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Evenpay Copilot

Copilot, AI and your data

What data Copilot and Evenpay's other AI features use, where it is processed and what it is never used for.

Written By Karl

Last updated 1 day ago

Evenpay uses AI in Copilot and in a few writing and mapping helpers. This article explains what data the AI model sees, where it runs and what it is not used for.

How Copilot handles your data

  • Copilot looks up answers in your Evenpay data with your own access rights.

  • Free-text input: Text you enter into Copilot or submit to an AI writing feature may be sent to the AI model, including names, salaries or other identifying information if you type them. Identifying details in free text are not automatically removed.

  • Employee and position selectors: When you select an employee or position using Copilot's built-in selectors, the selected reference is tokenized before it is sent to the AI model. Names and email addresses remain tokenized in Copilot tool results; the tool results do not disclose the employee's real name or email address to the model. Relevant attributes, such as salary and other employment details, may still be sent to the model, so tokenization does not mean that all related data is anonymised. This differs from typing identifying information directly into a prompt.

Where it runs

Copilot uses Google's Gemini model on Vertex AI, hosted in the EU (europe-west4). Your data is not used to train AI models.

Other AI features in Evenpay

  • Import field mapping: suggestions for matching your file's columns use only the column headers, never the rows of data.

  • AI writing tools for position descriptions and policies: they work on the text you write.

  • Job architecture setup: suggestions for sorting positions into families and tracks use position titles.

Copilot conversation history and deletion

Copilot conversations are private to the individual user. Organisation administrators cannot view other users' Copilot conversation histories. Evenpay support and engineering staff also cannot access customers' Copilot conversation histories, including for troubleshooting. Operational logs do not record Copilot prompt or response text.

Copilot conversations are retained in the application until the user deletes them, their Evenpay account is deleted, or their organisation is deleted. Stored Copilot conversation history and its backups are kept within the EU. Deleting a conversation or deleting the user's account removes that user's Copilot conversation history from the application, but copies of messages or responses may remain temporarily in backups under the applicable retention processes. Deletion from the application does not mean immediate removal from every backup.

Good to know

  • Copilot is an Early Access feature and is off until an administrator turns it on in Settings → Organization → Early access.

  • Don't type salaries or personal information into the chat.

  • AI answers can be wrong. Check important figures in the relevant Evenpay page before acting on them.

  • Questions about AI and privacy: support@evenpay.io.

For our AI and security commitments, see the Evenpay Trust Center.

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