> ## Documentation Index
> Fetch the complete documentation index at: https://docs.elateuk.com/llms.txt
> Use this file to discover all available pages before exploring further.

# AI settings and your data

> Switch AI features on or off for your organisation, choose who can use them, set how long voice recordings are kept, and see how AI handles your data.

AI features in Elate are voice dictation, the Eli assistant and AI drafting. This page shows how an organisation controls them and what happens to the data they use.

**Who can do this:** Organisation Owners and Service Provider Admins. The **AI** tab in Settings is only shown to these two roles, and only when your organisation has AI features.

<Note>
  This needs the **AI features** module. If you cannot see it, ask your organisation owner. The Elate team turns the module on for your organisation. Your organisation owner can switch AI features off in **Settings > AI**.
</Note>

## Three things must all be true

AI features appear for a person only when:

1. Your organisation has the **AI features** module.
2. AI features are switched on for your organisation in **Settings > AI**.
3. The person's role includes the **AI features** permission.

Elate checks all three again on every AI request, not just when the page loads.

## Switch AI features on or off

<Steps>
  <Step title="Open the AI settings">
    Select **Settings** in the sidebar, then the **AI** tab.
  </Step>

  <Step title="Use the switch">
    Turn **AI features enabled for this organisation** on or off. When it is off, AI is unavailable to every role, whatever their permissions.
  </Step>

  <Step title="Save">
    Select **Save AI settings**.
  </Step>
</Steps>

## Set how long voice recordings are kept

<Steps>
  <Step title="Enter the number of days">
    In **Voice recording retention (days)**, enter a number from 1 to 365. It is 30 unless you change it.
  </Step>

  <Step title="Save">
    Select **Save AI settings**.
  </Step>
</Steps>

This applies to recordings someone chose to attach to a note with **Attach recording**. They are deleted automatically once they are older than this number of days, and the attachment is marked as expired. The written note is kept as normal. See [Dictation](/ai/dictation).

## Choose which roles can use AI

<Steps>
  <Step title="Open Permissions">
    Select **Settings**, then the **Permissions** tab.
  </Step>

  <Step title="Find AI features">
    Find the **AI features** row. It covers Eli, voice dictation and AI drafting.
  </Step>

  <Step title="Tick or untick roles">
    Tick the roles that should have it. By default every role has it except Read Only Auditor. Organisation Owner and Service Provider Admin always hold every area.
  </Step>
</Steps>

If your organisation does not have the module, the row shows **AI features is not in your plan** and cannot be changed. See [Roles and permissions](/getting-started/roles-and-permissions).

## How AI handles your data

* **Only what your role can see.** Eli looks up records as the person asking, so its answers only use data that person's role can see.
* **Nothing changes without a person.** Eli only prepares changes that someone confirms on a card. Elate keeps a record of what Eli offered and what was decided.
* **Storage switched off.** Text sent to Elate's AI provider, for example an Eli question or a tidy-up, is sent with the provider's storage switched off.
* **Recording notice.** Before every dictation, Elate asks the person to tell everyone present that the conversation is being recorded and transcribed.
* **Audio is not kept unless attached.** Temporary uploads for transcription are removed after processing, or within 24 hours if processing fails. Attached recordings follow your retention setting above.
* **Daily limit.** Eli has a daily usage limit for each organisation. If it is reached, people see "Eli has reached today's usage limit for this organisation. It resets tomorrow."

## Related pages

* [Ask Eli](/ai/ask-eli)
* [Dictation](/ai/dictation)
* [Organisation settings](/settings/organisation-settings)
* [Roles and permissions](/getting-started/roles-and-permissions)


This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.