We integrated AI into the Avrios PostOffice to help automate your document processing and save you valuable time. To give you complete peace of mind, we want to be fully transparent about how this technology works, where your data goes, and how we keep it safe.
You Are Always in Control (The "Human-in-the-Loop" Principle)
First and foremost, the AI does not run your fleet; it acts strictly as a helpful assistant and does not make any automated decisions on its own. Whenever the AI suggests a new folder structure, file name, or damage claim, you must manually review and confirm it before any action is executed in our system.
To keep things completely transparent, any AI-generated content is clearly marked in your dashboard with a text note and a visual "Magic-Sparkle" icon. For added privacy, the system is actively instructed to ignore personal data unless it is absolutely necessary for processing that specific document.
Your Data Remains Yours (No AI Training)
One of the biggest concerns with AI is whether your private data is being used to train public models. With Avrios, we guarantee that your fleet data is never used to train or fine-tune our AI models.
Data extraction happens via a secure API using a momentary "Request-Response" process. Once the AI processes your file, the model immediately deletes your documents and the results. To ensure the AI stays smart and accurate, we test it using a strictly separated, standardized set of internal reference data, rather than your actual documents.
Security and European Hosting
We treat your document storage with the highest security standards. When you upload original files, they are encrypted in transit using TLS 1.2+ and at rest using AES-256. These files are stored securely in our own AWS cloud infrastructure located in Frankfurt am Main, Germany. Your files stay securely on our servers only until you delete them or your contract ends.
To power these features, we partner directly with Google Ireland Limited to access their Gemini-flash model via API. Data processing for this service happens fundamentally within the European Union. If data ever needs to be transferred to a third country, such as the US, in exceptional cases, it is strictly protected under Google's certification with the EU-U.S. Data Privacy Framework.
System Ownership and Opt-Outs
You retain full control over your workflows at all times. If you prefer, you can deactivate the AI features for your system and handle your document filing manually, just as you always have. The only exceptions right now are invoices and fines; due to technical reasons, these are processed purely by AI and cannot be opted out of at this time.
Further Legal Resources
We value full transparency and make our legal documentation easily accessible. You can review our full policies and partners through the following links:
Overview of Sub-processors: https://www.shiftmove.com/legal/legal-overviewsubprocessors
Full Privacy Policy: https://www.shiftmove.com/de/legal/datenschutzerklarung
Condensed List:
Encryption & Storage Details: Data transfers are encrypted according to product standards using TLS 1.2+, while stored data is secured with AES-256 encryption. Original files are safely housed in Avrios's cloud infrastructure (AWS S3 Bucket in Frankfurt a.M.) until they are deleted or the contract ends.
Data Minimization (Privacy by Design): The AI system is specifically instructed to actively ignore and exclude personal data during extraction if it is not required for the specific file.
Strict Human Oversight: Operating under a "Human-in-the-Loop" principle, the AI acts only as an assistant and performs no automated decision-making as per Art. 22 GDPR. Users must manually confirm all suggestions before any action takes place in the system.
No AI Training with Customer Data: Avrios guarantees that customer data is never used for "fine-tuning" or training the AI models.
Zero Data Retention by the AI Model: Data is exchanged with the Gemini API through a volatile "Request-Response-Verfahren" (request and direct response). The AI model immediately deletes files and results, storing absolutely no customer data after processing.
User Control (Opt-Out): Users can choose to deactivate the AI functions to process documents manually. The only current exceptions are fines and invoices, which are processed purely via AI and currently have no opt-out option due to technical limitations.