Effective March 21, 2025; updated October 2, 2025
AI CASE SUMMARY DATA PROCESSING
Our service includes an optional AI Case Summary feature that leverages advanced language processing technology provided by OpenAI to generate issue text summaries and insights based on reporter-provided content.
When you use the AI summary feature, the input data, which may include personally identifiable information (PII), is temporarily processed by OpenAI’s servers to generate the summary. By default, OpenAI does not store or log data after generating the summary response. However, data may be retained for up to 30 days to monitor for abuse and misuse, after which it is automatically deleted unless otherwise required by law.
Ethics Suite does not view or access your data directly during this retention period. The data is maintained solely by OpenAI and is automatically purged after the 30-day retention period. OpenAI implements robust security measures to protect your data from unauthorized access or misuse, in alignment with Ethics Suite’s commitment to ensuring that your data is handled securely and in compliance with relevant data protection regulations.
OpenAI does not use data submitted through this feature to train or improve its models. Your data is solely processed for generating summaries and is not incorporated into the AI’s learning pipeline.
NOTE: Before generating an AI Case Summary, you may choose to
review the reporter’s issue text and anonymize or pseudonymize the input data,
or remove any PII.
CONSENT
By enabling and using the AI summary feature, you acknowledge and consent to the processing and possible temporary retention of your data as described in the AI Feature Data Processing and Consent Statement. You may disable this feature at any time by navigating to your Organization Profile in MyEthicsSuite, and toggling ‘Use AI Case Summary’ to ‘No’.
CONTACT US: If you have any questions or concerns regarding this feature or our data retention practices, please contact us at support@ethicssuite.com.
