Privacy notice

Your organisation decides what goes into GovComms.ai and what is done with the drafts it produces. In data protection terms your organisation is the controller. Digital Training Institute (DTI), which provides GovComms.ai to your organisation, is its processor, acting on its instructions. White Label AI, which builds and runs the system for DTI, is DTI’s sub-processor. For questions about the material held in your organisation’s workspace, your own organisation is the right place to ask.

If you have an account: your email address, your name if you gave one, your organisation, your role, and whether you have set up two factor authentication.

What you do in the system: a record of each draft you generate, each document you add, and each analysis you run, with the time and the action. This log is what lets your organisation show where a draft came from.

What you create: your drafts, and the documents your organisation uploads for the system to draw on.

Operational records: whether emails we sent were accepted for delivery, and what each generation cost.

Your personalisation, if you write drafts and have set one: the guidance you write about your work, and short lessons drawn from concerns you chose to use that way. Only you can see these. Nobody else in your organisation can read them, and they are used only in your own drafts.

A Super Admin can view the service as you see it, to support you: read-only, for at most 30 minutes, with a typed reason, and recorded in your organisation’s activity log.

We use it to run the service, to keep your organisation’s material separate from every other organisation’s, to show your organisation an accurate record of what was produced and from what, to keep the system secure, and to bill for it.

Some of it is sent to two services, and to nobody else.

Mistral AI, an AI company in France, produces the text, using its EU service. When a document is added, its full text is sent once to make it searchable. When you generate a draft, your brief, the template’s instructions, material from the documents you chose (or, if you chose none, the most relevant passages from your organisation’s library, or whole documents where a Super Admin has set that and they fit), and any writing preferences and lessons of your own are sent. A report’s text is sent when it is analysed, and an outline’s text when a Super Admin adds a template. If you raise a concern and choose to use it to help your future drafts, what you wrote is sent to write a short lesson from it.

Brevo, an email service, sends account emails (invitations, confirmations, password resets) and notices about drafts (sent or passed on for review, handed over, approved). It receives names, email addresses and links, never the text of a draft or a document.

Nothing else is sent anywhere. There is no advertising, no analytics, and no tracking. The system cannot publish anything.

In the European Union. The application and its database both run on a server in Roubaix, France. The AI provider, Mistral AI, is in France, and its EU service runs in data centres in EU and EFTA countries. The service that delivers our email, Brevo, is in France and Germany. Your material is stored in the EU and is not processed outside the EU and EFTA.

This changed on 3 September 2026, when the system moved onto European infrastructure. Until then the application server ran outside the EU, and an earlier version of this notice said so.

Retention periods are being agreed with your organisation and are not settled yet. This section will name the exact periods once they are, and this notice will say when it was last updated.

What is already true: when an account is deleted, the drafts and documents belonging to it are deleted with it, and so is your personalisation, which you can also clear yourself at any time. The record that actions took place is kept, and its link to your account is removed, but some entries keep your email address until the activity log’s retention period ends.

You can get a copy of everything held about you, at any time, from your Account page. You do not need to ask anyone.

You can correct your details yourself, and edit or delete your own drafts and documents. You can see, change and clear your personalisation yourself, in Your account.

You can ask for your account and its content to be erased. Ask your organisation’s administrator, or DTI.

Nothing in this system makes a decision about you. It produces a draft, a person in your organisation reviews it, and the system has no way to publish anything itself.

If you are unhappy with how your data has been handled, tell us on the Raise a concern page inside GovComms.ai, and you can contact the Data Protection Commission at dataprotection.ie.