AI Data Processing Notice

1 Scope

This notice applies to AI features available within the Adminie platform, including but not limited to:

• Procurement Intelligence Agent
• Funding Prospecting Agent
• Hiring Agent
• Customer Support Agent
• CRM Intelligence
• HR and Workforce Intelligence
• Document Analysis
• Workflow Automation Assistants
• Future AI-powered features released by Adminie

2 Our Role

When your organization uses AI features within the Adminie platform:

We do not use Customer Data to advertise to your organization or to sell information to third parties.

3 What Data AI May Process

Depending on the features your organization uses, AI services may process:

• Names and contact information
• Organization information
• Procurement requests
• Purchase orders
• Vendor information
• Job applications and CVs
• Employee records
• Customer relationship information
• Grant and funding opportunity data
• Uploaded documents
• Support tickets
• Internal communications submitted to the platform
• Metadata necessary to operate the platform, including timestamps and usage logs

AI processes only the information required to complete the task requested by the user.

4 Why AI Processes Your Data

AI features help users to:

• Summarize documents
• Generate reports
• Recommend procurement decisions
• Match funding opportunities
• Screen job applicants using criteria selected by your organization
• Draft customer support responses
• Classify and organize records
• Extract information from uploaded documents
• Improve workflow efficiency
• Automate repetitive administrative tasks

AI-generated content is intended to assist users and should be reviewed by appropriate personnel before important business decisions are made.

5 How AI Uses Customer Data

AI processing occurs only when initiated by an authorized user or when enabled by your organization’s configured workflows. Customer Data is processed solely to:

• Generate requested outputs
• Improve workflow performance
• Support platform functionality
• Detect system errors
• Maintain security

Customer Data is not processed for unrelated purposes.

6 AI Service Providers

To deliver AI capabilities, Adminie may use trusted third-party AI infrastructure providers or language model providers that process Customer Data on our behalf. Where third-party providers are used:

• They process data only under contractual obligations
• They act as subprocessors or service providers
• Appropriate security safeguards are implemented
• They may not use Customer Data for their own marketing purposes

7 Human Oversight

Customers are responsible for reviewing AI-generated outputs before relying on them for employment, procurement, funding, legal, financial, or operational decisions.

8 Security

AI-related processing is protected using reasonable technical and organizational measures, including:

• Encrypted communications
• Role-based access controls
• Authentication and authorization
• Activity logging
• Monitoring for unauthorized access
• Secure cloud infrastructure

9 International Processing

Some AI processing may occur on infrastructure located outside Uganda. Where international transfers occur, Adminie implements appropriate safeguards consistent with applicable data protection laws and contractual commitments.

10 Data Retention

AI-generated outputs become part of your organization’s platform data unless deleted by your organization.

Temporary processing data is retained only as long as reasonably necessary to provide the requested AI functionality, troubleshoot issues, maintain security, or comply with legal obligations.

11 Your Organization’s Responsibilities

Your organization is responsible for:

• Ensuring it has a lawful basis for processing Personal Data
• Determining which information is submitted to AI features
• Reviewing AI-generated recommendations before making decisions
• Ensuring users are appropriately trained on the use of AI tools

12 Individual Rights

If your personal information has been processed through an organization using the Adminie platform, please contact that organization first to exercise your privacy rights. Adminie will assist our customers in responding to such requests where required by law or our contractual commitments.

13 Contact

If you have questions regarding AI data processing, please contact: