AI policy

Eventflow uses artificial intelligence in specific, narrow places where it earns its keep. AI in event tools is currently being marketed badly: oversold as the headline, underexplained when it actually matters. This page exists to be specific.

the principle

AI in eventflow is a draft layer, not a decision layer. It proposes; the human approves. Anything that touches an artist relationship, gets sent on the venue's behalf, or affects money passes through your hands before it ships. We do not run AI autonomously on your data without your explicit permission.

This is partly an ethical commitment and partly a craft argument: a venue's relationships with its artists are the thing that distinguishes one room from another. Eventflow uses AI to take the friction out of repetitive work; the booker still does the booking part.

where ai is used

1 · Invoice reading and checking. When an artist uploads an invoice, eventflow extracts the structured data (fee, dates, tax details) and checks it against what was agreed for the slot, VAT and KSK aware. The same check runs as a pre-check on the artist side before submission, so fixable issues surface early. The AI never approves or pays an invoice; a human flips every status, and every extraction is stored for review.

2 · Briefing and communication drafting. Artist briefings and operational emails are generated from your event data and templates you control, rendered in the artist's language where configured, and rewritten to match your venue's voice. Sends default to human approval. You can edit any draft, disable rewriting per template, or turn it off entirely.

3 · Event descriptions and platform copy. Eventflow can draft the public description of an event and paste-ready copy for platforms like RA, using your lineup data and your venue's voice configuration. You edit before anything is published; eventflow does not auto-submit to any platform.

4 · Future features. We are exploring AI assistance for booking-request triage and readiness summaries. None of these are shipped at the time of this writing. When they ship, we will update this page.

what we don't use ai for

Booking decisions: who plays your room, what they are paid, and whether a request is accepted are human decisions, and eventflow will never score or rank artists for booking. Autonomous communication without your approval flow. Profiling artists or guests: no predictive scores, no demographic analysis of your door data. Generative audio or artwork that imitates a specific artist's work. And we never generate or alter financial records: the AI reads invoices, it does not write them.

training data

We do not use your data to train AI models, and we do not allow our AI providers to use your data to train their models. API requests to upstream providers are configured to opt out of training data collection where the provider supports it. We do not run our own model training on customer data, and we do not sell, share, or otherwise hand your data to third parties for AI training purposes.

disclosure

Communications drafted with AI assistance are not marked as such on the artist-facing side, because the human approves and signs every draft; the message is yours. If a beta participant requests a system to mark AI-assisted communications, we will consider it as a feature.

bias, errors, and accountability

AI models can produce errors, hallucinations, or subtle bias. Eventflow's drafts and extractions are based on structured data you provide, which reduces but does not eliminate the risk. The human approval step is the safeguard, and invoice checks are deliberately conservative: a mismatch flags for review rather than auto-resolving. If the AI produces something inappropriate or wrong, report it via the contact details in the Impressum; we treat these as bugs and prioritize fixing them. The operator remains responsible for what gets sent under the venue's name. Eventflow is a tool, not a delegate.

eu ai act

Eventflow's AI features fall under the limited-risk and minimal-risk categories of the EU AI Act. We voluntarily provide this transparency page in line with the spirit of the Act's transparency obligations, even where strict compliance does not yet require it. As the Act's implementing regulations evolve, we will update this page.

questions or concerns

If you have questions about how AI is used in eventflow, want to opt out of specific AI features, or want to raise an ethical concern about something the system did, reach us via the contact details in the Impressum. We respond personally.