Data protection for AI features
Our AI features help you track time and write descriptions and invoice text. You decide when to use this assistance and which suggestions to accept. In this article, you will learn what information is processed, which service providers we use and how we protect your data.
What data is processed when using the AI features?
The information used depends on which feature you select:
| Feature | Information used |
|---|---|
| Track time using voice input | The details you provide about your working day, such as the customer, project, task, duration, times and any breaks mentioned. Details that cannot be matched are filled in using your time tracking defaults. |
| Revise entry descriptions | The existing text in the description field. You can use a personal AI instruction to influence how your texts are worded. |
| Create and revise invoice text | The entries on which an invoice item is based, including grouped entries. When revising text, the existing item description serves as the basis. |
When is data transferred to the AI?
AI assistance must first be enabled for your company. Without this activation, we do not transfer any data to AI models.
Even after activation, the three features only start when you select them. You can continue to track your time and write and edit your texts manually as usual.
Your information is already processed when a suggestion is created. You then review the result and decide whether to accept it. Processing your input and saving the result are therefore two separate steps.
Which external AI providers do we use?
We use Microsoft Foundry via Microsoft Ireland Operations Limited to run the AI models.
Where is your data processed?
AI processing takes place exclusively in Europe, within Microsoft's EU Data Zone. This covers the EU, the European Economic Area and Switzerland.
We store your Clockodo application data in data centers in Frankfurt and Berlin.
With voice input, your browser's service handles speech recognition. This step must be distinguished from the subsequent AI processing. For more information, see the article "Data protection for voice input and voluntary feedback".
Is your data stored by the AI provider or used for training?
Your data is neither stored by the AI provider nor used to train AI models.
This is separate from the texts and entries that you choose to accept and save after reviewing them.
How do we protect your data?
We protect your data through encrypted transfers, an encrypted database and protected backups. We use permissions to control who can access which information. These access controls also apply during AI processing.
Data belonging to different companies is kept separate - both in the database and during AI processing.
Our co-workers are bound by confidentiality obligations and receive regular training on data protection and IT security. We regularly review the permissions we have granted and check the effectiveness of our technical safeguards at least once a year.
How do we handle particularly sensitive information?
We do not transfer sensitive reasons for absences, such as illness, to AI models. The AI features cannot access this information, even at your request.
However, if you enter this information yourself in an input or free-text field, it may be processed when you use an AI feature. This includes, for example, sensitive information in the description of an entry.
Therefore, only enter information that is needed for your task and that you are permitted to process.
What role does the data processing agreement play?
The data processing agreement governs how we process personal data on behalf of your company. This includes the purposes of processing, the types of data and the agreed safeguards. It also covers processing carried out as part of the AI features.
Acceptance of the data processing agreement is part of the activation process. The individual steps are described in the article "Enable and manage AI features".
Who can you contact with questions about data protection?
For questions about data protection, you can contact us at support@clockodo.com.
You can find more information about our data protection and security measures in our Trust Center.