Responsible AI & recording statement

Observata implements artificial intelligence to deliver precise, effective, and dependable managed security and observability services. AI tools serve to assist and augment our specialists; they do not replace sound professional judgment, human accountability or customer-led decision-making.

Our application of AI is restricted to legitimate operational workflows, governed by technical safeguards, strict access boundaries and continuous human oversight.

To maintain service fidelity, accurate operational records and sound governance, we may record, transcribe, summarise and evaluate meetings, service briefings and professional communications where required for:

• Accurate service delivery, implementation records and engineering documentation.
• Customer support, ticket management and technical follow-ups.
• Internal quality assurance, skills development and operational reviews.
• Security audits, compliance reviews and incident forensics.
• Continual optimisation of operational playbooks and delivery workflows.

Notification: Where recording or transcription tools are active, notification is provided in advance through the meeting invitation, announced at call initiation, or delivered via automated platform banners. Should you prefer not to be recorded, notify us prior to or at the outset of the session and we will accommodate alternative arrangements where feasible.

Within our operational workflows, approved AI-assisted technologies are deployed to:

• Generate call transcripts, synthesis notes and action plans.
• Categorise and retrieve internal technical knowledge and service runbooks.
• Streamline customer service interactions and engineering productivity.
• Support pattern analysis across security signals and observability telemetry.
• Refine documentation accuracy, procedural communications, and service consistency.

Because AI-generated analysis can occasionally be incomplete or inaccurate, our personnel remain responsible for validating, editing and confirming all outputs before operational execution.

• Ownership: Customer data remains the sole property of the customer.
• Zero public training: We do not permit customer data to be consumed, indexed or utilised to train public or shared third-party machine learning models.
• Scope-restricted processing: AI engines process customer information solely to execute defined service objectives under binding commercial contracts, data protection agreements and technical access controls.

• Tiered controls: AI tools operate under enterprise-grade controls, including mandatory multi-factor authentication, least-privilege role boundaries, full audit logging and modern encryption standards.
• Risk evaluation: Every AI utility undergoes proportional evaluation balancing technical utility against data sensitivity, legal requirements, and individual rights. Elevated-risk applications mandate structured technical and legal review prior to deployment.
• Human-in-the-Loop: Observata does not deploy automated AI pipelines to produce decisions carrying legal or similarly significant individual consequences without direct, qualified human intervention.

To learn how personal information is handled across our services, review our Privacy notice
. Material third-party providers supporting our AI workloads are catalogued in our Sub-processor directory.

For questions regarding our AI framework or communication recordings, reach out to legal@observata.com.