How we use AI
This page explains how Forum Europe uses artificial intelligence (AI). Our Privacy notice explains how we use your data and your rights.
Summary
The main points are:
- we use AI to help our team and to make sessions easier to follow
- our team uses Claude and ChatGPT on company accounts
- our team checks AI highlights before we publish them, and AI summaries you ask for in Forum Connect are labelled as AI
- live captions are made automatically as people speak and are not checked
- AI does not make decisions that have a legal or similarly significant effect on you
The AI we use
In our own systems, we mainly use Claude AI models, made by Anthropic, an AI company. We usually use them through Anthropic's own service, in the United States. Anthropic has signed contract terms the UK and EU approve, to protect data sent there. Some of our tools use them through Amazon Bedrock, Amazon's AI service, in the EU, and we may also use Bedrock if Anthropic's service is not available.
Our contracts with them say they may use our data only to provide their service, and not to train AI models.
To record calls and take notes of them, our team uses Notion AI. Notion is the online workspace where our team keeps its notes. Notion AI may use AI models from Anthropic or OpenAI, another AI company.
Live captions and transcripts are made by Deepgram, a speech-to-text company, in the EU. To recognise names, we give Deepgram the names of the event's speakers and organisations. We tell Deepgram not to use our audio to improve its models, and it keeps audio only for as long as it needs to process it.
AI assistants for our team
Our team uses Claude and ChatGPT, made by OpenAI, on company accounts, both on a Team plan. Under these business terms, the providers do not use our data to train their models.
Claude can connect to our platform through a secure connector. Staff use it to look up event information for their work, such as bookings and delegates.
The connector:
- only covers event information
- never covers our internal systems such as HR, pay and finance
- shows counts by default, and only shows personal details when a staff member asks for them
- cannot send emails, give refunds, cancel bookings or approve anything
- can prepare drafts, but a person must save them
We plan to connect ChatGPT in the same way. This is not live yet.
Our list of companies that process data for us says where each company processes data and how it protects it. Companies that process data for us
What AI does
| What AI does | What it sees |
|---|---|
| groups similar questions in a session for the moderator | the questions, but not who asked them |
| writes a short summary of a session so far | the questions and live captions |
| suggests themes from a session's questions | the questions and poll totals, but not who answered |
| writes notes from our own meetings and calls | what was said, including names |
| summarises or translates our team's messages | the messages, including names |
| helps our team with work tasks, as Claude and ChatGPT staff assistants, and lets Claude look up event information | what staff give it, and event information such as bookings and delegates – counts by default, personal details only when a staff member asks |
| finds common themes across our calls with clients and delegates, and lets our leadership team search our call notes | what was said on the call, including names – feedback to the wider team only shows themes and totals |
| finds public information about public officials and policy-makers we may invite | public information, including names and job titles |
| flags questions, session chat and profile text in Forum Connect that may be abusive, so a person can check them | the text only, not who wrote it |
| summarises reports of abuse in Forum Connect for our team | the reported messages, with names removed |
| writes a short summary of the last 10 minutes of a session when you tap Catch me up | the live captions, without speakers' names |
| writes a summary of a session after it ends, for people at the event | the session's captions |
| translates live captions, where the event offers it | the captions |
| picks quotes from speakers and themes from the audience as highlights, which our team checks before we publish them | the transcript, questions and poll totals, but not who asked or voted |
| translates event information, such as the programme, which our team checks before saving | the text, including speakers' names |
AI does not check private messages in Forum Connect.
Checking what AI writes
Our team checks AI highlights of sessions before we publish them. Summaries you ask for in Forum Connect, such as Catch me up, and AI translations are made automatically, are not checked by a person, and are labelled as AI. Live captions are made automatically as people speak and are not checked.
When AI flags something in Forum Connect, a person decides what happens. In most cases, flagged content stays visible while a person checks it. If automated checks find content very likely to be seriously harmful, such as threats or sexual content, it is held until a person checks it.
AI can make mistakes. Do not rely on AI summaries or captions as an exact record.
Decisions about you
AI does not make decisions that have a legal or similarly significant effect on you.
Contact us
If you have a question about how we use AI, email dpo@forum-europe.com.
Questions about your data?
Use our contact form, or email dpo@forum-europe.com.