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Handbook

Account and privacy

This is where you manage your personal settings and your rights under the GDPR: appearance, your own role and usage, data export and account deletion. You reach this area by clicking your name at the bottom left and choosing My account; it is open to every member, regardless of their role.

Best for: adjusting the appearance to your preferences, looking up your role and access, keeping an eye on your own AI usage, exporting your data, and deleting your account permanently.

Change the appearance

  1. Open My account → Appearance.
  2. Under Mode, choose System, Light or Dark.
  3. Choose an Accent color.
  4. Click Save.

The preview changes immediately with every choice; without clicking Save, it is not kept. The setting only applies to you, not to your team.

View your own AI usage

  1. At the bottom left, click your name and choose My usage.
  2. If needed, narrow down the period at the top right.

You see AI calls, the processed Volume and Active days, plus a daily trend and a breakdown by feature. A single action of yours can trigger several AI calls, so the number does not count the tasks you have completed. Other members do not see your values, and the view deliberately shows no costs. The organization-wide cost overview under Settings → AI usage is reserved for owners and administrators.

View your role and access

  1. Open My account → My role & access.

You see your role and, as a Member or Viewer, which individually shared knowledge bases you may use in addition, with the access level Editor or User. All roles and their permissions at a glance: Manage your team.

The cookie notice no longer appears inside the application. This is the only place where you, as a signed-in member, can view or withdraw your consent.

  1. Open My account.
  2. Next to Cookie settings, click Manage.
  3. Adjust your consent for analytics cookies and click Save settings.

Export your data

You have the right to a copy of your personal data (Art. 20 GDPR).

  1. Open My account.
  2. Click Export.

The file is downloaded immediately as JSON and contains your account settings, your organization memberships, your AI Chat histories, your agent threads with messages, tasks and ratings, your transcriptions (title and text, including those shared with the team), your document chats, and your own templates with favorites and recently used templates. Conversations of chatbot visitors belong to the organization, not to you personally, and are not part of your export.

Delete your account

You have the right to have your account and all associated data deleted (Art. 17 GDPR).

  1. Open My account.
  2. Click Delete account.
  3. To confirm, enter your email address.
  4. Click Delete permanently.

The following are deleted: your user account across all organizations, all personal settings, your chat conversations, your agent threads including messages, tasks and ratings, your transcriptions with the visibility Private (only you) including audio and video recordings, your personal recording archive My recordings including documents, your document chat sessions, and your own templates, favorites and the history of recently used templates. The associated files are removed along with them.

Recordings that you shared with the visibility My team, on the other hand, stay with the organization, as does their entry in the Team recordings knowledge base; from then on they appear there without your name, as a recording "from a former member". The organization, not the individual member, decides about content you have given to the organization. Contact your organization before the deletion if a shared recording should be removed. Likewise, knowledge bases you created stay with the organization, together with their documents.

The deletion is rejected if it would leave an organization without an owner or without the required administrator; in that case, first appoint a second person as owner or administrator. An administrator cannot delete your account, only remove your membership in their organization. The deletion cannot be undone, and you can no longer sign in afterwards. Export your data beforehand if necessary.

Next step

  • Manage your team: all roles and permissions at a glance, and who manages your membership.
  • Settings: retention periods and data processing that your administrator sets for the organization.
  • Reference: roles, formats and periods in one place.