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Security and GDPR

Safe AI use within your organisation​

AI-Public is a secure environment for employees, designed with:

  • The option to sign in with a business account (Microsoft/Google)
  • Administrator guidance and monitoring
  • Compliance with privacy protection legislation
  • The option of anonymised interactions where possible

GDPR compliance by AI-Public​

The GDPR requires organisations to process personal data carefully and to protect the privacy of data subjects. AI-Public complies with the GDPR by:

  • Concluding a data processing agreement with customers, in which the processing of personal data is set out.
  • Using a standard DPA tailored to business services as the basis for the data processing agreement.
  • Offering prompts to AI models anonymously via a general account, without a link to an identifiable user.
  • Informing organisations and users that no personal data should be included in prompts or documents.
  • Using reserved tags and local replacement in document templates, so that known details such as the organisation name, branch address, account name, email address and job title do not need to be sent to the language model.
  • Concluding data processing agreements or Data Processing Addenda with the suppliers of the AI models used.

Document templates and privacy-sensitive data​

When creating documents from Word templates, AI-Public uses a system of reserved tags. The template can contain, for example, {naam_organisatie}, {adres_vestiging}, {naam_account} or {email_account}. The language model then only receives the field name and the instruction to fill in the form. The actual personal and organisational data are only replaced afterwards by AI-Public itself, within the application.

As a result, these known details do not need to be included in the prompt sent to the AI model. This reduces the amount of privacy-sensitive information processed outside the application.

In addition to PII protection

This tag and replacement mechanism is not a substitute for PII protection. Its main purpose is to prevent known data from the application from being sent to the language model unnecessarily. If a user enters personal data in a prompt or document themselves, PII protection remains important.

Supervision and content filters​

Chat history: If desired, administrators have access to users' chat history, in accordance with the organisation's internal policy.

Usage monitoring: Administrators can monitor the use of the platform for compliance and optimisation purposes.

Content filters: The AI models have powerful content filters that try to prevent or mitigate risky and sensitive questions.

Under View History you can read more about the available supervision settings.

Signing in with a business account​

We connect AI-Public with Microsoft or Google so that you can sign in securely with your business account. The organisation must give consent for the use of our Microsoft application, or can configure its own Microsoft application for the connection.

The connection checks whether the email address is registered within the AI-Public application. This prevents unregistered email addresses from using the environment. Apart from the email address, no additional personal data is exchanged in this process.

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