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Avatars Intelligence
Finnish B2B software house whose AI Guide, AI Coach and AI Workforce agents answer staff questions strictly from an organisation's own manuals and policies, citing every source, and run inside Microsoft Azure with European data residency.
What is Avatars Intelligence?
Avatars Intelligence is the offering of Avatars Intelligence Oy, a company registered in Tampere, Finland at the end of 2023. It builds AI agents for organisations that hold a great deal of written knowledge but struggle to put it to use, and it sells them as three named building blocks rather than a single product.
AI Guide turns manuals, instructions and internal documentation into something staff can simply ask questions of. Answers are generated strictly from documents the organisation itself provides, each one carries references to the material it came from, and responses are checked against that source so inconsistencies can be detected and marked. AI Coach sits on top as a guidance, learning and measurement layer: it supports role-based adoption, carries the organisation's own AI rules and approved use cases into everyday work, and gives leadership a view of how capability is developing. AI Workforce is the longer-term shape, a customer-specific team of agents where one handles production instructions, another onboarding, another customer service, each anchored in the customer's own material. A sector-specific packaging, AI Production Guide, is aimed at industrial and maintenance environments and is the only part of the range with a published price.
The technical footing is Microsoft. Users sign in through Entra ID groups, the service runs in Azure, and data sits in Europe on the Standard tier or in any Azure region the customer chooses on Premium, optionally in the customer's own subscription. Standard covers up to 200 users and 5,000 pages and processes PDFs including images; Premium adds video and richer content, synonym management, unlimited categories and automatic detection of ambiguous or high-risk questions.
The vendor makes a point of reaching frontline staff who have no Copilot licence, no corporate mailbox and no access to conventional learning systems, and it positions the range as a complement to Copilot and ChatGPT rather than a rival. A named customer, plastics manufacturer Muovi-Heljanko Oy, describes an assistant called "Matti" cutting stoppages on a PET bottling line running 250,000 bottles a day.
What it does
- Answer questions in plain language using only the organisation's own manuals, instructions and policies
- Show the source documents each answer is drawn from, and flag inconsistencies against that material
- Walk an operator through step-by-step troubleshooting and repair while the work is happening
- Handle HR, onboarding and internal-practice questions from a single point of entry
- Push the organisation's own AI rules, usage boundaries and approved use cases into daily work
- Track usage, KPIs and consumption costs from an administration panel
- Restrict a search to selected document categories to sharpen relevance
When to use Avatars Intelligence / When not to
A quick filter to help you decide if Avatars Intelligence is the right fit.
When to use Avatars Intelligence
- Production and maintenance teams that need a troubleshooting answer in seconds while a line is stopped
- Quality, safety and compliance functions that must show traceable, source-referenced guidance at audit time
- HR departments buried under thousands of pages of policies spread across several sites and systems
- Frontline and shop-floor staff with no Copilot licence, no corporate mailbox and no access to the usual learning systems
- Microsoft-centric organisations already managing identities through Entra ID and willing to host in Azure
When not to use Avatars Intelligence
- Individuals and small teams looking to sign up and pay online: every route starts with a form and a scoped onboarding
- Buyers who need to trial software before committing, since neither a free plan nor a free trial is offered
- Organisations outside the Microsoft ecosystem, as sign-in relies on Microsoft Entra ID groups
- Deployments beyond 200 users or 5,000 pages of content, which exceed the published Standard tier
- Teams wanting to index documents containing personal data, which the vendor explicitly asks customers not to upload
How to use Avatars Intelligence
A typical end-to-end flow, from setup to results.
- Book a discovery meeting through the published Outlook calendar, or submit the request form describing your use case and scope
- Agree the scope, timeline, responsibilities and rollout plan with the vendor's team
- Have your IT set up the Microsoft Entra ID group that will control who may sign in
- Upload the source documents — manuals, work instructions, safety and quality guidance — into the admin panel
- Agree the language configuration, which is set during onboarding to match your terminology and operating environment
- Organise the material into document categories so searches can be scoped
- Add your own question-and-answer pairs for standard or fixed replies
- Apply your logo, colours and layout so the interface matches your visual identity
- Go live with guided adoption, users signing in with their normal organisation credentials
- Monitor questions, usage KPIs and consumption costs from the admin panel, and refine the content as gaps appear
Pros & Cons
Pros
- Answers are generated strictly from the customer's own documents and carry source references, which makes them checkable
- An unconditional commitment that customer material is never used to train public AI models, with ownership staying with the customer
- European data residency on the entry tier, and a free choice of Azure region — or the customer's own subscription — on Premium
- A published entry price of EUR 390 per month, which is uncommon in this segment
- Enterprise single sign-on through Microsoft Entra ID, with no personal data required from end users
- Explicit coverage of frontline staff without a Copilot licence or a corporate mailbox
- A named, quantified customer reference rather than anonymous testimonials
Cons
- No free plan and no free trial, despite a page whose address contains the word "trial"
- No self-service route at all: every path runs through a form and a scoped onboarding
- No terms of service are published anywhere on the site
- No security certification such as ISO 27001 or SOC 2, and no trust or security page
- No data processing agreement and no list of subprocessors
- The Standard tier is capped at 200 users and 5,000 pages, and includes no integrations
- The only page carrying prices is English-only and absent from the sitemap, and the amount appears solely in the page's JavaScript
Pricing & Plans
There is no free plan and no free trial. The lowest published entry point is the Standard tier of AI Guide at EUR 390 per month, which covers AI-powered search and question answering for up to 200 users and 5,000 pages of content, the admin panel with usage tracking, and a secure Azure environment. The Premium AI Guide tier carries no public figure and is quoted on request. Guided onboarding is included in both tiers. The AI Coach and AI Workforce offerings are not publicly priced at all and are reached through a discovery meeting. Readers should note that the EUR 390 figure appears only in the JavaScript of a single page that is absent from the sitemap, and that it is not confirmed anywhere else on the site.
- Standard — EUR 390 per month — described as a practical starting point for teams wanting AI-powered access to internal knowledge
- includes AI-powered search and Q&A
- up to 200 users
- up to 5
- 000 pages of content
- admin panel and usage tracking
- and a secure Azure environment
- Premium AI Guide — custom price
- quoted on request — aimed at larger organisations needing custom solutions and full data control
- adds extended multilingual options
- a system prompt designed by the vendor
- per-user conversation history
- unlimited document categories
- synonym management
- detection of ambiguous or high-risk questions
Data, GDPR & hosting
A consolidated view of how Avatars Intelligence handles your data.
GDPR overview
Implementation is concrete but never advertised as certified compliance. The publisher is established in Finland, so inside the EU, and its privacy notice sets out ten sections: legal bases (customer relationship, consent, legitimate interest), the categories of data held, and the data subject rights of access, rectification, objection, objection to direct marketing, erasure and withdrawal of consent. Requests go to sanna.varpukari@avatarsintelligence.fi. The Finnish Data Protection Ombudsman is named as the supervisory authority. Transfers outside the EU or EEA are, as a rule, not made, and are otherwise covered contractually. No data protection officer and no Article 27 representative are designated, the latter being unnecessary for an EU-established controller. Nowhere does the site state in so many words that it is GDPR compliant, and no DPA is published.
Who owns the data?
Ownership stays with the customer. The vendor states that documents uploaded to the admin panel remain fully customer-owned and are kept isolated from other customers' data, and the plan comparison repeats Customer-owned for both the Standard and Premium tiers. Uploaded material may be used only to produce answers inside the customer's own environment, and the vendor undertakes never to reuse it for unrelated purposes. Separately, Avatars Intelligence Oy acts as data controller for its own customer, prospect and partner records, with the Tampere head office named in the privacy notice. No data processing agreement is published on the site, and no list of subprocessors is disclosed.
Reuse rights
Customer material is confined to answering questions within that customer's own environment. The vendor commits that uploaded documents are never used to train public AI models and are not reused for unrelated purposes, and the comparison table restates that customer data is not used to train or improve public language models. Because training is excluded outright, there is nothing for a customer to opt out of. Conversation history is configurable: a single shared history on Standard, shared or per-user on Premium. End users are not required to provide personal data, and customers are explicitly asked not to upload documents containing personal data. No public terms of service govern any wider reuse.
Data retention & training
Hosting summary
The service runs in Microsoft Azure; the vendor states that AI Production Guide runs securely in Microsoft Azure. On the Standard tier the stated data location is Europe. On Premium the customer may choose any Azure region, and the service can be deployed inside the customer's own Azure subscription for additional infrastructure control. Uploaded documents remain customer-owned and are isolated from other customers' data, access is protected by secure authentication, and no personal data is required from end users. For its own customer and marketing records, Avatars Intelligence Oy is the controller, based in Tampere, Finland, and its privacy notice states that personal data is as a rule not transferred outside the EU or the EEA, with contractual safeguards where it is. No specific hosting country is named anywhere on the site, only the region, and the hosting jurisdiction of the marketing website itself should not be confused with that of the platform.
Things to keep in mind
Risks and trade-offs to weigh before adopting Avatars Intelligence.
- Source-referenced answers still need reading: a confident reply drawn from an outdated manual will look exactly like a correct one, so the quality of the uploaded documents sets the ceiling on the quality of the answers
- Leaning on an assistant for troubleshooting can erode the hard-won diagnostic instinct of experienced staff, and the tacit knowledge the tool is meant to capture may stop being passed on person to person
- The vendor asks customers not to upload documents containing personal data, which places the burden of screening thousands of pages on the customer, and an oversight there becomes a data protection problem
- Conversation history is stored, and on the Standard tier it is a single shared history, so staff should not assume their questions are private to them
- No terms of service, no data processing agreement and no published subprocessor list means the contractual protections must be negotiated rather than read in advance
- No independent security certification is published, so assurances about isolation and access control rest on the vendor's own word
- Because the service is bound to Microsoft Entra ID and Azure and built around one vendor's onboarding, moving away later is likely to be costly
Setup & Integrations
Technical difficulty
Moderate, and deliberately vendor-led. The published path has four steps: submit a request with the use case and scope, agree scope, timeline and responsibilities, upload documents to the admin panel, then go live with guided adoption. The vendor states this does not require a heavy IT project. The real prerequisite is Microsoft-side: a Microsoft Entra ID group must be prepared to govern sign-in and access. Standard uploads are manual; Premium supports automated ingestion and can be deployed in the customer's own Azure subscription, which raises the technical bar. Guided onboarding is included in both tiers, with steering group support on Premium.
Deployment
Integrations
Supported languages
Behind Avatars Intelligence
Social
Resources
All the official URLs gathered for verification and reference.
Frequently asked questions
What are the answers based on?
Is our data used to train AI models?
Where is the data hosted?
How much does it cost?
Is there a free trial?
How do users sign in?
Which languages are supported?
What document formats can be used?
How is it set up?
Does it replace Copilot or ChatGPT?
Should you pick Avatars Intelligence?
Avatars Intelligence is a young Finnish vendor, registered at the end of 2023, that has been unusually clear about what it sells and on what terms. The offering is coherent: agents grounded strictly in the customer's own documents, source references on every answer, a written commitment that material is never used to train public models, ownership left with the customer, and data held in Europe by default with a free choice of Azure region higher up the range. Publishing an entry price at all — EUR 390 per month, with stated caps of 200 users and 5,000 pages — puts it ahead of many competitors in this segment, and its named customer reference is quantified rather than decorative.
The gaps are worth weighing. There are no terms of service anywhere on the site, no published data processing agreement, no list of subprocessors and no security certification such as ISO 27001 or SOC 2. There is no free plan and no trial, so evaluation means committing to a scoped onboarding. The dependency on Microsoft Entra ID and Azure is firm rather than optional. It is also telling that the one page carrying prices exists only in English, sits outside the sitemap, and holds its figures only in JavaScript — the commercial story is less finished than the technical one.
This suits a Microsoft-centric organisation with substantial written procedure — a manufacturer, a maintenance function, a large HR department — that wants answers it can trace back to its own documents and is comfortable buying through a scoped project rather than a sign-up page. Buyers with procurement requirements around certification or a signed DPA will need to raise those directly.
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