# Data access and safe operation

> Protect workspace data while using imports, AI, exports, integrations, and customer-facing actions.

Canonical: https://help.spacebrain.ai/platform/data-access-and-safety/

## Keep tenant boundaries clear

Workspace data is isolated by tenant. Agency users may also manage sub-accounts, but an agency overview is not a substitute for entering the intended sub-account. Verify tenant context before handling customer data.

## Apply least privilege

Give each teammate the minimum role needed, review membership regularly, and remove access promptly. Reassign owned work before offboarding. Provider connections should use organization-controlled accounts where possible rather than credentials tied to a departing employee.

## Handle customer data deliberately

* Import only fields needed for the stated purpose.
* Retain consent, source, suppression, and ownership information.
* Redact secrets and unnecessary personal data from screenshots, support tickets, and AI instructions.
* Limit exports, store them securely, and delete working copies according to policy.
* Do not paste passwords, API secrets, payment-card data, private keys, or one-time codes into notes, prompts, knowledge bases, or support messages.

## Use AI with owned sources

AI-generated instructions, drafts, summaries, recommendations, and replies require human review appropriate to their risk. Keep authoritative policies in named knowledge sources, define what the AI must not infer, and require escalation for regulated, financial, medical, legal, safety-critical, or high-impact decisions.

## Communication and consent

Spacebrain provides tools; the workspace operator remains responsible for lawful use. Confirm sender identification, permission, quiet hours, opt-outs, call recording disclosures, messaging registration, and regional requirements before contacting people. Honor suppression across every relevant channel and automation.

## Deletion and disconnecting

Deleting a Spacebrain record, disconnecting a provider, revoking provider access, and deleting data at the provider are different actions. Review the confirmation text and product-specific retention behavior before assuming one action completes the others. Contact support for a formal privacy or account request when the self-service path is unclear.