Privacy notice for AI Fit

1. Who is responsible

Builtech Holding GmbH, Ernst-Reuter-Platz 2, 10587 Berlin, is responsible for your data in AI Fit.

This also applies if you work for one of our sister companies: Builtech Holding GmbH has an agreement about this with your company.

You reach the AI Fit team through the AI Fit Manager, Utku Erol, utku.erol@builtech.de.

2. Data protection officer

You can reach our data protection officer, Andreas Lemcke, at datenschutz@builtech.de. You can write to them about anything in this notice, also in confidence.

3. What AI Fit is

AI Fit helps you work with AI in your job. You answer a survey and get your AI Fit Score. You can ask for an AI Impact Report about your job. You have a 30-minute talk with the AI Fit Manager and get a plan with tasks. After about 3 months you answer the survey again.

Taking part is voluntary. Each step is voluntary too.

4. What we use your data for

• The AI Fit Survey and your AI Fit Score: to show you how you work with AI today, and again after your second survey.
• Your job profile: to match your job title and department with a job profile, so that your report and your plan fit your work.
• The AI Impact Report, if you ask for it: to show you how AI is changing your job and what you can do next.
• The 30-minute talk: to book it as a Teams meeting in the AI Fit Manager's Outlook calendar.
• Your plan, tasks, points and badges: to give you tasks for your own work and to check the proof you send.
• Department totals: to count anonymous totals for each department, only for groups of 5 people or more. They show how far AI Fit has reached, never a person.
• Sign-in and security: to let you sign in, to keep your account safe and to record who did what (the log).

5. What data we use

• From your account (Microsoft or the AI Fit sign-in): your name, email, job title, department, company and region. If you correct your job title, we use your correction.
• From you: your survey answers and the texts you write. Your CV or your LinkedIn profile address, only if you ask for a report. Your feedback on the report. Your choices and notes for your tasks, and the links you send as proof.
• From the AI Fit Manager: a short summary of your talk.
• Made by AI Fit: your AI Fit Score with its 6 areas, the level of each answer you wrote, your report, your plan, your points and badges, and the log of what happened.

AI Fit never keeps your CV or your LinkedIn profile itself. It reads them once and keeps only a summary that you check first.

Before you upload a CV, please remove your photo, date of birth, home address and anything about your health, religion or other private matters. AI Fit does not need them.

6. Legal basis

• Your consent (Art. 6(1)(a) GDPR, with § 26(2) BDSG for consent at work): for taking part, for the AI Impact Report, for using your LinkedIn profile and for sharing your report with the AI Fit team. Each is a consent of its own.
• Our legitimate interest (Art. 6(1)(f) GDPR): for your sign-in, the security of the system and the log, and for the department knowledge bases made from interviews, with names replaced.
• A legal duty (Art. 6(1)(c) and Art. 7(1) GDPR): to keep proof of the consents you gave.

7. How AI is used

AI Fit uses AI from Microsoft (Azure OpenAI), in Microsoft's cloud for VDK DACH. The AI does 3 things:

• It reads the answers you write yourself and gives each one a level. These levels count in your score like your other answers. All other answers count by fixed rules.
• It writes the explanation of your result, your AI Impact Report and the texts of your plan.
• It matches your job title with a job profile.

Your AI Fit Score adds up your answers in 6 areas to one number from 0 to 100. It is never compared with other people.

Every text written by AI is marked, on the screen and in the page's code. AI never decides anything about you or your job: there is no automated decision in the sense of Art. 22 GDPR. The AI Fit Manager checks your plan before you see it.

Nothing from AI Fit is used for performance reviews, hiring, promotion, pay or dismissal.

8. Who sees your data

• You see all your results.
• The AI Fit Manager of your region sees how far you are in AI Fit (for example: survey done, talk booked), your talk, your plan and the proof you send for checking. Never your answers, your score or your report.
• The AI Fit admins run the system. They see your survey answers only under a code, not with your name, when they fix a technical problem. They see your report only if you share it.
• Department totals are anonymous and only for groups of 5 people or more.
• Your line manager and HR never see your answers, your score or your report.

9. Service providers

• Microsoft Ireland Operations Ltd., as our processor: the servers and the database (Microsoft Azure), the AI (Azure OpenAI), the sign-in (Microsoft Entra ID), and Outlook and Teams for your talk. Where the data is kept: Germany, in the Azure region Germany West Central (Frankfurt am Main). The AI works on your texts only in Microsoft's data centres in the EU.
• For the AI Impact Report, AI Fit runs its workflows on its own server in Microsoft Azure. To add public facts about your employer, its sector and its region, it searches the web with Brave Search (Brave Software). Only search words leave AI Fit, for example your employer's name and city. Never your name or your CV.
• It also searches a collection of facts about jobs and careers (YourBestChance). The search words are turned into numbers first. Your name never leaves AI Fit.
• Only if you use your LinkedIn profile: a paid LinkedIn data service (the LinkedIn Scraper API on the RapidAPI marketplace) gets your profile address and sends back the public profile. AI Fit checks that it is your profile with a coded form of your name. Your name itself is not sent.

10. Data outside the EU

Where a provider handles data outside the EU, we use the protection the GDPR asks for (Art. 44 to 49 GDPR), for example the EU-US Data Privacy Framework or the EU standard contractual clauses.

11. How long we keep your data

• Your CV or your LinkedIn profile: never. AI Fit reads it once.
• Your sign-in: at most 12 hours, then you sign in again.
• Your answers, your score, your job profile, your report, your talk, your plan, points and badges: until 12 months after the program ends, or until you delete them.
• Sharing your report with the AI Fit team: until you stop sharing.
• Your account and the log: until 12 months after the program ends. When you delete your data, we keep only a short note that it was deleted.
• Proof of your consents: 3 years after you withdraw them or after the program ends.

12. Your rights

You can do this at any time:

• See what AI Fit keeps about you, and download a copy (Art. 15 and 20 GDPR): on the page "My data".
• Correct data that is wrong (Art. 16 GDPR): your job title on the step "Your role", your CV summary before your report is written, everything else through the AI Fit Manager.
• Delete your data (Art. 17 GDPR): "Delete all my data" on the page "My data".
• Ask us to use your data less (Art. 18 GDPR), or object where we rely on our legitimate interest (Art. 21 GDPR).
• Withdraw a consent (Art. 7(3) GDPR). To stop sharing your report, use "Stop sharing" at the end of your report. To stop taking part, use "Delete all my data". A withdrawal does not change how your data was used before.
• Complain to a data protection authority (Art. 77 GDPR), for example the Berlin Commissioner for Data Protection and Freedom of Information.

For anything else, write to the AI Fit Manager or to the data protection officer. We answer within 1 month.

13. Voluntary

Taking part in AI Fit is voluntary, and so is each step. If you do not take part, or stop, you have no disadvantage.

14. Changes

If AI Fit starts to use your data in a new way, we change this notice. Where a new consent is needed, we ask you again.