AI Transparency Centre 

Introduction to our AI policy

CtrlPrint uses Artificial Intelligence (AI) technologies within its platform to support specific features and improve efficiency.

Depending on the use case, CtrlPrint acts both as:

• A provider of AI-enabled functionality within its services, and
• A user (deployer) of AI tools internally

We are committed to using AI in a responsible, transparent, and secure manner.

Where AI is used

AI is used within CtrlPrint services to support functionality such as:

• Document comparison and change summarisation
• Content generation and assistance
• Data structuring and workflow automation
•  Analytical support and insight generation  

These features are designed to assist users and improve efficiency.

AI is integrated across multiple features within the platform, including summarisation, content generation, workflow assistance, and analytical support.

Nature of AI functionality

AI features in CtrlPrint:

• Generate or assist in generating text-based outputs
• Operate as supporting tools, not autonomous decision-makers
• Are controlled and initiated by users

AI does not independently take actions or make binding decisions on behalf of users.

Human oversight

All AI-generated outputs require human review.

Users remain responsible for:

• Verifying accuracy
• Making final decisions
• Ensuring outputs are appropriate for use

 AI is not used to make legal, financial, or compliance decisions without human involvement.  

CtrlPrint AI features are designed to support user decision-making. Final responsibility for the use of outputs remains with the user.

Data handling and privacy

CtrlPrint prioritises the protection of customer and personal data.

• AI processing is performed in accordance with applicable data protection laws, including the GDPR
• AI features are designed to operate within controlled environments
• Customer data is not used to train AI models unless explicitly agreed with the customer
• Where applicable, AI-related processing is performed within the EU or in accordance with approved data transfer mechanisms

AI functionality may involve processing user-provided content for the purpose of generating outputs.

AI functionality may be powered by third-party AI service providers, such as cloud-based AI platforms. Where such services are used, CtrlPrint ensures that:

Transparency to users

CtrlPrint aims to ensure that users are aware when interacting with AI-enabled features.

Where relevant:

• AI-assisted functionality is identifiable within the platform
• Users understand that outputs may be generated or assisted by AI

CtrlPrint ensures that AI-assisted functionality is either:

Limitations of AI

AI-generated outputs may:

• Contain inaccuracies or incomplete information
• Reflect limitations of the underlying models
• Require validation before use

AI should be used as a support tool, not as a sole source of truth.

Responsible use and governance

CtrlPrint continuously evaluates its use of AI to ensure:

• Alignment with legal and regulatory requirements (including the EU AI Act)
• Appropriate human oversight
• Controlled and secure data processing
• Ongoing risk assessment of AI features

Each AI-enabled feature is assessed individually for compliance and risk classification.

CtrlPrint maintains an internal inventory of AI systems and performs risk and compliance assessments for each AI-enabled feature.

CtrlPrint does not use AI systems for high-risk purposes as defined under the EU AI Act (e.g. biometric identification, automated decision-making affecting individuals, or access to essential services).

Further information

For more information on AI functionality, you can learn more about CtrlPrint Intelligence here. 

For questions regarding AI usage, data handling, or security, please contact CtrlPrint support or visit our Trust Centre.