Legal

Sendsteps AI Policy

15 April 2026 | Version: 1.0

1. Our approach to AI

Sendsteps uses artificial intelligence to help you create presentations faster, generating slide content, structure, and suggestions from the input you provide. AI is designed to support your work, not replace your judgment: every suggestion is editable, and you always decide what goes into your final presentation.

We believe transparency about how AI works is as important as the feature itself. This page explains what AI does in Sendsteps, which third parties are involved, what happens to your data, and how you stay in control.

This policy covers AI in Sendsteps' current platform only.

2. What AI is used for

Currently, AI in Sendsteps is used to generate presentation content. For example, turning a prompt such as "create a lesson on photosynthesis for Grade 8" into slide structure and text you can then edit.

AI-generated content is a starting point. You review, edit, and approve everything before it is shown to your audience.

3. Our AI provider

To power AI-generated presentations, Sendsteps uses state-of-the-art AI language models provided by OpenAI, operated through Microsoft Azure (Azure OpenAI). All AI data processing is done via Azure OpenAI, so all processing takes place within the EU only.

  • What is sent: the prompt you provide (for example, a topic or instruction such as "create a lesson on photosynthesis for Grade 8") is sent from Sendsteps' platform to Azure OpenAI to generate a response.
  • Where it is processed: all AI processing is routed to Azure OpenAI in the European geography, so prompts and outputs are processed fully within the EU.
  • Data retention: standard Azure OpenAI conditions. Zero Data Retention (ZDR) is available on request.
  • No training on your data: Azure OpenAI does not use your prompts, outputs, or content to train AI models. This is independent of the ZDR and retention status above.
  • Bring your own LLM (Enterprise): on request, Sendsteps can integrate with a customer's own private LLM, an LLM hosted in the customer's own cloud environment, or a different model provider exposing a secure API endpoint. Routing and quality considerations are agreed together during onboarding.

4. What happens to your data, step by step

  1. Your request is securely sent by Sendsteps. When you enter a prompt, Sendsteps receives it via our secure platform and forwards it to Azure OpenAI, using encrypted connections end-to-end.
  2. Processing takes place within the EU only. All AI data processing runs via Azure OpenAI in the European geography. Prompts and outputs are not processed outside the EU.
  3. No training on your data. Standard retention applies. Azure OpenAI does not use your data to train models. Retention follows Azure OpenAI's standard conditions. Zero Data Retention (ZDR) is available on request.
  4. What Sendsteps itself stores, and where. To let you edit, save, and reuse your content, Sendsteps stores the generated presentation content, your edits and versions, and your account and subscription data, exclusively in AWS EU-Central (Frankfurt, Germany). We do not store data outside the EU in the standard setup.
  5. Your data is not shared beyond essential processing partners. Your information is only sent to Sendsteps (platform, storage) and Azure OpenAI (AI generation). It is not shared with advertising partners, data brokers, or any other third parties.

5. Data residency

  • Storage: all Sendsteps platform data, including presentations, quizzes, lesson content, interaction results, and account and subscription details, is stored in AWS EU-Central (Frankfurt, Germany) on GDPR-compliant infrastructure.
  • AI processing: AI processing runs entirely via Azure OpenAI in the European geography. No AI processing takes place outside the EU.

In short: Sendsteps storage is EU-based (AWS Frankfurt) and AI processing is EU-based (Azure OpenAI). No data leaves the EU as part of the AI feature.

6. Data minimization and confidentiality

We only send the minimum data necessary for the AI feature to function. AI requests are logically separated from other Sendsteps systems and are subject to the same encryption standards described in our Security Standards: TLS/SHA-256 with RSA in transit, AES-256 at rest.

Because AI processing and storage remain within the EU, no international data transfer outside the EEA takes place for this feature, and a Transfer Impact Assessment (TIA) is therefore not required for this setup.

7. Your control over AI features

  • AI-generated content is always optional to accept, edit, or discard.
  • AI features cannot currently be switched on or off by individual users or organization administrators. AI functionality is managed centrally by Sendsteps and can be disabled for the platform, or for a specific customer, only by Sendsteps itself, for example in response to a customer request or a compliance concern.
  • If you prefer not to use AI features, you can create presentations manually as before. Nothing about the rest of the product changes. To request that AI be disabled for your organization, contact your account manager or privacy@sendsteps.com.

8. GDPR

Sendsteps is fully committed to GDPR compliance and privacy by design.

  • EU-only storage and processing: all stored data is located in AWS EU-Central (Frankfurt), and all AI processing runs via Azure OpenAI in the European geography. No data leaves the EU as part of the AI feature.
  • Data minimization: we store only what is strictly necessary to create, edit, present, and manage your content and your account. We do not collect extra data for marketing profiling or unrelated purposes.
  • No AI training on customer data: Azure OpenAI does not use your prompts, outputs, or content to train AI models.
  • Retention control: Sendsteps keeps your presentations, quizzes, and related content only so you can access and use them in your account. Retention of prompts and outputs by Azure OpenAI follows its standard conditions. Zero Data Retention (ZDR) is available on request. For enterprise customers, retention periods and deletion policies can be refined in a Data Processing Agreement (DPA).
  • User rights: under GDPR, you have the right to access, correct, and request deletion of your data, and to restrict processing in certain cases. You can exercise these rights by contacting our support team.

9. Human oversight

AI suggestions in Sendsteps are assistive only. No AI-generated content is published or shown to an audience without a human reviewing and confirming it first. Sendsteps does not use AI for any automated decision-making that produces legal or similarly significant effects on users.

10. Monitoring and compliance

We track developments in AI regulation, including the EU AI Act, and will update this policy and our practices as requirements evolve. Our use of AI sub-processors is reviewed periodically as part of our vendor security assessment process, alongside our ISO 27001-certified information security management system.

11. Questions

Questions about how Sendsteps uses AI, or requests for more detail on our OpenAI data processing arrangement, can be sent to our Data Protection Officer at privacy@sendsteps.com or to legal@sendsteps.com.