BARS

    Geekbot AI Policy

    Geekbot AI Policy

    Last updated: November 1st,2025


    1. Scope

    This policy applies to all Geekbot products — Geekbot Standups and Geekbot Polls & Surveys — including any artificial-intelligence-powered (AI) features that operate inside Slack, Microsoft Teams, or other supported platforms.

    It explains how Geekbot uses AI, what data may be processed, your organisation’s choices, and our security and compliance safeguards.

    This Policy complements the Geekbot Privacy Policy, Customer Terms of Service, Terms of Use, and Data Processing Agreement (DPA).

      2. AI Features Overview

      Geekbot uses AI to enhance collaboration and automation by:

      • Classifying and grouping responses (e.g., blockers, activities, topics).
      • Generating summaries and insights from standups, polls, and surveys.
      • Powering conversational and smart-assistant features in Slack or Teams.

      Enabled by Default for Full Functionality

      AI is enabled by default so customers experience all Geekbot features as designed.

      This ensures out-of-the-box functionality, smoother onboarding, and full analytical and automation capabilities.

      However, each team’s administrator controls whether and how AI remains enabled.

      Administrators may disable, restrict, or limit AI features according to their organisation’s internal policies and compliance frameworks.

      Geekbot strongly encourages administrators to contact support at hey@geekbot.com with any specific configuration, limitation, or disablement requests.

      Our support team will implement the desired changes and confirm completion.



      3. Administrator Control & Internal Approval

      Geekbot is a professional tool for teams.

      All AI-related settings and decisions are governed by the team’s administrator, who must ensure that:

      • AI use aligns with the organisation’s internal policies and data-handling rules.
      • Any AI-related changes (enable, limit, disable) are made centrally through requests by authorised admin accounts.
      • Internal communication and awareness procedures are followed within the team regarding the AI capabilities in use.

      Individual team members cannot override an administrator’s settings.

      4. Data Use & Processing (Azure OpenAI Service)

      Where Geekbot relies on the Microsoft Azure OpenAI Service to provide AI capabilities, the following data-handling and compliance standards apply:

      4.1 Data Handling and Residency

      According to Microsoft’s official documentation:

      • Prompts and completions processed through the Azure OpenAI Service are not used to train Microsoft’s foundation models or shared across customers.
      • Data is encrypted at rest and in transit.
      • Customers may select regional deployment options, including processing and storage within the EU Data Boundary, ensuring that data remains inside the European Economic Area.
      • Microsoft provides enterprise-grade compliance under the Microsoft Product Terms and Data Protection Addendum, and supports GDPR compliance.

      Further reading:

      4.2 Compliance with European Law

      • Azure OpenAI Service complies with GDPR, the EU Data Boundary commitments, and the EU Cloud Code of Conduct.
      • Customers within the EU/EEA may require that all processing remain within EU datacentres; Geekbot supports such configurations through Azure regional deployments.
      • Geekbot ensures that any processing by Azure OpenAI occurs solely for the purpose of delivering the customer-enabled features of Geekbot.

      5.  Compliance with the EU Artificial Intelligence Act (EU AI Act)

      Geekbot designs and operates its AI functionalities in accordance with the principles and obligations of the EU Artificial Intelligence Act (Regulation (EU) 2024/1689).  Geekbot’s AI features are classified as low-risk systems under the Act, as they are used to assist professional teams in communication, coordination, and productivity—not to make autonomous decisions with legal or similarly significant effects on individuals. 

      In line with the AI Act’s requirements, Geekbot:

      • Provides transparent information to users about the presence and role of AI in its products.
      • Maintains human oversight, since all AI-assisted outputs are visible to and controllable by users and administrators.
      • Ensures robust data governance, using secure infrastructure and reliable datasets consistent with EU data-protection standards.
      • Implements technical documentation and monitoring procedures to support conformity assessment and post-market obligations.

      Geekbot continuously monitors regulatory developments and will update its internal compliance documentation and product disclosures to align with any additional implementing or delegated acts adopted by the European Commission under the EU AI Act.



      6. What Geekbot Does Not Do

      • Geekbot does not use team data or user content to train or fine-tune models for any other purpose.
      • Geekbot does not access data beyond what is necessary to provide the AI functionalities you have enabled.

      7. Your Choices & Controls

      Administrators can:

      • Keep default AI on (recommended) for a full product experience.
      • Limit AI features (e.g., disable sentiment analysis or summarization).
      • Completely disable AI functionality for their workspace.
      • Specify the geographic data-processing region (e.g., EU Data Boundary).

      To request configuration changes, administrators should contact our support team at hey@geekbot.com with details of the requested limitation or disablement.



      8. Data Protection & Security

      • Geekbot acts as Data Processor, while your organisation remains the Data Controller.
      • All data is protected by encryption and subject to our Security Practices, available at https://geekbot.com/security-practices
      • Where Azure OpenAI Service is used, data protection, residency, and encryption follow Microsoft’s published enterprise controls.
      • Upon termination of your subscription, you may export and request deletion of data as detailed in the DPA.

      9. Retention & Deletion

      Geekbot retains data for as long as necessary to provide the contracted services and features, and deletes data following the procedures in the DPA or upon written request by the customer.

      Quick Summary for Teams

      • AI features are enabled by default to deliver the complete Geekbot experience.
      • Administrators decide whether to keep, limit, or disable AI based on company policy.
      • Azure OpenAI Service processes data securely, does not train models on your data, and complies with GDPR and EU Data Boundary requirements.
      • Geekbot supports administrators with configuration and compliance requests at hey@geekbot.com.