Typical forHR departmentsPayroll teamsManufacturingServices and retail
AI on HR cases. Your employees' data stays in the EU.
Let AI write meeting notes, spot patterns in absence and draft letters. GoalCube hides names, ID numbers and health details before the AI sees them – and when a case is about an employee, a human decides.
- Health data stays with youIllness and diagnoses are sensitive. The AI sees only a code and what the task needs.
- A human decidesWarnings, bonuses and dismissals are decided by a manager – never by the AI alone.
- Your staff are in the loopA ready-made notice for employees and their representatives, before you start using AI.
| Employee | ID no. | Department | Absence (days) |
|---|---|---|---|
| Anna Foley | 6293814R | Customer service | 14 |
| Brian Hogan | 3058172M | Warehouse | 2 |
| Lisa Mifsud | 0482176M | Finance | 5 |
| Oliver Lynch | 7710429W | Customer service | 0 |
Notes from meeting Meeting with Anna Foley on 3 October. She has been dealing with stress since the summer and wants reduced hours for 8 weeks. Her GP recommends a phased return. Tel. 087 341 5562.
| Employee | ID no. | Department | Absence (days) |
|---|---|---|---|
| [PERSON_1] | [ID_1] | Customer service | 14 |
| [PERSON_2] | [ID_2] | Warehouse | 2 |
| [PERSON_3] | [ID_3] | Finance | 5 |
| [PERSON_4] | [ID_4] | Customer service | 0 |
Notes from meeting Meeting with [PERSON_1] on 3 October. The person has been dealing with stress since the summer and wants reduced hours for 8 weeks. Her GP recommends a phased return. Tel. [TELEFON_1].
Anna Foley has had 14 sick days and wants reduced hours for 8 weeks; suggest an absence meeting and a phased return plan. Lisa Mifsud has asked to move department; talk to the manager in the Warehouse. Brian Hogan needs no action.
[PERSON_1] has had 14 sick days and wants reduced hours for 8 weeks; suggest an absence meeting and a phased return plan. [PERSON_3] has asked to move department; talk to the manager in the Warehouse. [PERSON_2] needs no action.
Fictitious data. Point at a name or a pseudonym to see what belongs together.
What can you use AI for?
Choose a task. GoalCube works out the risk under the EU AI Act with fixed rules and tells you what to do.
Often includes health or private matters (Article 9 GDPR). GoalCube hides names and ID numbers; a human confirms the use.
Low risk, as long as the AI only suggests and a manager approves the rota.
Decisions on terms and performance are listed in Annex III of the EU AI Act. A human decides each case and writes down the reason.
Emotion recognition in the workplace is banned (Article 5 AI Act). GoalCube won't help with it.
Low risk. The chatbot must say it's an AI (Article 50).
The example is simplified. In GoalCube you answer a few questions, and the classification follows fixed rules.
What the law says
Decisions about staff are high-risk
AI that helps with promotion, dismissal, task allocation or performance reviews is listed in Annex III of the EU AI Act. The rules apply from 2 December 2027.
Annex III, point 4(b), AI Act
Health is sensitive
Illness, stress and diagnoses are special category data. Use them only when necessary, and never send them to the AI together with the name.
Article 9 GDPR; Article 88 GDPR (employment)
Tell your staff first
Before you use high-risk AI at work, employees and their representatives must be told.
Article 26(7) AI Act
ID numbers need extra care
National ID numbers such as PPS numbers should only be used when necessary, and have no place in a prompt.
Article 87 GDPR
Short and simplified. GoalCube helps you follow the rules; it is not legal advice.
Bonus, promotion or warning? A manager decides.
The AI has made the recommendations from targets and notes without names. The manager decides each case with a reason, and GoalCube records who decided what.
Case facts
Lisa Mifsud
- Department
- Finance
- Targets met
- 5 of 5
- From the annual review
- Took over month-end close and trained two colleagues.
The AI’s recommendation
Full bonus
Reasoning: All five targets met, and she has taken on extra responsibility.
The AI is unsure about:
Audit log
- Decisions are saved here with the time and a timestamp.
Your staff keep working. GoalCube keeps track of the rest.
Low risk is approved automatically under fixed rules. Anything that needs a human lands on This week’s list – typically around 5 minutes a week.
Write up the notes from the absence meeting, and suggest a return-to-work plan.
Here are the notes and a suggested 8-week plan. The manager must approve the plan before it's sent.
4 awaiting a human · approx. 5 minutes
Waiting for you
- Decide the annual bonus for 12 employeesEmployment · AI has made a recommendation
- Confirm new use: HR meeting notesSensitive data · needs a human
Approved automatically
- Summary of customer enquiriesLow risk · approved automatically on Monday
- Overview of supplier contractsLow risk · approved automatically on Tuesday
What you need
Start free with the overview. Add protection when you want to use AI on real data.
AI Map
Map
0 € per month
- AI inventory and AI policy
- Training with proof
- Deadlines, templates and report
Data Vault
Map and protect
from 9 € per month
- Everything in AI Map
- AI on your data, data stays in the EU
- Secret terms and documents
Data Vault + Human Decision
GoalCube for HR
from 15 € per month
- Everything in Data Vault
- A person decides on cases about people
- Passkey, log and timestamps
See all prices All prices are per month and exclude VAT. Pay yearly and get 2 months free. Prices apply from launch, which we expect in November 2026.
Questions and answers
Can we use AI on sick leave?
It needs care. Information about illness is health data and may only be used when necessary. Use AI to find patterns without names, and never let the AI decide anything about an individual.
Do we need to involve staff representatives?
Before you use high-risk AI at work, employees and their representatives must be told (Article 26(7) AI Act). Many collective agreements also require information about new technology. GoalCube has a ready-made notice.
Is it banned to monitor staff with AI?
Emotion recognition in the workplace is banned. Other monitoring needs a legitimate purpose, staff must be told, and it must be proportionate.
What about ID numbers in HR cases?
They don't belong in a prompt. GoalCube replaces PPS numbers and other ID numbers from every EU country with a code before the AI sees the text.
Read more
- AI in practice
AI in HR: What can you use AI for in employee matters?
2 min readMeeting notes, absence, bonuses, rotas and monitoring: see what is minimal risk, high-risk and prohibited when AI is used on employees.
- GDPR and AI
Can we use AI on sensitive data such as health and religion?
2 min readHealth, religion, union membership, ethnicity and biometrics are special categories under the GDPR. The rules when AI is involved, and how to protect them.
- GDPR and AI
How do we show that a human made the decision? GDPR Article 22 and AI
6 min readUsing AI on applicants or staff? A human must really decide. What GDPR Article 22 on automated decision-making and the EU AI Act require – and how to prove it.
- The EU AI Act explained
Which AI is prohibited under Article 5 of the AI Act?
3 min readEmotion recognition at work, social scoring and manipulation are banned. Here is the full list, with examples from ordinary businesses.
Other solutions for employees
Ready to use AI on employee data?
We expect to launch in November 2026. Join the waitlist and we’ll let you know when you can get started.