AI Use & Data Protection
Licenseware is using artificial intelligence to make software license management more efficient, scalable, and effective. We believe in responsible AI, we apply it only where it adds real value, and keep deterministic, rules-based processing at the core where it is the best fit.
Introduction
Licenseware is a modular platform for software license management, offering a suite of specialized applications that address different licensing challenges. Each app can be used independently or in combination, depending on your use case, budget, and timelines.
Think of Licenseware as a toolbox for a human operator e.g. a software license management specialists, or for our agentic AI, NEO. This toolbox provides the right context and data to deliver reliable, actionable insights through a human-friendly interface.
Our Approach to AI
Licenseware is using artificial intelligence to make software license management more efficient, scalable, and effective. We believe in responsible AI, we apply it only where it adds real value, and keep deterministic, rules-based processing at the core where it is the best fit.
AI Models & Paradigm
- We use a combination of machine learning and generative AI.
- AI is used selectively, focusing on augmenting human expertise, not replacing it.
- Models are trained and deployed in optimized compute environments (e.g., GPUs, specialized accelerators) behind a secure API layer, with load balancing, logging, and performance monitoring.
Where AI is used
- SIM — Enhance raw software inventory with critical licensing details (end-of-life dates, license metrics, public pricing, descriptions, categories).
Product docs - NEO Chat— Answer licensing questions using public sources, stored memory, or uploaded contracts/documents via our License and Contracts Manager app.
Product docs - NEO Insights — NEO analyzes processed data and provides recommendations for software rationalization, optimization, and remediation.
Product docs - NEO Support— Instantly answers queries by reading our support documentation.
Product docs - NEO Context — Reads contracts, identifies potential risks, explains key clauses, and extracts relevant terms.
Product docs
Technology & Infrastructure
- Ownership — Our AI model IP is owned by third-party providers Microsoft Azure and Google Cloud.
- Hosting — Models are deployed on Licenseware’s secure infrastructure, integrating with Azure and GCP for inference.
- Data Residency — Multi-availability zones in Europe, Australia, and North America, based on customer requirements.
- Architecture — API-based inference layer with real-time request handling, load balancing, logging, and metrics collection.
Data Privacy & Security
We take customer data security seriously and ensure that AI is implemented in a privacy-first way.
- No Customer Data in Training — We never use identifiable customer data for model training or improvement.
- On-Demand Document/Data Analysis — Documents uploaded for AI analysis are processed only upon user request in the License and Contracts Manager module. The use of NEO Insights is only possible if the customer invites neo@licenseware.io to their project.
- Data Storage — Customer data and AI results are stored in our platform permanently or until deletion is requested by the customer.
- SOC 2 Type II Compliance — Adherence to strict security, availability, and confidentiality standards.
- Incident Response — Our security protocol includes AI-specific threat mitigation, such as data leak prevention in generative models, third-party API vulnerability management, and adversarial attack monitoring.
Bias & Decision Transparency
- No Business-Critical Automated Decisions — AI does not make binding or business-critical decisions; it provides insights and recommendations only.
- Bias Mitigation — AI is tested and validated before deployment to minimize potential bias, and its outputs are always subject to human review.
Ownership of Outputs
- AI Model IP — Owned by Microsoft Azure and Google Cloud.
- Results — Fully owned by the customer.
Summary
Licenseware’s AI is designed to be secure, transparent, and practical. By combining deterministic, rules-based applications with targeted AI capabilities, we ensure customers receive accurate insights without compromising privacy or ownership of their data.
For further details about AI usage and data handling, contact support@licenseware.io.