Co-pilot: privacy and security

We have summarised the frequently asked questions about using the Aboard Co-pilot feature.

Co-pilot is a set of AI-powered features in Aboard that helps you with your daily HR tasks. Co-pilot can answer questions about your organization, help you understand workforce data, and assist with common HR queries.

Co-pilot is provided as an Add-on feature, meaning that only Company Admins can activate it.

This ensures an active decision-making process when beginning to use the feature, and allows you to disable it at any time. When activated, admins can decide which Co-pilot capabilities should be available. Please see our Co-pilot overview for the full list of available features.

Link to our co-pilot collection

Now, let's provide you with answers to the questions that brought you to this article.

No.

If you use Aboard Co-pilot, all personal data processing stays within Europe (the European Economic Area (EEA)+ Switzerland).

Aboard Co-pilot processes and stores all data in the EU (Ireland). When you use Co-pilot features, OpenAI processes your data in Europe (EEA + Switzerland) through OpenAI Ireland Limited.

This means that your employee data never leaves Europe when using Aboard Co-pilot.

The EU AI Act takes effect in different phases. Aboard Co-pilot is compliant with the requirements of the EU AI Act that are already in force, such as the prohibition against AI with unacceptable risk.

Based on the data input by the Customer into Aboard, Aboard Co-pilot features are designed as assistive tools. They analyze your information and provide suggestions only. Aboard Co-pilot does not make automated decisions about employment, performance, or other HR matters. No automated decisions with legal implications are made when using the AI. Human oversight is required, and you, the user, will remain in control of all decisions.

Aboard develops and provides these AI features in line with our Responsible AI Principles

We have reviewed OpenAI's data protection and data security measures. OpenAI operates according to a structured security program, their security program and controls are audited by an external party according to the SOC 2 standard. See https://trust.openai.com/

We have chosen to only use OpenAI's Enterprise API (meaning the public version of ChatGPT is not being used) to ensure that OpenAI processes all the data they receive from us as a data processor, and does not use it for any of their own purposes (e.g., training their AI models).

We have entered into an agreement with OpenAI regarding our use of their service, including a Data Processing Agreement (DPA) that meets the GDPR's requirements. Please see the DPA here.

All communication between Aboard and OpenAI is encrypted with TLS v1.2, and all data is encrypted at rest with AES-256.

We have implemented Zero Data Retention (ZDR), which means that both the API input and output are not logged by OpenAI (for abuse monitoring purposes). We have ensured that the API input and output for our Aboard Co-pilot features are not retained in the application state by OpenAI.

In practice, this means:

The results received by Aboard from OpenAI will be stored in the Aboard service as part of your conversation history (which is fully controlled by you as the customer). You can control how long this data is retained via your company’s data retention settings.

The OpenAI API is stateless, meaning no data or context is retained between requests, which ensures that responses are generated based solely on the current input without influence from prior interactions.

In practice, this means each prompt/call to OpenAI is made in separate HTTP requests. A prompt/call to OpenAI from Aboard will only contain information associated with one customer. OpenAI API does not share any information or state between different requests/calls. I.e. customer data is isolated on request/call level. Each interaction or request made to OpenAI does not retain any memory of previous interactions.

Aboard Co-pilot uses a defense-in-depth approach with multiple security layers:

Last but very important - Aboard Co-pilot features are offered as opt-in features, meaning that you (as a customer) need to take active actions to use the features and can at any time disable them, all to ensure that no user "accidentally" starts using these features.

No.

OpenAI acts as Aboard’s sub-processor and is contractually required to use your data only to provide the Co-pilot service to you — not for their own purposes, such as training their AI models.

Aboard does not use your data to train AI models. Data from one customer is never used for or applied to another customer’s experience.

If you choose to submit feedback or bug reports about Co-pilot, we may use that input to correct and improve the service. Even in those cases, we do not use your data or feedback to train the AI model or technology.

For Aboard Co-pilot, we use OpenAI's pre-trained GPT models through their API(For more information about the API see here ).

We don't train the models ourselves - we create prompts to generate the content needed for the Aboard Co-pilot features.

For this reason, it is not Aboard but OpenAI who actually manages the AI models, and trains and updates them. OpenAI has signed the EU Commission's General-Purpose AI Code of Practice, enabling companies to comply with the AI Act legal obligations on safety, transparency, and copyright of general-purpose AI models. To access information from Open AI about their development practices see here and here.

We have created responsible AI principles that we adhere to when providing our Co-pilot feature. You can read more about them here.

We formulate our prompts in a way that minimizes the risk of Aboard Co-pilot to deliver incorrect information. The system is instructed to:

It's also worth noting that issues with false information will likely decrease over time, with new and updated AI models. As the Large Language Models (LLMs) improve in general, they become better at identifying and reducing false information.

However, as it's not possible to guarantee that the information created in Aboard Co-pilot is always correct and complete, we strongly encourage our customers and their users to verify the accuracy of the feature's output. This, and other legal and quality assurance aspects, is highlighted when a customer activates Aboard Co-pilot in the service.

The Aboard Co-pilot can only access data belonging to your company. It cannot see or query data from other companies using Aboard.

Co-pilot can access aggregated and non-sensitive employee data within your company:

Sensitive and personal data is excluded from all queries:

Some data is anonymized to protect employee privacy:

Co-pilot can only read data. It cannot:

OpenAI will be processing different types of personal data depending on which Co-pilot feature you decide to use.

Please be aware that Aboard Co-pilot, like all of our services, is under continuous development, and the data points shared are likely to change over time. However, please see below table to get an overview of the data shared per feature:

For many of the Co-pilot features, employee personal data is not processed when the feature is used. In the features where employee personal data is used, the following applies:

The access to Aboard Co-pilot features are role based and only available to authorized users:

To prevent abuse and ensure system stability:

User messages are screened before being processed, to detect and block:

The guardrails are permissive by default — they allow legitimate HR questions and only block clear threats or inappropriate requests.

Please reach out to [email protected] or your dedicated Customer Success Manager.

Last updated: February 2026