AI Security & Privacy Practices

How we use AI in our product

Customers love using Scribe to easily and automatically create process documents. Although our core functionality of automatically creating step-by-step guides doesn't use AI, we do offer supporting features powered by third-party AI services.

Is AI used to generate the actual screenshots and steps within a Scribe? 

No. The core functionality of Scribe does not leverage AI. Scribe’s document generation capability is a user-initiated capture sequence. The screenshots and text are then processed into a how-to guide that, while automatic, is not AI-powered.

How does Scribe use AI?

‍While Scribe’s core functionality does not leverage AI, a subset of features in Scribe are supported by AI:

• Title generation: Once a user has captured a Scribe, we send data from the step text to a 3rd party AI partner who comes back with the Scribe title (such as “How to add a table in Google Docs”). We do not use any screenshots to inform the Scribe title. Once a title has been created, it is not used to train any algorithm.
• Description generation: If a user would like to add a description to their Scribe, they can either write it themselves or opt-in to generate one with AI. We follow the same process as we do for AI title generation, meaning we only use the step text from the Scribe — never the screenshots. 
• AI Page generation: Users can create a Page with related Scribes, text, and media for more complex processes. They can utilize the AI prompt tool to help with faster document generation. For the prompt, a user will write a prompt, select the desired document type (e.g., onboarding guide, SOP), and choose what Scribes to include. The AI will use the prompt and chosen Scribes to generate the Page, which can then be manually edited or refined by AI for grammar and spelling.
• Speech-to-text transcription: Users can choose to provide a voiceover while capturing their Scribe. During the capture, we enlist the help of AI to transcribe the voice into step instructions. After the capture is complete, we leverage AI to clean up the transcripts without altering the meaning of the transcripts. ‍
• Text-to-speech transcription: Users may leverage AI to read the steps of a Scribe aloud when embedded via Movie Embed, supporting accessibility requirements.

Can customers opt out of AI features, and if so, what functionality do they lose?‍

Yes, Enterprise customers can opt out of AI features. Customers who opt out of AI features will not lose access to the core functionality of Scribe; they will still be able to create Scribes and Pages as normal, except:

• The automatically generated titles will not be as accurate. Users will likely need to edit these titles each time they create a Scribe. 
• Descriptions for Scribes will need to be written manually. 
• Pages will not have the “Create with AI” functionality, so users will need to write Pages from scratch. 
• Text-to-speech and speech-to-text features will not be available. 

Enterprise customers may contact their sales representative or [email protected] to opt-out.

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How we protect your data

We partner with 3rd party AI providers to help deliver the fastest, easiest documentation experience. Our customers’ data security is our top priority, and we ensure that these third-party partners adhere to the same high standards for protecting your data.

‍Is Scribe customer data used to train, fine-tune, or otherwise develop any 3rd party AI algorithms?

No, Scribe’s customer data is not retained, processed, or in any other manner used to train, fine-tune, or develop 3rd party AI algorithms. We have explicitly opted out of the use of any data for training purposes with our AI service providers. We are committed to ensuring that our customers have full assurance that all content and intellectual property created and stored by users is fully protected by Scribe.

How does sending data to AI providers work?

Scribe calls a text generation or a speech-to-text generation service that is trained on millions of data records across the web. The prompt is sent to the service, and the service outputs text based on the prompt. Customer data is not retained by any of our service providers for purposes other than service provision; it is only processed for text or document creation. Customer data is refreshed and purged from service provider servers within 30 days after processing. 

‍How is user data protected by these 3rd party AI providers?

Within 30 days of processing, 3rd party providers delete any Scribe user data it has processed for the purpose of providing services to the customer. For speech-to-text and text-to-speech services, our 3rd party providers delete audio data within 72 hours of processing. Audio transcript data is deleted from our provider’s servers immediately after it is retrieved by Scribe. Customer data is not stored by any provider on a long-term basis and is only used for purposes of service provision.  Our service providers each have an executed data processing agreement with Scribe that binds the vendor to the same or more rigorous security controls that Scribe implements (e.g., data encryption, backups, retention measures). Our service providers do not receive the screenshots taken during your capture sessions.

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Questions?

To learn more about Scribe’s security controls, visit our Trust Center. To get in touch with our Sales team, please submit this form.