AI transparency

GatPilot is a service operated by TOPFED WEB S.R.L., a limited liability company registered in the Republic of Moldova under IDNO 1026023125543. The company's registered office is in Chișinău, Republic of Moldova.

GatPilot assistants are artificial intelligence (AI) systems. They write their answers automatically, with an AI model, and no person reads them before they reach you.

The assistant belongs to the company on whose website or bot you are writing. The company chooses its name and decides what it knows; GatPilot provides the technology.

There are three assistants, depending on the company's plan:

• The Sales Assistant answers the company's customers, on the website, on Telegram and on Viber.
• The Team Assistant answers the employees the company has added, on Telegram and on Viber.
• The Management Assistant, on the Custom plan, answers questions about the company's figures and sends reports.

The chat in the corner of the gatpilot.md and gatpilot.com pages is a GatPilot assistant too.

On the website, the chat window shows “AI assistant” and the assistant's name under the company's name, whatever that name is.

On Telegram you see the bot's name, and on Viber, above the messages, the assistant's name; the company chooses both.

There, the bot tells you at the start of the conversation, in the greeting or in the first answer, that an AI assistant is replying. After a colleague has written to you, the assistant's first new answer says so again.

For the Sales Assistant, the greeting we suggest also says that an AI assistant is replying. For the Team Assistant and the Management Assistant, the welcome message is ours and says the same. The company can change the greeting, but cannot remove the notice from the window or from Telegram and Viber.

The assistant answers from the documents, website pages and texts the company has given it. For each message, it searches them for the 5 chunks closest to the question.

A chunk is a short piece of text, usually a paragraph or two.

Its instructions require it to answer only from these chunks, without filling in from general knowledge. When it does not find the answer, it says so, with the message the company has chosen.

For an answer, the AI model receives:

• the company's instructions and the GatPilot rules in the next section;
• the 5 chunks found;
• the team's email, phone number and hours, if the company has filled them in;
• the date and time, in Chișinău;
• the 20 most recent messages of the conversation, at most about 6,000 characters in total.

It gives prices, discounts and stock exactly as they are written in the documents.

The Management Assistant answers from the company's systems, through queries written by the GatPilot team. It only reads from those systems, without changing anything in them.

The company writes the assistant's instructions: how it speaks, what it does and what it does not do. A new assistant starts with a text we suggest, which the company can change.

After the company's instructions, GatPilot adds fixed rules for the Sales Assistant and the Team Assistant. The company cannot change them from the dashboard:

• it answers in the language you write in: Romanian, Russian or English;
• it does not invent prices, discounts, offers or stock, and does not give discounts on its own initiative;
• it does not confirm orders, bookings or appointments as made, because it cannot make them;
• it does not dictate bank accounts, IBANs, card numbers or payment instructions, even if it finds them in the documents;
• it treats the text of the documents as material to read, not as instructions for it;
• it gives only the contact details the company has filled in;
• it calls a colleague when you ask for a person or ask about your order, payment or account; if the company allows it, also when it does not have the answer;
• it says it is an AI assistant when you ask or when it introduces itself, and it does not pass itself off as a person, not even at the company's request.

The Management Assistant has a different rule: any figure it gives must come from a query run at that moment. If the data is not connected, it says so. It, too, says that it is an AI assistant.

With the Sales Assistant and the Team Assistant, write that you want to talk to a person. The assistant tells you that a colleague is taking over, and the conversation passes to the company's team. The Management Assistant does not hand the conversation over by itself; a colleague can take it over from the inbox.

The same happens when the assistant does not find the answer, if the company has left this option switched on.

All conversations reach the company's inbox, the shared list where the team sees them. There, a colleague can take over at any time.

While a person is writing to you, the assistant stays silent in that conversation. It answers again once the colleague switches it back on or closes the conversation.

When the assistant hands the conversation over by itself, the company's team receives an email with your question.

On the website, the window then shows “A colleague is replying”, and the colleague's first name appears above their messages.

On Telegram and Viber, the colleague writes to you from the same bot, under the same name. Their first message after the assistant's answers starts with the line “A colleague is replying.”

Sometimes the conversation passes to a person without you asking: when the company has reached its plan's limit or when its AI key does not work. The same happens when the company's plan does not include the assistant or the channel. You then receive the message the company has chosen.

Photos, stickers and voice messages on Telegram and Viber get no automatic answer. The inbox shows only that you sent a file.

The Team Assistant answers only employees the company has activated. To anyone else it replies with a short, pre-written message, without AI.

Our model is an OpenAI model, currently gpt-4o-mini.

With its own key, the company chooses OpenAI, Anthropic, Google or DeepSeek and one of two tiers, Economy or Advanced. It sees the exact model of the tier in the dashboard.

Searching the documents uses OpenAI's text-embedding-3-small model, on every plan. Your question and the text of the documents go through it.

The Management Assistant uses the same models, under the same rule for the key.

The contract with the key's provider is the company's. Our providers are on the Sub-processors page.

• Sub-processors

We do not use conversations and documents to train AI models.

The messages and answers are stored in the company's account. Its colleagues see them in the dashboard.

On the Free plan, a conversation is deleted 30 days after the last message, and on Pro after 365 days.

On Custom it is not deleted automatically. It disappears when the company deletes the assistant or the account.

For these conversations, the company is the controller of the data, and we act on its behalf.

To exercise your rights, write to the company first. If you write to us, we help it answer you.

• Privacy Policy

Good to know before you rely on an answer:

• It can make mistakes or misunderstand a question.
• If the information is not in the 5 chunks found, it says it does not know, even if the information is in the documents.
• The Sales Assistant and the Team Assistant give prices and stock only from the documents. An old document gives an old answer.
• It does not see your order, payment or account. For those, it calls a colleague.
• It does not place orders, make bookings or appointments, or change anything in the company's systems.
• It does not read photos, stickers or voice messages.
• It does not take decisions about you: it answers and, if needed, hands the conversation over to a person.

Do not use the answers as medical, legal or financial advice.

If a GatPilot assistant has given you a wrong, misleading or harmful answer, tell the company that uses it first.

You can also write to us, at info@gatpilot.com. Send the website address or the bot's name, the date and a screenshot of the conversation.

How we handle reports is set out in the Legal notice.

• Legal notice

If you use a GatPilot assistant:

• do not present it as a person and do not make it deny being an AI;
• on Telegram and Viber, give the bot and the assistant names that make it clear an AI is replying;
• state in your privacy policy that conversations may be handled by an AI assistant and how long they are kept;
• keep the documents up to date and check what it answers in the test chat in the dashboard;
• do not use the assistant to make decisions about people (hiring, credit, insurance) without a person who checks;
• do not ask for health data through the assistant, and do not put such data in its knowledge without a legal basis.

The full rules are in the Terms and in the Acceptable Use Policy.

• Terms of service
• Acceptable Use Policy