AI Policy
Version 1.0 · Effective: [PUBLICATION DATE — SET BEFORE ACTIVATION]
Operated by My Waypoint Technologies Inc.
At a glance
1. About This AI Policy
This AI Policy is published by My Waypoint Technologies Inc., the company that operates MyBusinessTrip.ca. It describes how artificial intelligence is used within applicable MyBusinessTrip services and should be read together with the Privacy Policy and Terms of Service.
This policy covers the web application, mobile application, and related MyBusinessTrip services where AI functionality is available. It describes what AI does, what information is processed, how outputs are handled, and what limitations apply.
This is AI Policy Version 1.0. The effective date appears at the top of this page. When material changes are made to how AI is used, this policy will be updated with a new version number and effective date.
2. What AI Means in MyBusinessTrip
MyBusinessTrip uses the term “AI” specifically to refer to generative AI — functionality that uses a large language model to produce text, summaries, drafts, or structured plans based on your trip and business information.
Not every automated or data-driven feature in MyBusinessTrip is generative AI. The following are not generative AI:
- Route and distance calculations — provided by OpenRouteService, a routing service operated by HeiGIT gGmbH in Germany. These are deterministic calculations, not AI-generated.
- Hotel and restaurant discovery — sourced from Overture Maps Foundation open data hosted by MyBusinessTrip. Place results are retrieved from a structured dataset, not generated by a language model.
- Receipt and loyalty card scanning — performed by Amazon Textract, an optical character recognition (OCR) service. Textract reads text from images; it does not generate content.
- Trip data storage and management — ordinary database operations. Storing, editing, and retrieving your trips, meetings, contacts, and expenses does not involve generative AI.
- Routing and geocoding in the trip planner — the AI trip planner uses OpenRouteService to calculate drive times and geocode locations. This routing step is deterministic, not AI-generated.
This distinction matters because a hotel result, a route distance, or a scanned receipt value is not AI-generated simply because it appears inside a product that also contains AI features.
3. Where Generative AI Is Used
The following features currently use generative AI (Amazon Bedrock / Anthropic Claude). All generative AI features require a PRO, TEAM, or ENTERPRISE subscription. Free plan accounts do not have access to generative AI features.
Trigger: You request an AI summary for a completed or in-progress trip.
What it does: Analyzes your trip data and produces a structured intelligence summary tailored to your workspace type (e.g. client meeting, workshop, site inspection). Output sections vary by workspace and may include a trip summary, executive briefing, key decisions, risks, recommended next actions, and follow-up items.
Information used: Trip title, destination, workspace type, dates; meeting titles, objectives, discussion notes, attendees, and status; note titles and content (up to 300 characters per note); action items; contact names, roles, and organizations; expense totals.
Output stored: Yes — the generated summary is saved to your trip and can be viewed and regenerated.
Trigger: You request a follow-up draft for a trip or a specific meeting.
What it does: Generates a draft communication — such as a follow-up email, meeting recap, client summary, executive brief, or inspection findings — based on your trip or meeting data. The draft type available depends on your workspace.
Information used (meeting-level draft): Meeting title, date, attendees, objective, and discussion notes; action items from that meeting.
Information used (trip-level draft): Trip title, destination, dates; meeting titles and status; contact names, roles, and organizations; trip outcomes (discussion notes from completed meetings); action items; expense totals.
Discussion notes: When you request a follow-up draft for a specific meeting, the discussion notes you entered for that meeting are included in the AI request. When you request a trip-level draft, discussion notes from completed meetings are included as outcome context.
Output stored: Yes — the generated draft is saved to your trip and can be reviewed, edited, and used as a starting point for your communication.
Trigger: You describe a trip in natural language in the AI trip planner.
What it does: Extracts structured trip constraints (stops, classifications, dates, times, preferences) from your natural language description. This structured output is then used by the deterministic trip planning engine to build an itinerary.
Information used: Your natural language trip description (up to 2,000 characters), trip date range, and your timezone. No contact data, loyalty numbers, or historical trip data is included.
Output stored: The extracted constraints are used to populate the trip proposal. The raw extraction output is not stored separately.
Trigger: After a trip proposal is generated, an explanation of the itinerary structure is requested.
What it does: Produces a brief plain-English explanation of why the trip is structured the way it is — how fixed commitments anchor the schedule and how flexible stops are positioned around them.
Information used: Validated proposal structure only — dates, day structure, commitment titles and classifications, overnight areas, route durations, and warnings. No user identity or contact data is included.
Output stored: The explanation text may be stored as part of the trip proposal.
Trigger: When hotel candidates are presented in the AI trip planner, an optional AI step may add brief contextual reasons to the deterministically scored shortlist.
What it does: Provides one short additional reason per hotel candidate (up to 15 words) based on route fit and business trip suitability. The deterministic score is authoritative — AI does not reorder candidates.
Information used: Structured candidate facts only — hotel name, category, provenance (saved/favourite/open data), rewards program match (brand name only, no membership numbers), morning drive time, arrival drive time, detour minutes, operating status, and deterministic score. No user identity, meeting subjects, or membership numbers are included.
Fallback: If AI is unavailable, the deterministic shortlist is shown without AI-generated reasons. This step is optional and gracefully degraded.
Output stored: AI-generated reasons may be stored as part of the hotel enrichment session for the proposal.
4. How AI Requests Are Processed
When you invoke a generative AI feature, the MyBusinessTrip application server assembles the relevant context and sends a request to Amazon Bedrock, an Amazon Web Services AI service. An Anthropic Claude model is accessed through Amazon Bedrock. MyBusinessTrip does not call the Anthropic API directly and has no direct data relationship with Anthropic.
Your browser or mobile application never contacts an AI service directly. All AI requests originate from the MyBusinessTrip application server, which authenticates to Amazon Bedrock through AWS infrastructure.
MyBusinessTrip currently sends its Amazon Bedrock requests to the ca-central-1 (Canada) service endpoint. Cross-region inference is not configured in the current implementation. AWS does not publicly specify the exact location of inference compute within its infrastructure beyond the configured service endpoint.
The request path is:
5. Information That May Be Included in AI Requests
MyBusinessTrip does not send your entire account to AI. For each AI feature, only the information relevant to that specific task is assembled into the request. The exact categories depend on the feature you invoke — see Section 3 for per-feature details.
Across the currently implemented AI features, information that may be included consists of:
- Trip title, destination, workspace type, and travel dates
- Meeting titles, objectives, attendees, and status
- Discussion notes — when you request an AI summary or follow-up draft involving a meeting, the discussion notes you entered for that meeting are included as context
- Action items and follow-up information
- Contact names, roles, and organizations
- Trip outcomes and note content (up to 300 characters per note for summaries)
- Expense totals (not individual line items or payment details)
- Natural language trip description — for the AI trip planner constraint extraction only (up to 2,000 characters)
- Validated itinerary structure — for proposal explanation and hotel ranking (no user identity or contact data)
- Hotel candidate facts — for hotel ranking (name, category, route fit data; no membership numbers)
Loyalty and rewards program membership numbers are not included in generative AI requests. Hotel ranking uses only the brand/program name (e.g. “Marriott Bonvoy”), not your membership number.
6. Information Excluded From Generative AI Requests
The following categories are not included in generative AI prompts under the current implementation:
- Passwords and authentication credentials
- Payment card numbers
- Loyalty and rewards program membership numbers
- Raw uploaded file content (PDFs, images, documents)
- Raw receipt images
- Vehicle licence plate numbers
Uploaded files are stored in MyBusinessTrip-controlled AWS storage and are not sent as content to generative AI APIs. Receipt and loyalty card images are processed by Amazon Textract for OCR — Textract is a separate document-processing service, not a generative AI model.
The AI trip planner constraint extraction sends only your natural language description, trip dates, and timezone — not your contact list, loyalty programs, vehicle records, or historical trip data.
7. Prompt and Output Handling
It is useful to distinguish four things:
- Your source data — the trip, meeting, and business information you have entered into MyBusinessTrip
- The prompt — the request assembled by MyBusinessTrip from your source data and sent to Amazon Bedrock
- The raw model response — the text returned by the Anthropic Claude model through Bedrock
- The stored AI result — structured information derived from the model response and saved to your account
MyBusinessTrip's handling
- Prompts are assembled at runtime for each request and are not stored by MyBusinessTrip
- Raw model responses are parsed in memory and are not stored by MyBusinessTrip
- Structured results derived from AI responses are stored as part of your trip data — for example, a generated summary, a follow-up draft, or a structured trip proposal
AWS Bedrock's handling
According to AWS documentation, Amazon Bedrock does not store or log customer prompts and completions. AWS states that Bedrock inputs and outputs are not used to train models, and that customer data is not shared with model providers. These are AWS's documented positions, backed by the AWS Data Processing Addendum.
MyBusinessTrip's own prompt-handling practices and AWS's documented Bedrock practices are separate facts. Neither substitutes for the other.
8. Model Training and Customer Information
MyBusinessTrip does not train its own AI models using customer trip data. MyBusinessTrip does not operate AI model training infrastructure and does not fine-tune or train models using your information.
Regarding the provider: according to AWS documentation, data processed through Amazon Bedrock is not used to train Amazon models or any other models, including third-party models. AWS states that Bedrock customer data is not shared with model providers such as Anthropic.
These are AWS's documented positions. MyBusinessTrip relies on AWS's published terms and the AWS Data Processing Addendum for the contractual backing of these statements.
9. AI-Generated Content
Generative AI produces probabilistic outputs. The same or similar request may not always produce identical results. AI output may be:
- Incomplete — not all relevant information may be reflected
- Inaccurate — the model may misinterpret or misrepresent information
- Outdated — the model's knowledge has a training cutoff
- Internally inconsistent — different parts of a response may not align
- Based on incomplete context — only the information provided in the request is available to the model
MyBusinessTrip AI is designed to assist with business-travel planning, organization, summarization, drafting, and related workflows. It is a planning and drafting aid, not an authoritative source of truth.
AI-generated summaries, follow-up drafts, trip proposals, and hotel ranking reasons should be reviewed by you before being relied upon or sent to others.
10. Accuracy and Verification
You should independently verify material information before relying on it, particularly where incorrect information could affect your travel or business activity.
This applies especially to:
- Hotel names, addresses, and availability
- Restaurant names, addresses, and opening hours
- Route distances and travel times
- Transportation details and schedules
- Prices and booking availability
- Contact information for businesses and individuals
- Entry requirements, travel advisories, and visa requirements
- AI-generated trip summaries and briefings
- AI-generated decisions and action items
- AI-generated follow-up drafts before sending them
- AI-generated trip proposals before converting them to operational trips
Open data (hotel and restaurant results from Overture Maps) and routing data (from OpenRouteService) can also become outdated or contain errors. These are not AI-generated, but they are not guaranteed to be current or complete.
MyBusinessTrip AI does not make bookings, reservations, purchases, or payments on your behalf. No AI feature in the current implementation autonomously executes external transactions. You remain in control of all actions taken based on AI-generated content.
11. AI vs Retrieved and Open Data
MyBusinessTrip combines several different types of information. Understanding the source of a result helps you assess how to use it.
Produced by Amazon Bedrock / Anthropic Claude. Includes trip summaries, follow-up drafts, trip proposals, proposal explanations, and hotel ranking reasons. These are probabilistic outputs — see Section 9.
Hotel and restaurant results are sourced from Overture Maps Foundation open data, hosted by MyBusinessTrip. These are retrieved from a structured dataset — not generated by a language model. Attribution: “Place data © Overture Maps Foundation.”
Route distances, drive times, and address geocoding are calculated by OpenRouteService (HeiGIT gGmbH, Germany) using OpenStreetMap data. These are deterministic calculations — not AI-generated. Attribution: “© OpenRouteService contributors, © OpenStreetMap contributors.”
Receipt and loyalty card scanning uses Amazon Textract, an OCR service. Textract reads text from images — it does not generate content.
Information you enter — trip details, meeting notes, contacts, expenses — is stored and retrieved as you entered it. Retrieval of your own data does not involve generative AI.
A hotel result, a route distance, or a scanned receipt value is not AI-generated simply because it appears inside a product that also contains AI features.
12. AI Availability and AI-Free Use
Generative AI features require a PRO, TEAM, or ENTERPRISE subscription. Free plan accounts do not have access to AI trip summaries, follow-up draft generation, or the AI trip planner.
All generative AI features are user-initiated. You choose when to invoke them. No generative AI processing occurs automatically in the background without your action.
The following core functionality does not require generative AI and is available regardless of plan:
- Creating and managing trips, meetings, notes, and contacts
- Storing and editing itinerary information
- Hotel and restaurant discovery (open data)
- Route and distance calculations (OpenRouteService)
- File storage and management
- Receipt and loyalty card scanning (Textract OCR)
- Data export
- Expense tracking
- Contact directory
You can use MyBusinessTrip as a complete business travel management tool without invoking any generative AI feature.
13. Security and Data Minimization
MyBusinessTrip constructs AI request context based on the specific task requested. Each AI feature uses only the categories of information relevant to that task — not your entire account. The per-feature information categories are described in Section 3.
Additional safeguards include:
- Credentials, payment card numbers, and membership numbers are not included in generative AI prompts
- Uploaded file content is not sent to generative AI APIs
- AI features are entitlement-controlled — only authenticated users with the applicable subscription can invoke them
- Authorization controls ensure users can only request AI processing for their own trips and data
- All AI requests originate from the MyBusinessTrip application server — your browser or mobile app never contacts an AI service directly
- AWS security infrastructure (IAM, encryption in transit, VPC controls) applies to Bedrock requests
14. User Responsibilities and Sensitive Information
MyBusinessTrip is designed for business travel planning. When entering information into free-text fields that may be used as AI context — such as meeting objectives, discussion notes, and trip descriptions — you should avoid including information that is not necessary for the travel or business task, particularly:
- Passwords or authentication credentials
- Payment card numbers or financial account numbers
- Government identification numbers or passport numbers
- Medical or health information
- Highly sensitive personal information about third parties
- Confidential information that you are not authorized to share with a third-party service
You are responsible for ensuring that you have appropriate authority to enter third-party or business information into MyBusinessTrip, including information about clients, colleagues, or business contacts.
AI-generated follow-up drafts are starting points for your review. You are responsible for the content of any communication you send based on an AI-generated draft. Do not send AI-generated content without reviewing it for accuracy and appropriateness.
15. Consequential Decisions
MyBusinessTrip's generative AI features are designed to assist with business travel planning and related workflows. They are not designed or intended to make employment, credit, insurance, medical, legal, immigration, or similar consequential decisions about individuals.
AI-generated outputs — including trip summaries, follow-up drafts, trip proposals, and hotel ranking reasons — are decision-support tools. They may contain errors, omissions, or outdated information. You should review AI-generated content before relying on it for business decisions, travel bookings, or communications.
MyBusinessTrip AI does not replace professional advice. For travel advisories, legal requirements, medical guidance, or other professional matters, consult the appropriate authoritative sources.
16. Organization Accounts
Organization accounts on TEAM and ENTERPRISE plans include AI features for members whose effective plan (user plan or organization plan, whichever is higher) includes the applicable AI entitlement.
AI features operate at the individual user level — each AI request is made by an authenticated user for their own trip data. Organization administrators can manage member access and subscription, which affects which AI features are available to members.
Organization-wide AI controls (such as disabling AI for all members, approved model lists, or AI usage reporting) are not currently implemented. Availability of AI functionality depends on the user's account, subscription, and organization configuration.
17. Third-Party AI Providers
MyBusinessTrip currently uses the following AI provider chain:
AI inference service. MyBusinessTrip sends requests to Amazon Bedrock, which provides access to the Anthropic Claude model. AWS processes requests under the AWS Customer Agreement and AWS Data Processing Addendum.
The underlying language model accessed through Amazon Bedrock. MyBusinessTrip does not have a direct data relationship with Anthropic. According to AWS documentation, customer data processed through Bedrock is not shared with model providers.
AI providers and models may evolve over time. When a change materially affects the categories of information processed, the provider's data handling practices, processing geography, or model training use, MyBusinessTrip will update this policy with a new version and effective date.
Routine model version updates (e.g. a minor version of the same model family) that do not materially change data handling practices may not trigger a policy update.
18. Changes to AI Systems
AI technology changes. MyBusinessTrip may update models, model versions, AI features, provider infrastructure, and safeguards over time.
This AI Policy will be updated when material changes affect:
- The categories of information included in AI requests
- The AI provider or model family used
- Provider data retention or training practices
- Processing geography
- The scope of AI features available
The version number and effective date at the top of this page identify the current version. Check this page for the most current information about how AI is used in MyBusinessTrip.
19. Privacy and Your Rights
The Privacy Policy describes in full how personal information is collected, used, stored, and disclosed when you use MyBusinessTrip, including in connection with AI features. It covers service providers, international processing, retention, account deletion, mobile handling, and your privacy choices.
AI-generated structured results stored in your account — such as trip summaries, follow-up drafts, and trip proposals — become part of your MyBusinessTrip trip data and are handled under the Privacy Policy. They are deleted when you delete the associated trip or your account.
For privacy requests, questions about how your information is handled in connection with AI features, or to exercise your privacy rights, contact us at privacy@mybusinesstrip.ca.
20. Contact Us
For questions about this AI Policy or how AI is used in MyBusinessTrip, contact My Waypoint Technologies Inc.:
Email: privacy@mybusinesstrip.ca
We will respond to AI policy inquiries as promptly as practicable.