Artificial intelligence transparency notice

1. The AI assistant (HONEXPRES COPILOT)

The assistant on the website, also called HONEXPRES COPILOT, is an artificial intelligence system, not a person. This is shown in the conversation window. When the assistant is not available, the window shows you directly the channels through which you can reach a person.

The assistant can help you to:

• receive answers to general questions, formulated from the pages and guides published on the website, with the sources indicated;
• find the right service, article or page;
• prepare the quote request: the data understood from your messages is marked as automatically completed, you check it and can change it, and the request is sent to the team only after you confirm it;
• receive an indicative suggestion of vehicle type, with the assumptions on which it is based; the final choice is made by the Honexpres team;
• find out which documents are, as a rule, needed;
• ask for a person to contact you.

2. What the assistant does not do

• It does not set or communicate prices. You receive the price from the team, in the quote.
• It does not confirm the availability of a vehicle and does not guarantee delivery times.
• It does not declare a transport to be legal or safe, does not decide the ADR classification or the tariff classification and does not give legal advice.
• It does not send anything on your behalf without your confirmation and does not receive files; documents are attached in the request form.
• It does not take decisions with legal effects on you. Its answers are for information only, are not quotes and do not bind Honexpres.

The assistant’s answers pass through an automatic rules filter, which may replace a sentence with a fixed note. Like any AI system, the assistant can make mistakes; for anything important, ask the team for confirmation.

3. A person, at any time

You can leave the assistant at any moment and you can ask to be contacted by the team directly from the conversation. You can also reach a person through the Contact page, by email at contact@honexpres.ro, on WhatsApp or by phone, during working hours: Monday–Friday, 09:00–16:00. Quotes, order confirmations and complaints are always handled by people.

4. Your data in the conversation with the assistant

• The conversation is anonymous and is not linked to an account. Your browser keeps, until you close the tab, only an identifier of the conversation, not its text.
• Write only the data needed for the request. Before your message reaches an AI model provider, the system automatically replaces the personal data it recognises: e-mail addresses, telephone numbers, IBAN, personal numeric codes, card numbers, names you introduce with phrases such as “my name is…” or in a signature, street addresses, company tax codes and vehicle registration numbers. The masking is automatic and does not guarantee anonymisation: a name written in another context or other personal data may remain in the message.
• To get an answer, your (masked) messages are sent to an AI model provider: Anthropic or OpenAI, depending on how the service is configured; one can replace the other if it is not available. They are not sent the open form, the contact details left to be contacted, the text of our internal materials or files.
• The quote request prepared with the assistant is sent only after you tick that you have read the privacy policy and confirm the sending. The contact details left to be contacted are received only with your consent.
• Conversations are stored encrypted and are deleted automatically after 30 days, if they do not become a quote request. You can ask earlier for a copy or the deletion of the conversation, at contact@honexpres.ro.
• We may use conversations with the personal data masked to improve the assistant’s answers, only after a person on the team checks and approves them.

Details about providers, retention and transfers: section 7 below and the privacy policy.

5. “Fill in with AI”: text and documents

On the quote request page, when the function is switched on, you can describe the transport in a few words and/or attach documents (for example the packing list, the data sheet of a machine, an order or photographs), and the form fills in its fields. Only when you ask for the filling are your text and the content of the attached documents sent, for analysis, to an AI model provider, Anthropic, which extracts the information of the transport: the route, the goods, the dimensions, the weights, the dates. OpenAI is not used for this function.

• What is sent: your text, the text read from PDF, DOCX and XLSX documents, scanned images and PDFs as a file (images are reduced and resent without metadata) and the information already entered in the form, without the contact details.
• Masking: in the text and in the text read from documents, e-mail addresses, telephone numbers, IBAN, personal numeric codes and card numbers are replaced automatically, and the name you introduce with phrases such as “my name is…” or in a signature is masked. The addresses of loading and unloading and the names of companies are not masked, because the form needs them. The names of other people in documents and any data in images or scanned PDFs cannot be masked. Please do not attach documents with personal data that is not needed for the transport.
• Minimisation: the model is instructed to extract only information about the transport, it does not fill in contact details and it does not receive your contact details.
• Your control: the fields filled in are marked, you check and correct them before sending, and nothing goes to the team without your action. The number of fillings per day is limited and shown. The result of the filling and the files uploaded but not attached to a submitted request are kept for no more than 48 hours.

The quick fill from text, based on rules, does not use AI. The load calculator and the search on the website are not AI systems: they are ordinary calculations and searches that run in your browser.

6. Other functions that use AI

• Automatic translations. The English, German, Italian, Hungarian and French versions of the pages and articles are automatic translations of the Romanian original, made with an AI system (Anthropic) and checked by automatic controls (language and completeness, terminology, numbers and codes, links, structure). Public texts are translated, without visitor data. Translated articles are labelled on the page and link to the original. If there is a difference between a translation and the Romanian original, the Romanian original prevails. More in the editorial policy.
• Research and preparation of editorial content. For new articles we use an AI system (Anthropic) for research, drafting and checking the statements against sources. It receives public sources and the text of the article, not visitor data. The result is checked and approved by the editorial team before publication.
• Voice conversation with the assistant. It is available only when it has been switched on on the server. Voice recognition is done either on our servers or, when an external provider is switched on, by OpenAI, which processes the sound; before you start it you are shown an information note. We do not keep the audio recordings.

7. The AI model providers and transfers outside the EEA

The AI model providers used are Anthropic and OpenAI, depending on the services switched on on the website:

• the AI assistant (the conversation): Anthropic and/or OpenAI;
• “Fill in with AI” (text and documents): Anthropic only;
• translations, research and preparation of editorial content: Anthropic only, without visitor data;
• the voice conversation, when switched on with an external provider: OpenAI.

According to these providers’ commercial terms, the data sent through their programming interface is not used to train the models. The providers may keep it for a limited period (as a rule up to 30 days) for security and abuse prevention; we have not agreed with them on immediate deletion of the data (zero data retention).

To provide digital services, certain personal data may be processed by providers located outside the European Economic Area or may be accessed from such jurisdictions. Where applicable, transfers are made on the basis of an adequacy decision of the European Commission, including the EU–US Data Privacy Framework for certified recipients, or on the basis of the standard contractual clauses approved by the European Commission, accompanied, where appropriate, by additional safeguards. The data sent to AI model providers may be subject to the international transfers described in the privacy policy, section 5.

8. Articles and texts

The blog articles are written in Romanian. The older articles, taken over from the previous website, are written by people in the Honexpres team. The new editorial articles may be written with the help of artificial intelligence and are checked and approved by the editorial team before publication; they carry on the page the note “Text written with AI assistance and checked by the editorial team.” A text generated automatically and not checked by a person carries, at its beginning, a label that says so.

9. Images, voice and video generated with AI

If we use illustrative images generated or substantially modified with AI, they carry the note “AI-generated illustration”. Audio materials with a synthetic voice are marked “Synthetic voice (AI)”, and video materials generated with AI are labelled visibly. We do not present generated persons, voices or situations as real.

10. How we use AI in our work

The Honexpres team may use AI tools as support in office work, for example to organise the data of a request. Quotes, the choice of carrier and any decision that concerns you are made by people.

11. Legal framework and contact

These notices follow the transparency requirements of Regulation (EU) 2024/1689 on artificial intelligence (Art. 50). If you have questions or believe that an answer of the assistant or a label is wrong, write to us at contact@honexpres.ro or use the Contact page.