored by Microsoft Azure in the EU:

  • Customer number (used for billing)
  • User ID (used for billing)

 

In addition, cloud providers may store your input and the generated results (only within the EU) in accordance with section 1.4.
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. Both Mistral AI and Microsoft Azure can be used with the default configuration.

 

1.4. Data storage by the cloud provider

The cloud or model providers that BMD uses (Mistral AI and Microsoft Azure) will 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 two providers.

 

1.5. 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.