Security and data

Identity

• The AI app acts as you. Every call carries your identity and is checked against your rights, the permissions of your connection and the customer's AI access, on the same admin API routes as the portal.
• Access tokens are short-lived (15 minutes) and refreshed automatically. The refresh token rotates on every use.
• Impersonation is not available to AI apps.

What the AI app sees

Only the groups the customer opened:

• the configuration, with invoice data for tests: any invoice field, supplier and bank details, status. Never the invoice file itself;
• master data;
• users' names and email addresses;
• the run history and connector output.

Configuration names the user groups, suppliers and organizations it uses, so those names are visible with Configuration access alone. What the app sees goes to the AI provider of your app; the customer's consent covers that.

What is never sent to the AI app

• API keys of API users and webhook signing secrets. Results link to the admin portal page where you copy them.
• Connector secrets. Connector output has them masked as [***].
• Passwords.

Do not paste any of these into the chat yourself.

What stays in the portal

Change	Why
Single sign-on changes	Always in the portal, whatever the customer allows. The app reads the configuration and shows you what to change.
Supplier bank account changes	Always in the portal. The app prepares the rest of the change.
Entering connector secrets	Secrets never pass through the AI app.
Copying API keys and webhook secrets	Same reason.
Impersonation	Not available to AI apps.
Import from template with clear and reinitialise	The app can copy from the template tenant, but not clear a customer.

The app tells you when you need the portal.

Maintenance

During a platform maintenance window every change is refused; the app tells you the end time. A maintenance window on the customer itself is yours: it closes the customer's portals and you keep working.

Audit

• Every change is in the customer's Change History as <your name> (via <app>). In Customer > Change History, switch on Via AI apps to see only those changes.
• Sign-ins, approvals, token refreshes and disconnects are in the authentication audit log.
• The MCP server logs one line per tool call (who, which app, which customer, which tool, duration, outcome), never the request or result content.

Ending access

• Disconnect under Connected AI apps in your user menu. Global administrators can see and disconnect the connections of every consultant.
• A connection ends after 30 days without use, or when your account loses Use AI Configuration Access.
• Disconnecting is not instant: after a disconnect, or after a customer's AI access is switched off, the app can keep working for up to 15 minutes.