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Definity.ai - AI Transparency Notice

1. Overview​

Definity uses Artificial Intelligence (AI), including machine learning and rule-based techniques, to enhance platform functionality and help users work more efficiently. AI features support (not replace) human decision-making. Results may be non-unique and require human review. Where available, certain features can be configured or turned off at the account level.

2. What We Use AI For​

AI may be used in Definity's platform to:

  • Analyze technical platform behavior through aggregated, de-identified usage metadata (e.g., data volumes, data freshness, system performance signals);
  • Generate suggestions and insights based on user inputs and platform activity;
  • Assist with content drafting, summarization, and workflow automation;
  • Improve feature performance, reliability, and user experience through monitored technical signals;
  • Using aggregated metadata across customers to train models and improve the Service for all users;
  • Provide optional AI-assisted features with disclosures and documentation describing purpose and limitations.

3. What We Don't Do​

  • We do not use customer content or personal data to train general-purpose AI models. We may use aggregated, de-identified technical metadata (as described in Section 2) to train models, improve system performance and reliability, but such data does not include customer content, personal data, or information that identifies individual customers.
  • We do not allow third-party AI providers to train their own models on your data. Third-party providers are contractually restricted from using customer data for independent training or unrelated purposes.
  • We do not make solely automated decisions with legal or similarly significant effects on individuals. Definity's AI features generate recommendations and insights that users review and act upon; they do not replace human judgment in material decisions.

4. Human Oversight and User Control​

Definity's AI features are designed to augment human decision-making. Users can review, ignore, edit, or override AI-generated outputs. Where AI is used in a workflow, Definity provides appropriate disclosures and supporting documentation describing the feature's purpose and limitations.

AI outputs are probabilistic and may contain errors. We encourage you to verify AI outputs and use human judgment for important decisions. Definity does not warrant the accuracy or completeness of AI-generated outputs.

5. Data Protection and Privacy​

Definity applies privacy-by-design and data minimization principles for AI features:

  • Customer content and personal data: We do not use customer content or personal data to train AI models. If users input personal data (e.g., in queries or prompts), it is processed solely to provide the requested functionality and is not retained for model training.
  • Minimization: We use only the data needed to provide the AI-enabled functionality.
  • Aggregation and de-identification: Where technically feasible, we apply aggregation or pseudonymization techniques to technical usage data used for service improvements.
  • Data subject rights: Definity supports applicable data subject rights, including access, correction, deletion, restriction, objection, and (where relevant) human review of automated processing.

These practices are reflected in our customer agreements. For privacy questions or to submit a request, contact: [email protected].

6. Automated Decision-Making (GDPR Article 22)​

Definity's AI features are not intended to make solely automated decisions that produce legal or similarly significant effects on individuals. AI-generated outputs support user workflows and require human review before action is taken. Where applicable, customers and data subjects have the right to request human intervention and contest outcomes.

7. Security of AI Systems​

Definity applies security controls to protect AI systems and related data, including:

  • Role-based access control and least privilege;
  • Encryption in transit and at rest;
  • Secure development practices, monitoring, logging, and audit trails;
  • Measures to detect abuse and maintain system integrity, including monitoring for anomalies and model performance drift.

8. Third-Party AI Providers and Sub-Processors​

Definity may use vetted third-party providers to support certain AI features. Where customer inputs are transmitted to third-party AI providers to generate responses, such data is processed solely to provide the requested functionality and is not retained by the provider for independent purposes.

Definity conducts due diligence and requires contractual safeguards for data protection and security, including:

  • Restrictions on sub-processor use of customer data for training or unrelated purposes;
  • Data protection obligations no less protective than those in Definity's customer agreements.

Definity maintains sub-processor information and updates in its customer documentation.

9. Governance and Continuous Improvement​

Definity maintains an AI governance program to review AI uses, manage risk, and improve controls over time. Definity performs periodic monitoring and audits of AI-related practices and updates this Notice and related documentation as legal, technical, or operational requirements evolve.

10. Contact​

AI Transparency Notice — FAQs​

1. Is AI always used when I use Definity?

Not necessarily. AI may be used in certain features or workflows. Where AI is used, Definity provides appropriate disclosures and supporting documentation describing the purpose and limitations of the AI-enabled feature.

2. Do you use my data to train AI models?

We do not use customer content or personal data to train AI models. We may use aggregated, de-identified technical usage metadata (such as data volumes, system performance signals, and error rates) across customers to train models and to improve the reliability and performance of the Service. This metadata does not include customer content, personal data, or information that identifies individual customers.

3. Do AI features make decisions about me automatically?

No. Definity's AI features are designed to support and augment user workflows, not to replace human decision-making. AI-generated outputs require user review before action is taken. Definity does not make solely automated decisions that produce legal or similarly significant effects on individuals.

4. Can I opt out of AI features?

Some AI capabilities are integral to the Service and enabled by default. For questions about configuration options, contact [email protected].

5. What types of data might be used by AI features?

Depending on the feature, AI may use:

  • User inputs (queries, prompts, selections) to generate suggestions or insights;
  • Aggregated, de-identified technical usage metadata (e.g., data volumes, system performance signals) to support reliability and performance monitoring and improvement.

Definity uses only the data needed to provide the AI-enabled functionality.

6. How do you protect data used in AI features?

Definity applies security controls to protect AI systems and related data, including role-based access control, encryption in transit and at rest, secure development practices, monitoring, and logging/audit trails. See Section 7 of this Notice for details.

7. Do third parties process data for AI features?

Yes, in some cases. Definity may use vetted third-party providers to support certain AI features. Customer inputs transmitted to third-party AI providers are processed solely to generate responses and are not retained by such providers for independent purposes. Definity conducts due diligence and requires contractual safeguards for data protection and security. Definity maintains sub-processor information and updates in its customer documentation.

8. How do I exercise privacy rights or ask questions?

To submit a privacy request or ask privacy questions, email [email protected]. For security issues, email [email protected]. For AI governance inquiries, email [email protected].

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