AI Disclosure

Druma uses AI to assist with two kinds of work: (1) extracting structured data from documents and emails, and (2) translating short messages between drivers and planners. We do not use AI to make legal decisions, regulatory filings, or any decision that produces a significant effect on a person without human review.

• Smart Import — bulk onboarding of trucks, drivers, clients, and insurance from existing documents (PDF / images / spreadsheets). Output is shown in a review table; you confirm before anything is saved.
• Inbound order email — when a shipper emails a transport request to your Druma alias, AI extracts the lane, dates, and goods into a draft order. The order stays in draft until a planner accepts it.
• Inbound carrier and supplier invoices — when invoices arrive at the dedicated email alias, AI extracts amount, VAT, dates, and reference numbers. The result is queued for human approval before it touches the books.
• Driver-planner message translation — when a driver and planner have different default languages, messages are auto-translated so each side reads in their own language. The original is always shown alongside the translation.
• Ask Druma — an in-app assistant with two modes. By default it answers questions about how to use Druma from our product documentation. When an administrator enables the optional data assistant, it can also answer questions about your own operational records — orders, fleet status, finance, driver hours, and order notes — by querying your database on your behalf. It is strictly read-only and never modifies data. Every query runs under the asking user's own permissions, so the assistant can only surface data that user is already allowed to see in the app (a driver sees only their own trips; a user without financial access cannot retrieve prices or margins, and so on). Order notes and other free-text fields may contain personal data such as names, which is sent to the AI provider to compose an answer.

Druma's own AI features run on a single core provider:

• Google Gemini (via Vertex AI Enterprise API) — document extraction, Smart Import, the Ask Druma assistant. Configured for europe-west1; data does not leave the EU during processing.
• Google Cloud Translation API — driver-planner message translation. Runs on Google Cloud infrastructure; this API does not carry the same europe-west1 residency configuration as Vertex AI, so translated content may be processed outside the EU.

We do not use OpenAI, Anthropic, or Meta for any core Druma AI feature. The one exception is the optional, opt-in Druma Copilotdescribed below, where the company itself — not Druma — chooses and pays for the provider.

Druma Copilot is a separate, optional feature that lets a company administrator connect the company's own API key for OpenAI, Anthropic (Claude), or Google Gemini, and chat with an AI agent that can read (and, with explicit confirmation, propose changes to) the company's operational data.

• Off by default. A company must explicitly enable it and connect a provider before any data is sent.
• Own provider, own terms. Once enabled, the prompts and operational data (orders, fleet, finance, driver hours, and similar records within that user's normal permissions) that Copilot queries on the user's behalf are sent directly to the company's chosen provider — api.openai.com, api.anthropic.com, or Google's public Gemini API — and processed under that provider's own terms and data-processing agreement with the company, not under Druma's agreements with Google Vertex AI.
• May leave the EU. Unlike the europe-west1-configured Vertex AI used for Druma's own features, the public OpenAI and Anthropic APIs, and the public Gemini API, do not carry the same EU-residency guarantee. Data sent to Druma Copilot may be processed outside the EU/EEA.
• API key custody. The key itself is encrypted at rest in a managed vault and used only server-side to call the chosen provider on the company's behalf; Druma never displays it again after it is saved.
• Requires explicit consent. Before a company can save Copilot credentials, an administrator must acknowledge this data-flow and record that acknowledgement.

If your company has not enabled Druma Copilot, none of your data is ever sent to OpenAI, Anthropic, or the public Gemini API.

Under Google's Vertex AI Enterprise terms, customer data submitted to Vertex AI is not used to train Google's foundation models. Google retains data only for the duration of the request, applies enterprise-grade isolation, and deletes prompts and responses on a short rolling basis.

Druma itself does not train AI models on your data. We do not sell or share your data with model providers for any purpose other than serving the requested inference.

Every AI output is treated as a draft. A user must review and confirm before:

• An imported record is saved (Smart Import).
• A draft order is converted to an active order.
• An extracted invoice is matched and posted.
• A translated message is sent (the original is sent regardless; translation is shown alongside).

For Ask Druma, the assistant can read but never write. If you ask it to take an action, it will give you the steps to take in the planner, not perform them itself.

• Message auto-translation — toggle in your Profile settings. Off by default for any user whose default language matches the counterparty.
• Smart Import — entirely optional; never required to use the rest of the platform.
• Ask Druma — only triggered when you open the assistant panel; nothing is sent until you ask a question. The optional data assistant mode, which queries your operational records, is off by default and must be switched on by a company administrator before any account data is sent to the AI.
• Druma Copilot (bring your own AI) — off by default. A company administrator must enable it, connect a provider API key, and acknowledge that data sent through Copilot goes to that provider under the company's own terms and may leave the EU, before any data is sent.
• Inbound email AI — disabled by default. Enable per-feature in Settings → Integrations once you have configured your incoming alias.

The EU AI Act enters into application progressively from August 2026. Druma's AI uses fall within the limited-risk tier — assistive tools with mandatory human review. We do not operate any high-risk AI system as defined in Annex III of the AI Act (we do not score creditworthiness, determine access to essential services, or make employment decisions).

Where the AI Act introduces transparency obligations applicable to our tools — for example labelling AI-generated content — we will update the UI to comply by the relevant deadline. AI extractions in Druma are already labelled as such in the review screens.