Pobl HR stores deeply personal employment and workplace information. We have deliberately built the application without artificial intelligence, and we do not allow Customer Data to be used by AI systems.

This policy explains that commitment, the limited ways Pobl Software LTD ("Pobl", "we", "us" or "our") may use AI internally, and the controls that keep customer information out of those tools.

1. Purpose and scope

This policy applies to Pobl's design and operation of Pobl HR and to our own internal use of AI tools. It is intended to give customers, employees, Partner users and other Authorised Users a clear account of where AI is—and is not—used.

In this policy, Customer Data has the meaning given in our Terms and Conditions. It includes information, records, documents, files and other content submitted to, stored in or generated through Pobl HR for a customer.

We use "AI" to include generative AI, large language models, machine-learning models and other systems that generate content, learn from data, identify patterns, make predictions or produce recommendations.

2. Our position on AI

Pobl HR has no AI functionality. AI does not form part of the application, and no AI model is connected to a customer's Company or its Customer Data.

This is a deliberate product decision. Employee records may contain identity, contact, employment, pay, leave, health, incident, disciplinary and other sensitive information. We do not believe that introducing AI into those records is necessary to provide clear, dependable HR administration.

3. What Pobl HR does not do

Pobl HR does not use AI to:

• generate, rewrite, summarise or interpret Customer Data;
• score, rank, profile or categorise employees or other individuals;
• analyse sentiment, behaviour, attendance or workplace performance;
• recommend or make recruitment, employment, pay or promotion decisions;
• influence disciplinary, dismissal, leave or other workplace decisions;
• analyse faces, voices, biometrics or emotional state;
• provide an AI chatbot, assistant or automated support agent; or
• predict future conduct, performance, absence, retention or workplace risk.

Pobl HR does not carry out AI-assisted or solely automated employment decision-making. Decisions made using information held in Pobl HR remain the responsibility of the customer and the people it authorises.

4. Traditional automation

Pobl HR includes ordinary software automation. For example, it can calculate leave using configured rules, route a request to an approver, enforce a permission, change a billing plan when the Active Employee count crosses a threshold, or send a scheduled notification.

These processes use traditional, deterministic rules. The same configured input produces the same expected outcome. They do not learn from Customer Data, infer personal characteristics, generate new content, profile individuals or make employment judgements. We do not describe these rules-based features as AI.

5. Customer Data and AI

We do not submit Customer Data to an AI service or allow it to be used for any AI-related purpose. In particular, Customer Data is not used for:

• training, retraining or fine-tuning a model;
• prompts, model context or retrieval-augmented generation;
• testing, evaluating, benchmarking or monitoring a model;
• creating synthetic training or evaluation data;
• AI product analytics, experimentation or research; or
• developing an AI feature or another organisation's AI system.

This restriction applies to all Customer Data, including personal data, special category data, confidential information and data that has been anonymised or aggregated. We do not use anonymisation as a reason to repurpose customer information for AI.

6. Internal use of AI

Pobl staff may occasionally use AI tools away from the live Pobl HR application. This limited internal use does not give an AI tool access to Pobl HR or Customer Data.

6.1 Permitted use

Our permitted internal uses are limited to activities such as:

• assisting experienced developers with software development;
• working with synthetic, fictional or otherwise non-customer test examples; and
• helping to prepare generic drafts that contain no customer information.

AI tools are used as aids, not as autonomous workers or decision-makers. They are not connected to production databases, customer Companies or customer support systems.

6.2 Prohibited information

Our internal rules prohibit staff and contractors from entering or uploading any of the following into an AI tool:

• Customer Data or production database content;
• customer support messages, attachments or screenshots;
• production logs containing customer or user information;
• credentials, secrets or non-public security information;
• confidential customer, client company or Partner information; or
• any other information that could identify a customer, employee or Authorised User.

6.3 Human review

AI-assisted work is reviewed by a person with appropriate experience before it is used. AI-assisted code is reviewed in-house by experienced developers and is subject to the same testing, security review and release controls as other code. AI-generated drafts are checked, corrected and approved by a member of staff before publication or external use.

Pobl remains responsible for the work it publishes and the software it operates. We do not treat an AI output as accurate, secure or complete merely because a tool produced it.

7. Service providers

Providers used to operate Pobl HR, such as AWS, Stripe and Sentry, may independently use automated or machine-learning systems for infrastructure protection, fraud prevention, spam filtering, abuse detection or similar security purposes.

These provider-operated protections are not Pobl HR product features and are not used to analyse employees, provide HR recommendations or make workplace decisions. We provide each service provider only with the information reasonably required for its role and use appropriate contractual and data protection safeguards.

Sentry is configured to receive anonymised technical error information rather than Customer Data. We do not intentionally submit Sentry diagnostic information to an AI model.

8. Customer use of AI

This policy governs Pobl's conduct. It does not set a customer's own policy for using AI outside Pobl HR. Customers control their Customer Data and are responsible for deciding whether and how their organisation uses exported information with another service, subject to their own policies, contracts and legal obligations.

Pobl HR does not provide a built-in connection that sends Customer Data to a customer's external AI service.

9. Future changes

We do not plan to add AI functionality to Pobl HR. If our position changes, we will assess the privacy, security, fairness and legal implications and update this policy before introducing the relevant functionality.

We would explain the proposed use clearly and give affected customers advance notice. We would not begin using existing Customer Data with AI through a silent change to this policy.

10. Contact

Questions or concerns about this policy or Pobl's use of AI can be sent to hello@poblhr.com.