AI in Cablan

ARTIFICIAL INTELLIGENCE IN CABLAN This document tells agencies what artificial intelligence (AI) does in Cablan, with what data and within what limits, so that they use it with judgement and meet what Regulation (EU) 2024/1689 asks of those who deploy it. 1. What it does - It drafts a meeting's minutes from its transcript: a summary, the decisions and the agreements with their owner and date, if they were said. - It proposes a report from a question written in plain words, over the data its author can already see. It decides nothing about anyone: it does not score clients, approve or refuse, nor take automated decisions with effects on people. 2. How it works - It is off until an administrator of the Agency turns it on in Settings › AI settings, and it can be turned off at any time. - What the AI writes carries the mark "Generated with AI" and never leaves the Agency unless a person reviews it, applies it or discards it. The AI sends nothing to anyone. - The model is Claude, by Anthropic, through Amazon Bedrock with a European Union inference profile. Amazon neither keeps the requests nor trains on them, and does not share them with the model's maker. - Each plan includes some AI credits a month; once they run out, AI stops until the next month. 3. What data it receives Only what each task needs: the meeting's title, date, attendees and transcript; or the question and the description —not the content— of the data its author can see. The identity documents, payments and health data the Agency keeps are never sent to it; a transcript, though, carries whatever was said in the meeting. 4. Its limits AI can be wrong, leave something out or take as said what was not. That is why everything it proposes is a draft, and the person who applies it answers for it. 5. What falls to the Agency - AI literacy (art. 4): that whoever uses it in its team knows what it does, its limits and that the result must always be reviewed. This document and the software's help are a basis for it. - Transparency (art. 50): telling its clients that content was generated with AI where the law requires it. - Meetings: telling the attendees that the meeting is recorded and transcribed, and having their consent, before it starts. 6. Changes Cablan gives agencies 30 days' notice before changing the AI's provider or region.