Right now, when you chat with AI in Heptabase, the "Space" option is on by default. Here’s how AI access works when you turn “Space” ON in AI chat:
1. What data the AI can search
When “Space” is ON, our system is allowed to search all the cards and whiteboards in that Space (for example, all 1,000 cards).
This search step is done by our search functions, not by the AI model itself.
It’s similar to using the normal search bar: the system scans your database to find the most relevant items.
2. What data the AI actually reads
When you ask a question, the system:
Uses your question as a search query inside that Space.
Finds the top N most relevant items (around 20 cards/whiteboards).
Only the content of these ~20 items, together with your chat messages, is sent to the AI model so it can generate an answer.
So if you have 1,000 cards:
The system can search across all 1,000 cards to decide which ones look relevant.
But the AI model does not see all 1,000 cards.
It only “reads” the small subset that the search step selected as most relevant.
If the AI searches for or reads something, you'll see a message like this:
searched [card/whiteboard name]
viewed [card/whiteboard name]
If you don’t see messages like searched X or viewed X, that means the AI did not access any additional card/whiteboard content beyond what you manually provided in the chat.
3. What the AI knows about your current tab
The AI also knows which tab you are currently viewing, but only the tab name, not its content.
If “Space” is ON and the AI thinks your question is related to the tab you’re looking at (for example, a whiteboard), it may decide to use a tool to open that tab and read its content.
When this happens, you’ll see something like:
viewed [whiteboard name]in the AI chat, indicating it accessed that specific whiteboard.
Again, if there’s no viewed X / searched X message, it did not read those items.
4. What the AI does not see
Before any search or tool usage happens, the AI model only sees:
Your question
The previous chat messages
The name of the tab you’re currently viewing (but not its content)
Items that are not selected by search or explicitly viewed with a tool are not sent to the AI model.
Also:
If a Space is not toggled ON in AI chat, its content is not included in AI search at all.
5. If you’re concerned about sensitive content
Right now, it’s not possible to tell the AI: “search this Space, but never read this specific card or whiteboard.”
So if you have sensitive cards/whiteboards and prefer the AI to never access them automatically, we recommend:
Turn “Space” OFF in AI chat.
Manually add only the specific content you want the AI to use as context in the chat by clicking the + button.
This way, you stay in full control of exactly what the AI can read.
If you have any other questions or concerns, please feel free to contact our support team!