General Terms for Artificial Intelligence features (AI Terms)

1. Purpose

These AI Terms describe Illizeo’s features that rely on generative artificial intelligence (the “AI features”), the conditions for activating and billing them, the data they process and each party’s commitments. They supplement the Terms and Conditions of Sale and the Data Processing Addendum (DPA); in the event of a conflict regarding data protection, the DPA prevails.

2. AI features offered

Each feature appears in the workspace only if Illizeo has made it available and the client has activated AI.

The assistant only reads screens a user can already open, under their own access rights: it sees nothing that user would not see. It reads only the fields of a screen that the answer needs. It never sends the reason for another person’s absence, nor a colleague’s receipt, comment or file. Only the user’s own absences are sent with their type, when they ask about them. Each answer cites the screens it comes from.

3. Activation, billing and caps

• An administrator of the client activates AI in Subscription › AI usage, accepting usage-based billing. They can deactivate it at any time.
• Usage is billed per use, at the rate displayed in that area, on the periodic invoice.
• A monthly spending cap applies. Its amount and the range within which the client can adjust it are displayed in Subscription › AI usage; Illizeo may set a cap specific to the client. Once the cap is reached, the AI features close until the next period.
• Rate limits protect the client against abnormal usage; a request refused on that ground is not billed.

4. The AI suggests, the user decides and acts

• Every AI suggestion is labelled “Suggested by AI” (Article 50 of the AI Act).
• Nothing is applied, saved, sent or published without an action by the user: they accept, edit or reject the suggestion.
• That decision is recorded in the workspace activity log, without the suggested text.
• The assistant may offer to carry out an action the user could take themselves on screen, such as booking an absence or approving or declining a request. It first shows the exact summary of the action. Nothing is done until the user clicks “Confirm”; “Edit” and “Cancel” remain available until then.
• A confirmed action follows the same path and the same checks as on screen: access rights, approval circuits, notifications. The assistant cannot do anything the user could not do.
• The user remains the author of the action. The activity log records it in their name, noting that the assistant carried it out after confirmation.
• Suggestions may be inaccurate or incomplete. The user checks them before keeping them, in particular amounts, dates and quotations.

5. What the AI does not do

• It neither makes nor recommends any decision about a person: hiring, pay, appraisal, promotion, disciplinary action or termination (Article 22 GDPR, Article 21 FADP).
• It does not calculate any payroll amount.
• It does not detect emotions or rate a person’s mood.
• The CV-to-job match is a reading aid, indicative only, shown to recruiters alone, with no automatic sorting or rejection. Illizeo will comply with the AI Act obligations applicable to this type of use as soon as they apply.

6. Data processed and sub-processor

• The AI provider is Anthropic, PBC (United States), a sub-processor within the meaning of the DPA, listed on the Subcontractors page.
• Data is stored in the United States; its processing by the model may take place in the United States and in other countries where Anthropic has computing capacity. These transfers are governed by the European Commission’s standard contractual clauses, supplemented by the Swiss addendum.
• Anthropic deletes the texts and documents it receives, and its responses, within 30 days, except for content flagged as violating its usage policy (up to 2 years) or where required by law. During that period, Anthropic may review them for safety and security purposes. It does not use them to train its models.
• Only what the feature uses (section 2) is sent, at the moment the user triggers it. Illizeo does not retain these submissions. Conversations with the assistant are not stored anywhere: closing the conversation erases it. The activity log only records that a question was asked, the screens consulted and whether an answer was given, never the text.

7. Client commitments

• Inform the persons concerned of the use of AI and, where applicable law requires it, consult its employee representative bodies before activation.
• Not knowingly enter into a text sent to the AI any sensitive data (health, opinions, trade union membership, origin) that is not necessary.
• Check suggestions before keeping them and remain solely responsible for the decisions taken.

8. Availability and liability

The AI features depend on a third-party provider. Illizeo may suspend them, in whole or in part, if the provider is unavailable, in the event of a security risk or where required by law; receipt reading then switches to its fallback tool. Illizeo is not liable for decisions taken by the client on the basis of a suggestion it has kept. Otherwise, Illizeo’s liability is as defined in the Terms and Conditions of Sale.

9. Changes

Illizeo notifies clients in writing at least 14 days before any substantial change to these AI Terms and, in accordance with the DPA, before any change of AI provider. The version in force is the one published on the website.

10. Contact

Data protection: dpo@illizeo.com. Other questions: contact@illizeo.com.