TexaCoreAI Features Notice
Version 2026-10-27 · Effective 27 October 2026
Some TexaCore features use AI providers. This notice says which features, what is sent to a provider, which providers are used and what you can control. It belongs with the Privacy Policy and the Subprocessors page. TexaCore is the name of our product, which is provided by Next Revolution for Software Development, Dublin, Ireland ("we", "us").
1. The basics
1.1 AI features send a request from our servers to an AI provider and show you the result. The providers we use are Google (the Gemini API), OpenAI, Anthropic and, for synthetic voices only, ElevenLabs. We use their business interfaces, with keys that we hold; you do not need accounts with them.
1.2 What is sent is limited to what the feature needs for that request: what you typed, uploaded or recorded, and the company data the feature needs to answer. The assistant sees only data that the signed-in user may see, by role.
1.3 Features that suggest something (reading an invoice, translating a name, suggesting import corrections) do not save anything until a user confirms it.
1.4 Which provider handles which task is configured by us and can change, with another provider as a fallback if one is unavailable. Every provider we may use is listed on the Subprocessors page; the table below names the provider that normally handles each feature.
1.5 AI output can be wrong or incomplete. Check it before you rely on it, especially for accounting entries, prices, quantities, translations and legal or tax matters. You remain responsible for decisions you take using it.
2. Features that send data to an AI provider
| Feature | What is sent | Provider | When it runs |
|---|---|---|---|
| The TexaCore assistant (chat in the application, and in the Telegram bot if the customer has enabled it) | Your question, recent messages of the conversation, and the company data needed to answer, limited by your role, for example item names, customer names, balances and sales figures; the results of read-only data queries the assistant runs | Google (Gemini); some tasks Anthropic | Only when a user asks the assistant something |
| Reading a paper invoice or a voice note | The photo or the audio, and names of the company's customers and items so that matches are better | Only when a user uploads a photo or records a note; nothing is saved until the user confirms | |
| Translating names and descriptions | The text to translate and the target languages | Only when a user presses the translate button | |
| AI analysis in the data import wizard | The rows of the import file and a sample of existing data for matching, so corrections can be suggested | Optional step of the wizard; skip it and nothing is sent | |
| Product descriptions, categories and photo analysis in the online store tools | Product names and attributes, or a fabric photo | Only when a user presses the button; photo search in an online store sends the photo a shopper uploads | |
| Product image generation | A product photo and a text description | OpenAI, with Google as the fallback | Only when a user starts the image generator |
| Call transcription and summaries | The call recording; then the transcript for a summary | OpenAI (speech to text), then Google | For calls that the customer records through the call features |
| Voice messages in the team messenger | The voice message | When a team member transcribes a voice message | |
| Marketing post drafts | A topic, the company's knowledge-base entries and the current plan names | Only when a user asks for a draft | |
| CRM opportunity summaries and draft replies | The opportunity's timeline, conversation history, items and related documents | Anthropic, with Google as the fallback | A user can ask for a summary or a draft reply. A nightly job also refreshes the summary of open opportunities that have changed since the last one, within a daily spending cap per company. A person who can manage company settings can switch this nightly job off for the company in the CRM settings; it is on by default. Opportunities are still scored without AI, and a summary you request yourself is not affected |
| Assistant replies on messaging channels the customer has connected (WhatsApp, Messenger, Instagram, Telegram) | The incoming message and the history of that conversation | When the customer connects a channel to the sales assistant: each incoming message is then answered by AI | |
| Team reports | The figures of a daily report | Anthropic, with Google as the fallback | For customers who receive them |
| Telephone menus (voice prompts) | The text of the prompt that is turned into speech | ElevenLabs | Only when an administrator generates a voice prompt |
2.1 Chat on our website. The chat on texacore.ai is answered by an AI sales assistant, not by a person. The messages and images you send in it go to Google (Gemini), together with our price list and product facts. Please do not send sensitive personal data in the chat. The chat is separate from your customer data.
3. Training and retention
3.1 We do not use customer content to train AI models of our own.
3.2 OpenAI and Anthropic state in their business terms that content sent through their API or commercial products is not used to train their models by default. For Google, the Gemini API terms apply (https://ai.google.dev/gemini-api/terms).
3.3 Providers may keep requests for a limited period for abuse monitoring or as the law requires, as their terms say. We rely on those terms and on the data processing terms of each provider.
4. What you can control
4.1 Users decide whether to use a feature. Features marked above as optional send nothing until they are used or switched on. Administrators control who can use the application through roles and permissions.
4.2 If you need AI features not to be used for your company's data, write to [email protected] and we will discuss the options.
4.3 Business customers acting as controller remain responsible for having a lawful basis to send personal data in their content to these features and for informing the people concerned. Our Data Processing Agreement covers our role.
5. No automated decisions about people
5.1 We do not use AI to take decisions about individuals that have legal or similarly significant effects without human review. Our own use of the website chat does not profile you.
6. Changes and contact
6.1 We update this notice when we add, remove or change a feature that uses an AI provider. The version number and effective date are at the top. Questions: [email protected].