AI Transparency & Ethics Statement
Last Updated: December 27, 2024
Our Commitment to Responsible AI
Truvana employs artificial intelligence to help HR professionals work more efficiently. We are committed to using AI responsibly, transparently, and in a manner that supports—rather than replaces—human judgment in sensitive personnel matters.
This statement explains how we use AI, the safeguards we have in place, and the responsibilities of users when utilizing AI-assisted features.
⚠️ Critical: Human Review Required
AI-generated content in Truvana is intended as a starting point only.All AI outputs—including summaries, suggestions, and draft language—MUST be reviewed, edited, and approved by qualified human personnel before:
- Being added to official personnel files
- Being used in disciplinary proceedings
- Being shared with employees or unions
- Being submitted as legal documentation
Truvana's AI features do not constitute legal, HR, or professional advice.
How We Use AI
Documentation Assistance
AI helps generate draft descriptions, summaries, and suggested language for:
- Infraction incident descriptions
- Discipline action summaries
- Evaluation narrative suggestions
- Meeting notes and documentation
Transcription Services
When enabled, AI-powered transcription can convert audio recordings of meetings or hearings into text. This feature uses AssemblyAI for accurate speech-to-text conversion.
Search and Retrieval
AI may be used to improve search functionality and help users find relevant documents and records more quickly.
AI Technology Providers
Google Gemini
Used for text generation, summarization, and documentation assistance.
Data is processed securely and is not used to train general AI models.
AssemblyAI
Used for audio-to-text transcription services.
Audio data is processed securely and deleted after transcription.
AI Limitations
Users should understand the following limitations of AI-generated content:
- Accuracy: AI may generate incorrect information, including fabricated citations, dates, or policy references ("hallucinations").
- Context: AI does not have full knowledge of your organization's policies, collective bargaining agreements, or specific circumstances.
- Bias: AI models may reflect biases present in their training data. Always review output for fairness and appropriateness.
- Legal Compliance: AI is not aware of recent legal changes or jurisdiction-specific requirements.
- Tone and Sensitivity: AI may not appropriately handle sensitive or nuanced situations.
Data Handling for AI Features
- Data sent to AI providers is limited to the specific content being processed
- We do not share employee personally identifiable information with AI providers unless necessary for the specific feature
- AI providers are bound by data processing agreements
- Your data is not used to train general AI models
For more details, see our Privacy Policy and Sub-processor List.
User Responsibilities
When using AI features, you agree to:
- Review all AI-generated content before use
- Verify factual accuracy, especially legal citations and policy references
- Edit content to reflect accurate, fair, and appropriate language
- Consult legal counsel for legal documentation
- Report any concerning AI outputs to our team
Disabling AI Features
If your organization prefers not to use AI features, please contact your account representative. AI features can be disabled at the organization level.
Our Ongoing Commitment
We continuously evaluate our AI implementations to:
- Improve accuracy and reduce errors
- Identify and mitigate potential biases
- Ensure compliance with evolving regulations
- Respond to user feedback and concerns
Questions or Concerns
If you have questions about our use of AI or concerns about AI-generated content:
Email: ai-ethics@truvana.com