Subprocessors & AI Data Use

1. Why this page exists

OnNumbers uses third-party AI providers and cloud infrastructure to deliver the Services. This page lists the providers we currently use in production and the categories of information that may reach each one. We update this page when providers or data uses change.

This list reflects production usage. Providers or models that exist in our internal catalog but are not currently used to process customer data are not listed here, and we do not list internal tools we run ourselves on a provider below as separate entries.

We minimise personal information submitted to AI service providers and apply data-reduction, access-control and de-identification measures where technically appropriate. The summary below is the detail behind that commitment; our Privacy Policy states the same position at a policy level.

2. Current providers

OpenAI

AI / LLM provider

Purpose: Primary language model for AI features (summaries, Ask AI, classification) and embeddings.

Data that may be processed: Operational and financial data required for the feature in use (for example amounts, dates, categories, and transaction descriptions). Depending on the feature, this may also include operational identifiers such as customer or vendor names. Feature-level controls are described in Section 3.

Anthropic

AI / LLM provider

Purpose: Language model used for select AI features.

Data that may be processed: Operational and financial data required for the feature in use (for example amounts, dates, categories, and transaction descriptions). Depending on the feature, this may also include operational identifiers such as customer or vendor names. Feature-level controls are described in Section 3.

Google (Gemini)

AI / LLM provider

Purpose: Language model used for select AI features.

Data that may be processed: Operational and financial data required for the feature in use (for example amounts, dates, categories, and transaction descriptions). Depending on the feature, this may also include operational identifiers such as customer or vendor names. Feature-level controls are described in Section 3.

Amazon Web Services (AWS)

Cloud infrastructure

Purpose: Hosting, storage, and compute for the platform and website, including our self-managed vector database used for semantic search and retrieval in AI features.

Data that may be processed: All data stored or processed by the Services, including embeddings derived from that data.

3. Entity identifier protection

Across the substantial majority of our AI-powered features, customer, vendor, and employee names are replaced with anonymized tokens before that information reaches any AI provider listed above, and your real data is restored only in what is shown to you in the product.

A small number of internal tools that are being retired are not yet covered by this protection. Those tools receive only the operational and financial data needed for that specific function, never receive your full dataset, and never receive banking or account-access secrets.

Providers process data under our commercial agreements with them. Where we have separately confirmed that a provider does not train models on our customer data, we show that confirmation above.

Questions about a specific provider or feature? Contact us at hello@onnumbers.com.