Use of AI in Handbooks

Simployer is offering AI search and summary capabilities in our digital handbooks platform. It makes interacting with written routines and processes easier and more natural as end users can write questions and get answers based on the companys own written routines and processes stored in the digital handbooks.  

The information the chatbot is basing its answers from, is the content in the Customers own handbook – which is also the limitation. It will not index, process or use information outside the contents of your handbooks.  

Where is the information used and stored?

All customer data is stored in the same database as the Handbooks content. In addition, vectorized data (anonymized, non customer data) is stored in a dedicated vector database. Data is hosted within the framework of existing subcontractor relationships with Microsoft, in Microsoft Azure Europe, and under established guidelines regarding security and GDPR compliance. The information used by the AI functionality is the content of the Handbooks and the prompts input by the end users of the Handbooks. Data is not mixed between customers. 

The subcontractor for the AI instance is Microsoft Ireland.

Which APIs does the search engine utilize?

The APIs used are primarily internal (Simployer) APIs, but also include the OpenAI solution provided by Microsoft Azure. Content of the Handbooks are vectorized by this isolated OpenAI instance and stored by Simployer in a vector database.

Its main purpose is to make searching and getting answers from a customers handbook easier and more natural for the end-users. It is an LLM (Large Language Model) 

How is the data classified?

The data is broadly classified as customer data, ensuring that the Customer retains ownership and all rights to the data, in accordance with existing agreements, including the data processing agreement.

Data is not used to improve language models or for any other AI-related analysis. However, functionality is available for end-users to provide "thumbs up or thumbs down" feedback on the responses. This feedback is used solely by Simployer for statistical purposes to improve the solution.