Privacy when you connect Solibo Home to an AI assistant

Who is responsible

The company whose records are accessed, including a housing community, owns and is responsible for those records. Solibo AS, organisation number 920 800 572, operates Solibo Home. When appointed as the company’s accountant (regnskapsfører) and business manager (forretningsfører), we are authorised to act on its behalf under the applicable accounting, management and data-processing agreements. Solibo processes those records on the company’s behalf and under its instructions.

The AI connection uses your Solibo Home account and existing access permissions. Connecting is optional; you can continue using Solibo Home directly. This notice covers information processed through the connection, including information about other people in records you are allowed to access.

It supplements the Solibo privacy statement and Solibo Home terms and privacy notice. Your assistant provider’s terms and account settings govern its handling of conversations and attachments. Approval of an action is separate from the legal basis for processing the personal information involved.

Your requests and results are used to serve you

Solibo uses the connection’s inputs and outputs only to fulfil your requests, including preparing previews, returning information and carrying out actions you confirm. We do not reuse this content for advertising, profiling, product analytics or AI model training, and we never sell customer data. Limited audit and operational metadata support accountability and secure, reliable service, as described below.

The assistant sends the request and information needed for an action. The connection does not retrieve your complete chat history, although the request can contain text from your conversation. Other information comes from your Solibo Home account, housing community records, connected business systems and people who contributed to those records.

Account and access information

Account identifiers, sign-in authorisation, roles, permissions and selected housing communities let us identify you and restrict access to the records you may use.

Housing community administration and financial records

Property and company details, names, contact details, ownership and occupancy relationships, board and staff roles, assignments and workload information, cases, tasks, meetings, votes and documents support housing community administration. Financial requests can include balances, budgets, loans, insurance, invoices, payments, debt and accounting or settlement information. Some of these records identify individuals.

Communications, documents and proposed changes

Messages, titles, sender and recipient details, filenames, attachments and selected document text support search, review and authorised changes. Temporary previews allow you to review proposed actions before confirmation. A preview is separate from a draft or document saved in Solibo Home.

Solibo Home delivery and engagement records

When you ask Solibo Home to send a communication, the selected delivery channel uses recipient addresses and delivery identifiers, including device or push-notification routing identifiers where applicable. Solibo Home can record delivery, opening, clicking and reading events to troubleshoot delivery and report communication engagement, at recipient and summary levels. These are records of the requested Solibo Home communication, not analytics derived from your MCP requests or answers.

Customer support and feedback

Feedback you confirm is sent to Solibo’s customer-support function. It can include your message, supplied context and an account reference needed to investigate it. A short message excerpt can appear in the email subject.

Audit records

When you explicitly request sensitive information, we record the account, action, type of information requested and relevant housing community or record reference for auditing. The sensitive-access audit event does not contain the sensitive value returned. The connection also records metadata about attempted, completed or denied changes and feedback submissions, including outcomes and fixed failure categories, without copying error-response text into those audit records.

Service operation and repeated requests

To diagnose failed, slow or repeated requests, we process limited operational metadata, including action names, relevant housing community references, timings, outcomes and pseudonymous account and session identifiers. Short-lived fingerprints derived from requests help identify repeated requests without retaining request text in those monitoring records. Technical records such as network information, errors and performance measurements also support secure and reliable operation. Operational records follow the retention rules below.

Share only what the request needs. Do not include passwords, verification codes, payment-card credentials, government identifiers or sensitive health information in requests or attachments. Filtering reduces recognised sensitive values but does not guarantee that all personal information is removed. Use the trusted sign-in interface for authentication.

These commitments concern Solibo’s use of connection inputs and outputs. Your assistant provider handles the information it receives under its own terms and settings. Records you ask us to save in Solibo Home become housing community records and follow their applicable purposes and retention rules.

What happens to files

1. Attaching a file in your AI assistant shares it with the assistant provider. That copy follows your assistant account’s terms and controls.
2. Preparing an upload creates a temporary Solibo copy. We retrieve the original file before you confirm saving it in Solibo Home so we can prepare the action and its preview.
3. You review the destination and file details. We preserve the original filename where possible, including spaces and non-English characters. A usable fallback is supplied if the assistant provides no name. Filenames may themselves contain personal information.
4. Confirmation saves the file in Solibo Home. After access checks, the file is linked to the selected record or workflow and becomes available to its authorised users or audience.

Temporary files are encrypted in storage. Metadata filtering does not remove sensitive information from the original file. Declining confirmation prevents the proposed save from executing but does not immediately delete the temporary copy.

Searching existing documents normally returns their names and other descriptive information. An explicit content-read request processes the original document to extract a limited amount of filtered text for the assistant. Original files, extracted text and copies already shared with an assistant have separate controls.

Who receives information

Your assistant provider

When you use this connection in ChatGPT, your assistant provider is OpenAI. Your assistant provider receives requests, attachments and returned results when you use the connection. Information displayed inside an assistant’s embedded interface also reaches that provider, even if it is not used to generate the answer. The provider’s own terms and settings govern its retention and any use for model improvement.

Solibo and authorised recipients

Solibo processes requests on behalf of the housing community and provides customer support. Saved records and sent communications are available to the users and recipients authorised by the selected workflow, such as the board, residents or administrators. A recipient can retain a delivered copy.

Amazon Web Services (AWS)

We use AWS for hosting, authentication, data storage, security, operational monitoring and email delivery.

Providers used by selected Solibo Home workflows

Some Solibo Home workflows use communication, accounting or settlement providers. A selected delivery channel can share the addressing information, content, attachments and status information needed to carry it out. Separate diagnostic monitoring may also be used where configured. Reading information already stored in Solibo Home does not necessarily make a new request to another provider. These providers receive information needed for the selected workflow. They are separate from AWS hosting and your assistant provider.

Locations and security

The connection’s regional services and the Solibo Home database are hosted within the EU. Other providers, recipients and their copies may be located outside the EU/EEA. For information about processing locations and safeguards applicable to your housing community and selected services, contact our switchboard on +47 21 08 05 25 or email kundeservice@solibo.no.

Solibo is responsible for protecting the information we process through appropriate technical and organisational security measures in accordance with the GDPR. We use access controls and encrypted connections to the public service to protect information and limit requests to your Solibo Home permissions. Temporary uploaded files are encrypted in storage. These protections do not control copies already delivered to authorised recipients.

How long information remains

Housing community records

Communications with the board form part of the housing community’s official records and are retained for its long-term archive. Solibo holds and operates housing community records on the housing community’s behalf during the management relationship. When management ends, the data is exported to the housing community. Data needed for accounting and government reporting remains in Solibo Home for one fiscal year after management ends and is then removed. The housing community remains responsible for its exported archive and applicable recordkeeping obligations. This is separate from retention of connection inputs and outputs.

Customer support and feedback — six months

Support and feedback you ask us to receive are retained for six months from the opening of the support case. Official board correspondence follows the rule for housing community records above.

Operational records and backups

Our retention limit for logs, including audit records, and backups is six months. Shorter periods can apply, including those for temporary working data below. Deleting a live record does not immediately erase copies in backups. This rule does not mean that we keep a six-month archive of MCP inputs and outputs.

Temporary working data and previews

Selected housing community context is valid for two hours. Newsletter previews and links to saved drafts are valid for 30 minutes; expiring a link does not delete the saved draft. Pending actions are valid for 12 hours. After completion, original action content is removed from the pending record, while a limited summary and status can remain until expiry. Storage cleanup can happen after these validity periods.

Files awaiting confirmation

We request deletion of temporary files after a successful upload or when the prepared action is discarded. Remaining temporary copies follow a one-day storage-expiration rule; this is not a guarantee of deletion exactly 24 hours after attachment. Files saved in Solibo Home and attachments held by your assistant provider are separate copies.

Sign-in information

Temporary sign-in sessions and one-use codes are valid for up to 10 and 5 minutes respectively. Used records are removed; expired unused records are cleaned up separately. The configured connection authorisation can permit renewed access for up to one year unless revoked; individual access credentials are valid for up to one hour. These validity periods do not describe deletion from every stored copy.

Assistant conversations and delivered messages

The assistant provider applies its own conversation and attachment retention rules. People and organisations receiving a message can retain their copies separately. Clearing a preview or disconnecting does not erase those copies.

Your choices and controls

• You can use Solibo Home directly without connecting an AI assistant.
• When using the assistant, you can choose which housing community or group of housing communities a request concerns. The connection can remember this selection for later requests. You can ask the assistant to change or clear either selection. Clearing a selection does not delete your conversation or records stored in Solibo Home.
• Share only necessary information. Selected detailed views require an explicit request; use Solibo Home to review original records when appropriate.
• Review destinations, recipients, content and filenames before confirming changes. Declining prevents that confirmation from executing. Saved drafts, documents and sent messages have their own Solibo Home controls.
• Manage the connection in your assistant’s settings and manage its stored conversations separately. Disconnecting does not delete Solibo Home records or automatically withdraw all account authorisation. Contact our switchboard or customer-service email promptly if you need access withdrawn or suspect misuse.

For questions about operational monitoring or to exercise your privacy rights, contact our switchboard or customer-service email listed in the contact section.

Assistant-generated summaries can be inaccurate. Review source records and proposed changes before relying on them, particularly for decisions affecting people or finances.

Privacy rights and requests

Call our switchboard on +47 21 08 05 25 or email kundeservice@solibo.no to request access, correction or deletion of personal information, or help withdrawing account access. Identify the AI connection, the type of information and, where useful, the housing community or record. We may need to verify your identity securely and coordinate with the housing community responsible for the records.

Depending on the applicable processing and legal grounds, you may also have rights to restriction and data portability. You may object to processing based on legitimate interests. Where processing relies on consent, you may withdraw that consent without affecting lawful processing before withdrawal. These rights have conditions and are distinct from approving a tool action.

Official-record retention does not remove your privacy rights. Requests concerning housing community records must be assessed with the responsible housing community, taking account of applicable recordkeeping obligations and other people’s rights. Deleting a Solibo Home account is separate from deleting housing community records, backups or a recipient’s copies.

You can complain to Datatilsynet or the relevant supervisory authority where you live or work. You do not need to use an in-app feedback tool to exercise your rights.

Contact and updates

This privacy page uses no forms, scripts, external assets, analytics or cookies set by its route. Visiting it still involves ordinary hosting and network processing. Solibo Home sign-in and your assistant have their own controls.

We will communicate material changes to affected users and update the revision date on this page.