Data safety for AI features
You will know what the AI tools can and cannot do to your data, who controls that, and where the data lives, so you can decide how your team uses them.
The AI tools read a lot and write nothing on their own. AI Data Import, the AI Inbox and the AI Assistant each stop at a review screen and wait for a person to confirm. This page sets out that rule, the role controls around it, and the hosting facts, without going beyond what the app and the company state.
Review before anything posts
Because every write goes through a person, an AI mistake is a wrong suggestion on a screen, not a wrong record in your books. The habit to build is simple: read the preview, then confirm.
Tool | What the AI does | What only a person does |
|---|---|---|
AI Data Import | Maps columns, checks rows, marks them ready, needs review or invalid | Clicks Confirm; until then nothing is saved |
AI Inbox | Reads the photo, labels the type, proposes a booking or vehicle | Clicks Approve, Upload to… or saves the Review & create document form |
AI Assistant | Drafts a booking or a change, lists gaps found by Autopilot | Confirms the draft in the chat before it posts |
Who can use the AI tools
- Users and their roles are managed under Users (Full Name, Email, Role, Is Active). A user who cannot create bookings cannot create them through the assistant or the import either.
- Deactivate a user with Is Active off and their access to every screen, including the AI menu, ends.
- The AI Inbox is a team tray; anyone with access sees the same items. Decide who approves PODs and who approves fuel receipts so two people do not act on one item.
- Drivers reach the inbox only as senders, through the mobile app or WhatsApp; they do not see the inbox or approve items.
Where the data lives
- NShine ERP runs on Microsoft Azure, with hosting regions in India and the USA. Your company’s data stays in the region your tenant is set up in.
- NShine is an ISO 27001 certified company for information security, and ISO 9001 certified for quality management.
- Files sent to the AI Inbox (PODs, receipts, documents) are stored with the booking, vehicle or document record they are attached to, like files uploaded from the web.
- Imported spreadsheets are read to create records; the records are what remain in the app.
Practical habits
- Import in small batches and check the screen after each confirm.
- Keep the AI Inbox To review tab short; an item waiting for weeks is a POD a customer may ask for.
- Use exact names in the assistant and read the draft before confirming, especially the customer and the dates.
- If something posted that should not have, fix the record on its screen as you would any manual entry, and tell support if the batch is large.
Need Help?
Chat with the NShine ERP support team on WhatsApp at +91 79950 87755, or ask from inside the app. Last checked 9 November 2026 against app.nshineerp.com.