At evoiq, artificial intelligence is at the core of what we do. This AI Usage Policy explains how we use AI in our services and on our website, how your data is processed by AI systems, and the measures we take to ensure responsible, ethical, and compliant use of AI technologies.

This policy supplements our Privacy Policy and Terms and Conditions.

1. Purpose and Scope

This policy applies to all AI technologies used by evoiq, including:

  • AI-powered tools and features on the evoiq website.
  • AI systems deployed as part of our service delivery to clients.
  • AI technologies used internally for business operations.
  • Third-party AI services integrated into our offerings.

The purpose of this policy is to provide transparency about our AI practices and ensure that all stakeholders understand how AI is used, its limitations, and their rights.

2. How evoiq Uses AI

2.1 In Our Services

AI is central to the services we provide to our clients, including:

  • AI Agents: Autonomous AI agents designed to perform specific business tasks.
  • AI Automations: Workflow automation systems powered by machine learning and natural language processing.
  • Custom AI Solutions: Bespoke AI systems built to address specific business challenges.
  • AI Applications: Software applications with embedded AI capabilities.
  • Knowledge & RAG Systems: Retrieval-augmented generation systems that combine AI with organisational knowledge bases.
  • AI Audit & Compliance: Assessment tools and frameworks for evaluating AI systems.

2.2 On Our Website

Our website may incorporate AI-powered features, including but not limited to:

  • AI-powered knowledge base and FAQ systems.
  • Chatbots or virtual assistants for customer support.
  • AI-generated content recommendations.
  • Interactive AI demonstration tools.

2.3 In Our Internal Operations

We use AI tools internally to improve our efficiency, including content creation assistance, data analysis, and project management. Data processed in these contexts is handled in accordance with our Privacy Policy.

3. Data Processing in AI Tools

3.1 What Data Is Collected

When you interact with our AI-powered tools, the following data may be collected:

  • Input data: Text, queries, prompts, or other content you submit to AI tools.
  • Output data: AI-generated responses, recommendations, or content produced for you.
  • Usage metadata: Timestamps, session identifiers, interaction patterns, and tool usage statistics.
  • Technical data: Browser type, device information, and IP address (as described in our Privacy Policy).

3.2 How Data Is Processed

  • Input data is transmitted to AI models (which may be hosted by evoiq or by third-party providers) for processing.
  • AI models analyse the input and generate outputs based on their training and the provided context.
  • Outputs are returned to you and may be temporarily stored for session continuity.
  • Processing is performed under data processing agreements with third-party providers that comply with GDPR requirements.

3.3 Data Retention for AI Processing

Data TypeRetention Period
Website AI tool inputs/outputsUp to 30 days (for quality and troubleshooting purposes)
Client project AI dataAs defined in the service agreement (typically duration of the project plus a reasonable wind-down period)
AI usage metadataUp to 12 months (aggregated and anonymised where possible)

Important: Do not submit sensitive personal data, trade secrets, or confidential business information to publicly accessible AI tools on our website unless you have a service agreement in place with appropriate confidentiality protections.

4. AI Limitations and Accuracy

We are transparent about the limitations of AI technology:

  • AI outputs are generated by probabilistic models and may contain errors, inaccuracies, or biases.
  • AI systems do not “understand” information in the human sense; they identify patterns in data.
  • The quality of AI outputs depends significantly on the quality of inputs provided.
  • AI models may produce different results for similar queries at different times.
  • AI systems may not have access to the most current information, depending on their training data cutoff.
  • AI-generated content should not be used as the sole basis for important business, legal, or financial decisions.

For a complete overview of our disclaimers regarding AI, please see our Disclaimer page.

5. Human Oversight

We are committed to maintaining meaningful human oversight of AI systems:

  • Service delivery: All AI outputs delivered to clients as part of our consulting and development services are reviewed by qualified human professionals before delivery.
  • Quality assurance: We regularly review AI tool performance and accuracy to identify and address issues.
  • Decision-making: We do not use AI to make fully automated decisions that have significant legal or personal effects on individuals without human involvement.
  • Escalation: Users can always request human review of AI-generated outputs or escalate concerns to our team.

6. Ethical AI Principles

evoiq is committed to the responsible and ethical use of AI. Our practices are guided by the following principles:

Fairness: We strive to identify and mitigate biases in AI systems. We test our tools across diverse inputs and contexts to promote equitable outcomes.

Transparency: We are open about where and how we use AI. We clearly disclose when content is AI-generated and explain our AI practices in accessible language.

Accountability: We take responsibility for the AI systems we build and deploy. We maintain clear lines of accountability for AI outcomes and provide channels for feedback and complaints.

Privacy: We minimise data collection, process data lawfully, and protect the confidentiality of information processed by AI systems in accordance with GDPR.

Safety: We assess the risks associated with our AI systems and implement measures to prevent harm. We prioritise reliability and robustness in our AI deployments.

Human-centricity: AI should augment human capabilities, not replace human judgment in critical decisions. We design AI systems to empower people and support informed decision-making.

7. Third-Party AI Providers

To deliver our services, we may use AI models and services provided by third parties. These providers are selected based on their security, privacy, and compliance standards. We ensure:

  • All third-party AI providers are bound by data processing agreements compliant with GDPR.
  • Data transferred to third-party providers is protected by appropriate safeguards (e.g., Standard Contractual Clauses, adequacy decisions, or the EU-U.S. Data Privacy Framework).
  • We regularly assess the practices and policies of our AI providers.
  • We do not allow third-party providers to use your data for their own training purposes without your explicit consent.

Specific third-party providers used may vary based on the service and tool in question. Details are available upon request or may be specified in individual service agreements.

8. User Rights Regarding AI Processing

In addition to the rights outlined in our Privacy Policy, you have the following rights specifically related to AI processing:

  • Right to information: You can request information about how AI is used in relation to your data or the services we provide to you.
  • Right to human review: You can request human review of any significant AI-generated output or decision.
  • Right to object to AI processing: You can object to the processing of your data by AI systems, subject to contractual and legal limitations.
  • Right to not be subject to automated decisions: Under Article 22 of the GDPR, you have the right not to be subject to decisions based solely on automated processing (including profiling) that produce legal or similarly significant effects on you.
  • Right to data deletion: You can request the deletion of data submitted to our AI tools, subject to our retention policies and any legal obligations.

To exercise these rights, please contact us at [EMAIL].

9. Compliance with the EU AI Act

evoiq is committed to compliance with Regulation (EU) 2024/1689 (the EU AI Act) as it comes into effect. Our approach includes:

  • Risk classification: We assess our AI systems against the risk categories defined in the EU AI Act (unacceptable, high, limited, and minimal risk).
  • High-risk systems: For any AI systems classified as high-risk, we implement the required conformity assessments, documentation, transparency, and human oversight measures.
  • Prohibited practices: We do not engage in AI practices prohibited under the EU AI Act, including social scoring, manipulative AI systems, or real-time biometric identification in publicly accessible spaces.
  • Transparency obligations: We ensure that users are informed when interacting with AI systems, and that AI-generated content is appropriately disclosed.
  • Record keeping: We maintain documentation of our AI systems, including their purpose, design, testing, and deployment, as required by the regulation.
  • Ongoing monitoring: We continuously monitor regulatory developments and adapt our practices to remain in full compliance as the EU AI Act provisions take effect.

10. Continuous Improvement

We are committed to continuously improving our AI practices:

  • We regularly review and update our AI systems to improve accuracy, reduce bias, and enhance performance.
  • We monitor user feedback and incorporate it into our improvement processes.
  • We stay current with AI research, industry best practices, and regulatory developments.
  • We invest in training our team on responsible AI practices and emerging standards.
  • We conduct periodic audits of our AI systems to assess compliance and performance.

11. Changes to This Policy

We may update this AI Usage Policy from time to time to reflect changes in our practices, the AI technologies we use, or the regulatory environment. Changes will be posted on this page with a revised “Last updated” date.

We encourage you to review this policy periodically. If we make material changes, we will provide notice through our website.

12. Contact Us

If you have any questions, concerns, or requests regarding our use of AI or this policy, please contact us:

  • Company: evoiq
  • Address: Vilnius, Lithuania
  • Email: [email protected]
  • Phone: +37061024347

We take all inquiries about our AI practices seriously and will respond within a reasonable timeframe.