How BOTrento works with AI

Businesses don't need another tool. They need someone who keeps operations together — while leaving decisions to them. That's what Chief of Staff is built on.

1. 01People decide

   AI prepares, people approve. Nothing is sent without your approval — no email, proposal or website change.

   In practice: Every draft email, reply or proposal waits in the app for your decision: you can edit it, approve it or discard it. The assistant never confirms dates, availability or bookings on its own; it drafts the reply and reminds you what needs checking. Responsibility for what reaches the customer stays with you — and so does control.

2. 02Honest numbers

   We only publish what we can back up. No made-up counters, no savings claims we haven't measured.

   In practice: The only operational figures on our website come from an internal pilot on our own sales processes: in 7 days, 35 new enquiries under control, 18 emails drafted and ready to send, 24 proposals in active negotiation, 15 upcoming jobs to deliver. These are counts of the assistant's activities, not business results or a client reference. The benefit calculator is a model, not a promise: it works with your inputs, including zero improvement. We never promise revenue, profit or a number of deals.

3. 03Your data, clear AI

   AI is included with a clear limit and no automatic extra charges. You know who processes your text and can use your own API key at any time.

   In practice: AI is included in the plan with a monthly usage limit: we alert you at 80%, and at 100% new work pauses until next month. A higher limit or a bigger plan is only ever agreed with you; there are no automatic extra charges. If you want AI costs under your own contract with a model provider, you can optionally add your own API key (BYOK). We store the key encrypted, the app only ever shows its last 4 characters, and you can remove it at any time.

4. 04Data in the EU

   We store data on servers in the EU (Germany, with the app database in Ireland). The language model processes only the text needed for the task, via a commercial API provider — by default through our account, optionally through your own API key; commercial API providers do not use this data for training. A server in the EU calling an external AI API is not a closed computation. The text needed for a task is processed by the language-model provider.

   In practice: That is why we never say “data never leaves the EU”. We say exactly where it is stored and who processes the text. We process the data you connect to the service as a processor, on your instructions and under a data processing agreement, and we export or delete it on request.

5. 05Simple pricing

   One price list, monthly plans excl. VAT, AI included and 14 days free with no card. You order the paid plan yourself; we never promise revenue or profit.

   In practice: Plans: Core €79, Team €159, Managed €399 per month excl. VAT, Enterprise custom-priced. The trial starts only when your data is first loaded, and you add a card at the end, only if you continue. If you decide not to continue, access is blocked until payment, we keep your data for 30 days and the export stays available.

What BOTrento doesn't do

• It does not send emails or quotes on its own — a person always approves them.
• It does not confirm dates, availability or bookings — it drafts the reply and reminds you what to check.
• It does not replace your CRM or accounting — it works on top of the email and data you already have.
• It does not promise revenue, profit or a number of deals.
• Gmail, Google Workspace and Microsoft 365 connect via forwarding or import for now; a direct connection is in preparation. It does not read your calendar yet.

More detail: What is BOTrento · How we use AI · Pricing · Your own API keys · AI and the GDPR · Chief of Staff