Templates: notice to employees, affected people, chatbot, labelling and DPIA
Short answer
Some legal duties you must meet yourself, such as informing employees before a high-risk AI system is put into use. GoalCube has ready-made texts for them, written by GoalCube (not by the AI) from your entry. Open the template from the task under AI use > "Missing" or under AI use > Templates, enter the company name and the person responsible, copy the text and use it. Then mark the task as done.
All templates
| Template | What it is | What you do with it |
|---|---|---|
| Message to employees | A ready-made message telling employees that you are starting to use AI in cases about them. | Enter the company name and the person responsible above. Copy the text into an email and send it to the employee representative (e.g. the union representative) and the employees concerned. Then mark the task as done. |
| Notice to those affected | A short text for the people a case is about, e.g. applicants, saying that AI helps with the assessment. | Copy the text into your job posting, the acknowledgement email to applicants or your privacy notice. Then mark the task as done. |
| Chatbot text | A short text saying that you are chatting with an AI. | Paste the text in as the chatbot's first message. Then mark the task as done. |
| Labelling of AI content | A short label for content made with AI. | Put the label under images, audio and video made with AI. Then mark the task as done. |
| Draft DPIA | A data protection impact assessment (DPIA) is a short document about the risk to the people the data is about and what you do to reduce it. | GoalCube has filled in most of it. Fill in the fields in [brackets], copy the text into a document and save it in your own folder. Feel free to show it to your adviser. Then mark the task as done. |
How to use a template
- Press Use the template (or Use the draft) next to the task under "Missing" on AI use. All templates are also under AI use > "Background, deadlines and shortcuts" > Templates, with the status "Done" or "Not done".
- Enter the company name and the role of the person responsible.
- Copy the text, and use it as the template describes.
- Press Mark as done, and write a short note. The note goes into the report for the regulator.
The texts are a good starting point, but not legal advice. If you are in doubt, have a lawyer read them.