Studio OS · Hiiu AI Studio
How Studio OS uses AI
AI helps prepare and organise your company’s work. Here we explain what the agents do, how people stay in control and what happens to your data.
Last updated: 14 September 2026
1. AI agents and their tasks
The named agents in Studio OS are AI software. They help retrieve information, summarise content, draft emails and proposals, coordinate projects and prepare invoices. They may take actions within workflows authorised for the workspace.
2. Human oversight and AI limitations
AI can make mistakes, miss important information or offer unsuitable recommendations. An authorised person should check the facts and output before an important decision, customer communication or financial document is used. Studio OS does not replace legal, tax, accounting or medical advice.
External actions are designed for human approval or execution within automation deliberately authorised by the customer. The review needed depends on the workflow and its impact. The customer sets permissions and responsible reviewers, and can edit or reject drafts before approval.
3. What reaches an AI provider
For an AI task, Studio OS sends the request and relevant context to the configured model provider. This may include extracts from emails, documents and customer or project records. Where possible, we limit the information sent to what the task needs. Providers and connected services depend on workspace configuration.
OpenAI API data is not used for model training by default unless the customer opts in to sharing. Whether data is retained and for how long depends on the service used and its configuration.
4. OpenAI EU data residency
Studio OS uses OpenAI EU data residency. For supported OpenAI services, customer content is processed by models and, where storage is needed, stored in OpenAI’s Europe region, which covers the European Economic Area and Switzerland.
Data residency applies to supported OpenAI models and features. System data, such as billing and usage statistics, and services from other providers are subject to separate terms. Our Privacy Policy explains data retention and transfers in more detail.
5. The EU AI Act
AI Act obligations depend on a system’s intended use, risk and our respective roles as supplier and customer. Studio OS’s described purpose is to support everyday business operations. That does not automatically approve every AI use or establish compliance of the entire service with the Act.
Recruitment, employee assessment, credit decisions, biometrics and other uses that materially affect people’s rights or safety need a separate legal and technical assessment. Do not assume a standard workspace is suitable for them. Prohibited AI practices are not permitted.
Before adopting such workflows, responsibilities, necessary controls and disclosures must be established. The risks and required controls for Studio OS’s standard use cases are documented. Our team’s AI guidance covers checking outputs, protecting data and human responsibility. We update assessments and guidance as workflows change.
6. Data protection and your rights
Using AI does not replace GDPR requirements. For personal data in a customer workspace, the customer is generally the controller and Hiiu AI Studio OÜ the processor. The customer is responsible for the lawful basis and necessary notices; our obligations are described in the data-processing terms.
Our Privacy Policy explains how to request access, correction or deletion, including applicable retention requirements and exceptions. This page supplements the Privacy Policy and Terms of Use.
7. Questions or concerns about AI behaviour
If you notice an inaccurate result or an unwanted action, contact your workspace administrator or Hiiu AI Studio OÜ. Describe what happened and the relevant workflow; do not include passwords or unnecessary personal data in your initial message.