At Flip, we take your privacy and data security seriously. This guide explains how your data is handled when using Flip Intelligence, so you can feel confident about how your information is processed and protected. Flip Intelligence includes Ask AI and Flip Flows (automated workflows).
What is Ask AI
Ask AI is your AI Assistant with inherent knowledge about the world that can do a semantic search across your companies stored content in Flip. Ask AI is connected to your:
- Knowledge Base
- Post in the Newsfeed
- Contacts (Users in the Flip app)
- Shifts Mini App (IF enabled)
The search only includes published pages and posts. Drafts are not included.
Your Data Stays Private
Your data is not used to train the models.
When you interact with Flip Intelligence, your inputs (prompts) and the system’s outputs (responses) are never used to train or improve OpenAI models—or any other third-party tools.
We rely on Azure OpenAI, a secure, enterprise-grade platform managed by Microsoft. This means:
- Your data remains isolated and secure.
- Your messages are not visible to anyone at your company
For more, see Azure’s Data Privacy & Security Guide.
Chat History
Ask AI understands the ongoing chat history within a single conversation but has no cross-chat memory. It doesn’t store or remember content between chats.
Chats that are reported through the Feedback Mechanism are stored for review to help improve reliability and user experience.
How Your Data Is Used to Provide Answers
Ask AI answers your questions by drawing from relevant content you already have inside the Flip app—such as Posts and Knowledge Base pages. Here’s how it works:
1. Making Content Searchable
We convert your internal content into a searchable format by:
- Turning your documents into embeddings (numerical representations of content).
- Storing these safely in Flip’s own database.
2. Finding Relevant Information
When you ask a question:
- Your query is transformed into an embedding.
- The system compares your question to the stored content.
- It finds and ranks the most relevant results based on similarity.
- Respecting user access controls—you’ll only see content you’re authorized to view.
3. Generating a Response
Once relevant content is found:
- It’s combined with your original question.
- This combined information is securely sent to the large language model to generate an answer.
What Models We Use
Flip Intelligence uses several models hosted securely through Azure OpenAI.
All processing takes place within Azure’s infrastructure, ensuring enterprise-grade security and compliance ensuring that your organization’s information remains private and protected at all times.
Where Your Data Is Processed
We use Microsoft’s DataZone deployments for regional data control:
- If your Flip Intelligence instance is in the U.S., data stays within the U.S.
- If your instance is in the EU, data is processed within EU member nations.
- Any data stored “at rest” (like your internal documents) remains in your chosen region.
- Deletion follows GDPR standards and your internal company policies. You can request data deletion at any time.
Why Azure OpenAI?
We’ve chosen Azure OpenAI to give you the power of advanced AI with the enterprise security you expect. Compared to OpenAI’s public services (like ChatGPT), Azure OpenAI offers:
- Private, secure hosting within Microsoft’s environment
- No crossover with OpenAI-operated services
- Enhanced control over where and how your data is processed
For a detailed comparison, see Azure OpenAI vs. OpenAI.
Data Protection Notice and Disclaimer
No additional personal data is collected for our AI feature. Data processing takes place as usual at our hosting partner Microsoft, as specified in the data processing agreement (DPA). The security of your data is our top priority.
Our AI feature is provided without warranty. We accept no liability for the accuracy or completeness of the AI results. Depending on usage and feedback from our customers, we may change, discontinue, or provide the AI feature separately in the future.