IT Folder uses AI to help you document, search, and manage your IT environment. Here's exactly how it works, what data is involved, and the controls you have.
Four commitments that govern how AI works in IT Folder.
Your data is never used to train, fine-tune, or improve any AI model — ours or any provider's. Ever.
Sensitive data — SSNs, credit cards, API keys, credentials — is automatically detected and redacted before reaching any AI provider.
AI features are opt-in and can be disabled at any time at the organization level. No hidden processing, no surprises.
AI assists — it doesn't decide. Every output is reviewed by a human before it matters. No automated decisions are made about people.
Each feature processes only the data it needs, and only when you use it.
Generates summaries, templates, and content suggestions from your inputs and existing docs. Sends the prompt text to your configured AI provider.
Finds relevant results across your documentation using vector embeddings. Search queries may be sent to OpenAI for embedding; results come from your tenant database only.
Translates natural-language questions into database queries using Google Gemini. Only your question and schema metadata are sent — never row-level data. Sensitive columns are masked in results.
Creates vector representations of your documents for search. Content is cleaned, chunked, and PII-scanned before being sent to OpenAI or processed locally.
Generates descriptions and searchable metadata for uploaded images using CLIP (runs locally, no external calls) and optional AI captioning.
Creates concise summaries of long documentation using DistilBART (runs locally) or your configured AI provider for longer content.
IT Folder integrates with the following AI providers. Your organization controls which are active.
| Provider | Used For | Key Type | Data Sent |
|---|---|---|---|
| OpenAI (GPT-5.2, text-embedding-3-small) | Documentation assistance, embeddings, search, Q&A | Your org's API key | Prompts, document chunks (PII-redacted) |
| Anthropic (Claude) | Documentation assistance, content generation | Your org's API key | Prompts (PII-redacted) |
| Google (Gemini 2.5 Flash) | Text-to-SQL agent (natural-language queries) | IT Folder-managed | Natural-language questions + schema metadata only |
| SentenceTransformers (all-MiniLM-L6-v2) | Local text embeddings (fallback) | Runs locally | Nothing sent externally |
| CLIP (clip-ViT-B-32) | Image search and visual embeddings | Runs locally | Nothing sent externally |
| DistilBART (distilbart-cnn-12-6) | Document summarization | Runs locally | Nothing sent externally |
For the full list of sub-processors, see our Sub-Processors page.
Technical controls that protect your data at every step of the AI pipeline.
Presidio-based detection runs on all content before it reaches any external AI provider. Detects and redacts:
Every organization gets its own PostgreSQL database. AI processing is scoped to your tenant — no data mixing, no cross-tenant access.
Your API keys and data are protected at every layer:
The text-to-SQL agent has defense-in-depth protections:
All AI activity is logged for compliance and troubleshooting:
Organization administrators have full control:
Read our full privacy policy for legal details, or contact us directly.