Pioneer AI data and privacy

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This page is for the people who answer for your data: what Pioneer AI sends to a model provider, what it never sends, where its conversations are kept, and who can read them. The rules are the same on every plan. Where the answer depends on the source your organization chose, the page says so.

When data is sent

Pioneer AI sends data only when a technician acts: when they send a message, and while the reply to that message is being written. Nothing is sent in the background, on a schedule, or without a person in the conversation.

What is sent

Each step of a reply sends the model:

Fixed instructions that describe Pioneer AI, with the technician’s display name and which console they are in.
Your organization’s instructions, and the client’s when the conversation is about one.
Pinned memories in scope: the technician’s own, the client’s, and the organization’s. Pioneer AI can look up other memories when they seem relevant.
The conversation so far: the technician’s messages, Pioneer AI’s replies, and the tools it called with their results. A long conversation sends a summary of its earlier messages instead, and older tool results are shortened.
With each message, the page the technician was on: its address, its title, and the item it showed, such as an endpoint or a ticket.
What the tools Pioneer AI reads return, limited to what the technician’s permissions allow.

Whatever a technician types is sent, so a message must never contain passwords, keys, or other secrets.

A few smaller requests use the same conversation: writing its title, summarizing it when it grows long, and writing the note for Save to ticket. Sub-agents receive their task and the same instructions and memories. The automatic approval review sends less: the technician’s own recent messages and the summary of the proposed action, plus any safety review policy and team memories that a person saved.

Web search

Unless an owner turns web search off, Pioneer AI can send search queries to Brave, the search provider named in Schedule B, and read public web pages it found or that a technician linked. A query or page address is refused before it is sent if it contains a client name, an endpoint hostname, an email address, an IP address, or your console’s address. Brave receives only the text of each query. Conversations keep only the title and address of each result, never the result text or the page text.

Outpost documentation

Unless an owner turns Outpost documentation off, Pioneer AI can send search queries to this documentation site and read its pages. A query is refused before it is sent under the same rules as a web search. Conversations keep only the title and address of each page, never the page text.

Screenshots of a remote session

When a technician approves a task in which Pioneer AI controls a remote session, each step sends a screenshot of that session’s screen, as the technician’s viewer shows it, to the AI model, through the same path as every other request. Nothing is sent outside an approved task, and the remote_access.ai_control policy setting can turn the feature off for any endpoint.

Outpost does not store the screenshots. Your Outpost holds each one, encrypted, only until the task reads it, and for at most 5 minutes, then deletes it. While the task runs, the model receives the last 3 screenshots with each step. Screenshots are never written to the conversation, the logs, or the automatic approval review. The conversation keeps each step as text, such as Click (412, 233). With Outpost Cloud AI, the providers’ terms in Schedule B apply to the screenshots as to any other request.

What is never sent

No Pioneer AI request sends vault credentials, managed administrator passwords, recovery keys, BitLocker keys, or recordings of remote sessions. Pioneer AI cannot reveal them. See Actions that are never allowed.

Where it goes

	Outpost Cloud AI	Your own endpoint
Path	Your Outpost sends the request to the Outpost service, which forwards it to an AI service provider.	Your Outpost sends the request straight to your endpoint.
Providers	The AI service providers named in Schedule B of the Outpost Terms of Service: OpenAI, Anthropic, Google (the paid Gemini API), and Fireworks AI.	The provider you configured. It is your subprocessor, not Outpost’s.
Training	Each provider is under a contract that prohibits training models on the data Outpost sends.	Decided by your provider’s terms.
Provider retention	Set by each provider’s terms, which Schedule B summarizes.	Decided by your provider’s terms.

The Outpost service does not store the text of a prompt or a reply. For each request it records usage: the model, token counts, timing, the outcome, and references to your account, the console user, the conversation, and on the MSP plan the client. Outpost Cloud AI is billed from that record.

Where conversations are stored

Pioneer AI conversations are stored in your Outpost. Their titles, messages, tool results, large results kept for filtering, page context, and summaries are encrypted. The model’s Thinking is shown while a reply is written and is never stored. They are deleted with the conversation.

Memories are stored encrypted in your Outpost too. They are kept until someone deletes them, a person’s personal memories are deleted with their console account, and a client’s memories are deleted when the client is offboarded.

Conversations are never used to train models, by Outpost or by the providers in Schedule B.

How long they are kept

An owner sets the retention period on Settings > AI, in Keep conversations for (days):

From 1 to 365 days, counted from a conversation’s last message. The default is 30 days.
0 deletes a conversation after a day without activity.

Deletion runs automatically every hour and removes the whole conversation. A technician can delete one of their own conversations at any time from Your conversations. A deleted conversation cannot be recovered. Usage records, which hold no text, are kept for billing and reporting.

Who can read them

Who	What they can do
The technician who started a conversation	Read it, continue it, rename it, and delete it.
People with `ai:review`	Read every technician’s conversations, read-only. Each time one opens a conversation, the audit log records it.
Everyone else	Nothing. A conversation that is not yours does not open.

The owner holds ai:review by default. On an MSP’s practice console, every role that holds ai:manage holds it too. See Review a technician’s conversation.

What is logged

Every Pioneer AI tool call, including refused ones, under Recent activity on Settings > AI.
Every change Pioneer AI makes, in the audit log, as the technician’s own change, marked as made through Pioneer AI.
Every model call, on Settings > AI > Usage. See Review Pioneer AI usage.

Content is licensed CC BY 4.0. Code samples are MIT. Outpost and the Outpost mark are trademarks of Outpost Business Solutions, PBC and are not covered by either license.