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EQS Privacy Cockpit now offers its AI Assistant!
The AI Assistant? What is it all about?
It's all in the name! The Privacy Cockpit AI Assistant is like a data protection specialist that helps guide you daily in your use of Privacy Cockpit and your GDPR compliance efforts.
More specifically@ the AI Assistant is a set of features within the Privacy Cockpit GDPR software that leverage AI technologies to help you accomplish more@ faster@ and more efficiently.
For example@ this AI Assistant allows you to:
- Create a processing record using a short and quick description called a “prompt”,
A "prompt" is essentially an instruction you give to the AI Assistant so it can provide a response. The clearer your prompt@ the more complete and accurate the response will be. It’s like asking a virtual assistant what you want to know.
- Automatically generate an information notice related to your processing,
- Generate a summary of the processing record,
- Generate a risk analysis related to the processing@ along with recommendations for compliance.
These features are optional. You can@ of course@ continue using the standard features of Privacy Cockpit.
How does the Privacy Cockpit AI Assistant work?
Creating a processing record from a prompt:
It’s very simple! Based on a prompt briefly describing a data processing activity@ Privacy Cockpit suggests a pre-filled processing record that includes the essential elements of your processing record:
- The departments and individuals responsible for the processing,
- The purposes of the processing and a detailed description of its modalities,
- The legal basis or bases,
- The categories of data processed and their associated data types,
- Applicable data subject rights@ information methods@ and channels for exercising these rights,
- Internal and external recipients (subcontractors@ etc.),
- Security measures,
- Data storage mediums (software@ servers@ etc.),
- Compliance recommendations.
These suggestions are based on already registered processing information@ reference repositories@ and external sources (e.g.@ the CNIL website).
From these suggested details@ you can@ with a single click:
- Integrate them into your reference systems (Software@ Third Parties@ Services@ Hardware@ Data@ etc.),
- Create a complete and GDPR-compliant processing record in accordance with Article 30.
Even though this feature is highly effective and widely used by our users@ we recommend reviewing the provided information to ensure its accuracy before adding it to your repositories and processing records.
Generating an Information Notice:
From a processing record, you can now generate a ready-to-use information notice in just one click!
No need to write your information notice by hand, create endless templates, or adapt it to each context and new processing activity.
The generation feature creates an information notice in a format compliant with Article 13 of the GDPR, including all the necessary details from your processing record.
Next step: Copy it as text or PDF to share it with the concerned individuals.
Bonus for your accountability: A dedicated button lets you attach it as an annex to your processing record.
This Feature Quickly Becomes Essential!
However, be sure to review the notice before publishing it to ensure it conveys the messages you want to communicate.
Generating a Risk Analysis:
Directly from a processing record, and still in just one click, generate a risk analysis of the processing, including business-specific recommendations.
This Feature Provides a Summary of Identified Risks
This functionality offers a summary of identified risks (use of sensitive data, transfers outside the EU, DPIA risk criteria, etc.) along with suggested actions to bring the processing into compliance.
The generated result can then be used to collaborate with business teams on addressing the identified elements.
As Useful as It Is, This Feature Won’t Replace Your Expertise!
While this functionality is highly valuable, it does not replace your expertise in analyzing a processing activity and ensuring its compliance.
Feel free to use the risk management feature within the Processing module and build your own tailored action plan accordingly.
What Does the AI Assistant Bring?
The benefits of the AI Assistant are numerous.
Accessibility and Simplicity
Every enhancement introduced by Privacy Cockpit (Privacy Cockpit) aims to meet these two principles.
The AI Assistant’s features follow this philosophy by allowing experienced users to go further and faster while also enabling less experienced users to engage easily in compliance.
For example, creating a processing record through a prompt is accessible to everyone, especially business/operational teams who may not be as comfortable with GDPR compliance but know their business processes inside out!
A Clear Time Saver
Creating a processing record, drafting information notices, and conducting risk analyses can be time-consuming tasks.
While the AI Assistant doesn’t replace you, it naturally saves time by handling the groundwork: instead of building from scratch, you let the AI Assistant generate suggestions, then you review, manage, and adjust.
Ensuring Compliance
Privacy Cockpit brings its full expertise in data protection to ensure every feature helps you achieve the highest level of compliance.
The AI Assistant follows this approach by providing suggestions designed to meet regulatory requirements:
✅ Creating a processing record via a prompt ensures 100% completion in Article 30 mode.
✅ Generating an information notice is automatically structured to comply with Article 13 of the GDPR.
Guidance & Recommendations
Beyond ensuring compliance, the AI Assistant offers valuable advice when creating processing activities. This includes:
- Recommended data retention periods
- Suggestions for remediation actions based on identified risks
Having reminders at hand is always useful!
How to Optimize Your Prompt?
The goal of a prompt is to get the best possible answer with minimal input.
For example, if you’re creating a processing record for candidate recruitment, you could simply enter:
➡️ "External recruitment processing."
The AI Assistant then activates its full potential, generating key elements to complete your processing record.
Three Tips for Optimizing Your Prompt:
🔹 Be direct: No need for lengthy explanations! The AI Assistant is here to save time, so get straight to the point.
❌ “The processing I want to describe relates to an internal process called…”
✅ “External recruitment via software XYZ.”
🔹 Be structured: Concise but logical prompts deliver better results. Avoid overly long prompts but structure them clearly:
- Purpose: "Candidate management."
- Additional details: "via software XYZ, based on consent," etc.
🔹 Be precise: The more detailed your prompt, the more accurate and complete the AI’s suggestions will be. Provide as much context as possible, including data types and recipients:
➡️ “External recruitment of candidates by the HR department via software XYZ. The collected data identifies candidates and evaluates their applications. Data is retained for the duration of the recruitment process. Only HR teams and relevant managers have access.”
Is It Secure and Confidential?
Absolutely. At Privacy Cockpit, innovation (including the AI Assistant) is synonymous with responsibility, security, and confidentiality.
🔹 Data is hosted in France: The AI Assistant uses GPT-4, provided by OpenAI and hosted on Azure in France.
🔹 Training is managed internally: The AI Assistant is trained (and continuously improved) by Privacy Cockpit’s R&D teams and data protection experts using fictional data.
🔹 Your data remains private: Any data entered into Privacy Cockpit is only accessible to you—no other organization using Privacy Cockpit can access it.
This also applies to any data you provide to the AI Assistant or the outputs it generates.
How to Suggest Future Improvements?
Our R&D teams and data protection experts are brimming with ideas for new features based on our AI assistant, and many of these will be launched in the near future.
If you also have great ideas, suggestions for improvements, or new features, feel free to share them with us here!