Data Privacy in AI Modeling

This Data Privacy Policy outlines how we collect, use, store, and protect employee feedback using Azure OpenAI

We collect open-ended employee feedback provided by your organization through our survey platform. This anonymized feedback may include text responses such as comments, suggestions, or any other open-ended input.

To enhance the analysis of open-ended feedback, we utilize Azure OpenAI for natural language processing (NLP) and other AI-driven insights. In accordance with our settings where data sharing is disabled in OpenAI, the data is used strictly as inputs in the AI models. The outputs generated by the AI models will not contain or reflect any identifiable personal information, ensuring the privacy and anonymity of your data.

The primary purpose of processing your anonymized feedback data through Azure OpenAI is to improve the effectiveness of our tools and services in analyzing and enhancing workplace culture. By leveraging AI-driven insights, we aim to identify trends, sentiment, and actionable feedback that can help your organization foster a more positive and productive work environment.

All employee feedback is anonymized prior to processing. We ensure that any potentially identifiable information (e.g., names, email addresses, department names) is either removed or obfuscated before submission to the OpenAI API. This anonymization step is designed to prevent the identification of any individual within the feedback data set.

We are committed to maintaining the confidentiality and integrity of your data. This is achieved through the implementation of advanced security measures, including:

• Encryption: We use strong, industry-standard cryptography to protect your data. This includes using AES-256 encryption at rest and TLS 1.2 or higher in transit.
• Access Control: Client data is not stored or used in ChatGPT or Azure OpenAI API platform, nor is client data used to train OpenAI models. 
• Regular Security Audits: We conduct regular security assessments to ensure that our systems and protocols meet or exceed industry standards.

We ensure that the data processed by OpenAI remains secure, confidential, and compliant with applicable privacy regulations.

• Use of Data: The data processed via OpenAI API is used solely to generate aggregated insights and reports based on the open-ended feedback. We do not share personally identifiable information (PII) with OpenAI.
• Retention: We retain anonymized feedback data for the duration necessary to fulfill the purpose for which it was collected and to comply with applicable legal or contractual obligations.

We work with third-party service providers, including Azure OpenAI, to process data. These third parties are bound by contractual obligations to protect the confidentiality and security of the data. We ensure that these providers adhere to industry-standard security practices and comply with relevant data protection laws.

We comply with applicable data protection regulations, including the General Data Protection Regulation (GDPR), California Consumer Privacy Act (CCPA), and other relevant laws. We take necessary steps to ensure that all data processing activities are conducted lawfully and transparently.

You have the following rights regarding your data:

• Right to Access: Your administrator(s) can request a copy of the anonymized feedback data processed by our system from support@peopleelement.com.
• Right to Erasure: You may request the deletion of any anonymized feedback data in accordance with applicable laws.
• Right to Withdrawal: You have the right to opt out and withdraw your consent at any time. To do so, please contact us at support@peopleelement.com.  

We may update this AI Data Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any significant changes by posting an updated version of the policy on our platform.