Last updated: September 24, 2026
1. Scope
This AI Features Addendum (the "Addendum") describes the optional features in Flowboard that send text to a large language model (the "AI Features"), and the terms that apply to them. Flowboard is operated by Harbor Software LLC ("we" or "us"). "Customer" or "you" means the business that accepted the Terms of Service, and other capitalised terms have the meaning given there.
This Addendum applies to a workspace from the time an Owner or Admin saves an OpenRouter Key in its settings, and for as long as a key is saved. From that time it forms part of the Agreement. Where this Addendum and the Terms of Service address the same subject, this Addendum controls as to the AI Features, except that the Data Processing Addendum controls as to personal data we process on your behalf. The Acceptable Use Policy applies to the AI Features in full.
2. Definitions
- Customer Content means the data that you, your team members and your client users put into the Service, as described in section 4.1 of the Terms of Service.
- Input means the text and Workspace Context that Flowboard sends to OpenRouter when an AI Feature runs, and Output means the response that comes back and is shown or used in Flowboard.
- Workspace Context means the names and internal identifiers from your workspace that Flowboard adds to an Input, as listed in section 3.
- OpenRouter means the third-party service at openrouter.ai that receives each Input and passes it to a language model, and Model Provider means the company that runs that model.
- OpenRouter Key means an API key issued to your own OpenRouter account and saved in your workspace settings.
3. The AI Features and what each one sends
Flowboard has three AI Features. Each sends an Input to OpenRouter only while an OpenRouter Key is saved. Flowboard also adds its own fixed instructions to every Input, telling the model what kind of answer to return.
| AI Feature | What it does | What the Input contains |
|---|---|---|
| AI search | Expands a workspace search query so that it can match related wording. | The search query as typed. |
| Compose parsing | Reads text typed into compose and suggests structured details, such as the client or project the text refers to. | The typed text, plus the name and internal identifier of every client in the workspace and of every active project. |
| Compose draft | Breaks a written description into suggested tasks. | The typed description, plus the names and internal identifiers of up to 100 active workspace members. |
Client, project and member names can identify people, so an Input can contain personal data even when the typed text does not. Compose parsing sends its Input each time compose text is parsed while a key is saved, without a separate confirmation from the team member.
No other Flowboard feature sends Customer Content to a language model. Internal tools that Flowboard staff use to generate synthetic demonstration data run on Flowboard's own OpenRouter account, receive no Customer Content and are outside this Addendum.
4. Off by default, and who can turn the AI Features on
The AI Features are off in every workspace until an Owner or Admin saves an OpenRouter Key. Flowboard does not use a key of its own to process Customer Content, so no Input leaves Flowboard for a workspace without a key.
Once a key is saved, the AI Features are available to every team member who can use search or compose. There is no per-member opt-in and no setting that limits the AI Features to some members, so saving a key is a decision for the whole workspace. Before you save one, tell your team members that their searches and compose text will be sent to OpenRouter, and confirm that the Workspace Context in section 3 may be shared with OpenRouter and the Model Provider.
5. OpenRouter and the model
Flowboard sends each Input to OpenRouter using your OpenRouter Key. The model is currently Google Gemini 2.0 Flash, requested under the model name google/gemini-2.0-flash-001. Flowboard chooses the model, and you cannot change it within Flowboard. OpenRouter passes the Input to a Model Provider that serves the model, and decides which one under its own routing rules and your OpenRouter account settings.
Because the requests run on your OpenRouter account and your key:
- you hold the account relationship with OpenRouter, and usage is charged to your OpenRouter account, not billed by Flowboard;
- the terms and policies of OpenRouter and the Model Provider govern what happens to an Input after it leaves Flowboard, including any logging, retention or use for training on their side, subject to whatever options your OpenRouter account settings give you; and
- Harbor Software LLC is not a party to your agreements with OpenRouter or the Model Provider, and is not responsible for their acts, omissions or availability.
Flowboard writes each Input, including its fixed instructions and the Workspace Context, and chooses the model. You decide whether any Input is sent, by saving or removing your OpenRouter Key, and each Input is sent under your account. For these reasons Flowboard treats OpenRouter and the Model Provider as third parties that you engage directly, not as sub-processors of Harbor Software LLC. The providers that process data on our behalf are listed on the sub-processors page.
6. How Flowboard handles Inputs, Outputs and your key
6.1 Inputs and Outputs
Flowboard does not write Inputs to its database or to its logs. The search query and compose text are not logged, including when a request fails or times out. For each AI Feature request, Flowboard's logs record only a request identifier and how long the request took. Content created in your workspace from an Output, such as tasks from a compose draft, is stored as Customer Content like any other workspace data.
6.2 Your OpenRouter Key
Your OpenRouter Key is encrypted at rest with application-level encryption, using an encryption key held separately from the database. Only Owners and Admins can save, replace or remove it. After it is saved, Flowboard never sends the key back to your browser. We recommend a key used only for Flowboard, with any usage or spending limit your OpenRouter account allows. If you suspect the key has been exposed, revoke and replace it in OpenRouter, and tell us at security@flowboardhq.com if you believe the exposure happened through Flowboard.
7. No training by Flowboard
Harbor Software LLC does not use Customer Content, Inputs or Outputs to train artificial intelligence or machine learning models, and Flowboard contains no code that does so, consistent with section 4.3 of the Terms of Service. This commitment covers Flowboard's own systems. It does not cover OpenRouter or the Model Provider, whose use of Inputs is governed as section 5 describes. Review your OpenRouter account settings before you save a key.
8. Ownership of Inputs and Outputs
As between you and Harbor Software LLC, Inputs and Outputs are Customer Content, and you keep the ownership described in section 4.1 of the Terms of Service. The limited license in that section covers sending Inputs to OpenRouter when an AI Feature runs, and we use Inputs and Outputs for no other purpose. We claim no ownership of Outputs. A language model can return the same or similar responses to different users, so an Output may not be unique to you, and we give no assurance that an Output is protectable or free of the rights of others.
9. Outputs are suggestions
Outputs are generated by a language model. They can be incomplete or wrong, and they can misidentify the client, project or member a piece of text refers to. Treat every Output as a suggestion, and review it before you rely on it, keep it in your workspace or share it with a client.
The AI Features depend on OpenRouter and the Model Provider, which may be unavailable or slow, or may change how the model behaves. The warranty in section 7.1 of the Terms of Service does not extend to the accuracy, completeness or availability of Outputs, and to that extent the AI Features are provided as is under section 7.4 of the Terms of Service.
10. Your responsibilities
When your workspace uses the AI Features, you are responsible for:
- Deciding whether to enable them for the whole workspace, and telling your team members that they are on.
- Keeping regulated data out of search and compose. Section 2 of the Acceptable Use Policy prohibits placing protected health information, payment card data, full government identity numbers, access credentials and other listed data into the Service. The AI Features send typed text to a third party, so that prohibition applies with particular force here.
- Telling your own clients where your contracts or the law require it. Compose parsing sends the names of your clients and active projects to OpenRouter, and team members may type information about a client into search or compose. If your contract with a client, or the law that applies to you, requires you to tell that client, or obtain its consent, before its name or information is shared with a third-party AI service, you must do so before you save a key.
- Giving any notice, having any legal basis and putting in place any transfer safeguard that the law requires for the Inputs your workspace sends to OpenRouter and the Model Provider, including team member names sent through compose drafts.
- Complying with the terms and usage policies of OpenRouter and the Model Provider.
- Not using an Output as the sole basis for a decision with legal or similarly significant effects on a person, such as a decision about employment, pay, credit or access to a service, and not presenting an Output as written by a person where that would mislead.
Section 8.1 of the Terms of Service applies to claims arising from Inputs that your workspace sends.
11. Turning the AI Features off
An Owner or Admin can turn the AI Features off at any time by removing the OpenRouter Key from workspace settings. Once it is removed, Flowboard sends no further Inputs to OpenRouter for that workspace, and Flowboard's other features are not affected.
Removing the key does not recall Inputs already sent. Data that OpenRouter or the Model Provider already holds is governed by their terms and your OpenRouter account. To make sure the key cannot be used anywhere, also revoke it in your OpenRouter account.
12. Liability
The exclusions and limitation of liability in section 8.3 of the Terms of Service apply to the AI Features and to Outputs, and this Addendum does not increase them. We give no separate indemnity for Outputs.
13. Changes to this Addendum
We may update this Addendum on the same basis as section 10.8 of the Terms of Service, and the current version is always posted on this page. We will update it before Flowboard adds an AI Feature, changes the Workspace Context an AI Feature sends, or requests a different model. If a model's provider withdraws it, we may move to a comparable model and update this Addendum at the same time. If you do not accept a change, you can remove your key as section 11 describes.
14. Contact
Questions about this Addendum go to legal@flowboardhq.com, and privacy questions about data sent through the AI Features go to privacy@flowboardhq.com.