Our promise to you about how we use AI – and how we protect your trust.
At Squadify, trust is at the heart of how we build and use AI. We’re proud to be ISO 27001 certified, demonstrating our commitment to the highest standards of information security. As we continue to develop AI-driven features, we’re aligning our data management and governance with ISO/IEC 42001 (supporting compliance with the EU AI Act). We believe that trust in AI is essential – not just to protect your data, but to help you use Squadify with confidence, so you and your team can get the full value from honest insights and shared learning. These ten principles reflect our promise to use AI responsibly, transparently, and always in service of your goals.
How we use AI across Squadify
Squadify uses AI to summarise report findings, recommend focus areas, and surface micro-learning from our research and content library to help Team Leaders and Coaches interpret results. SquadBot—now live—lets you ask questions in plain language to interpret insights and explore team-development options, with responses grounded in Squadify’s dataset and 25 years of team-performance research. We use third-party AI models and do not use client data to train those models. SquadBot makes no fully automated decisions about individuals and is designed to be efficient and environmentally responsible. If we ever offer model fine-tuning, it will be opt-in only and based on anonymised, aggregated data.
Basic Principles for AI systems
The EU AI Act expects AI systems to be safe, transparent, traceable, non-discriminatory, environmentally sustainable, and subject to human oversight. Our Promises align to these principles so users can trust Squadify’s AI. We also believe AI should enhance human relationships and collaboration, not isolate or replace people or roles.
Our AI Promises
We believe that AI should help people collaborate better and build stronger relationships—never isolate them. Everything we design is aimed at improving trust, dialogue and team effectiveness. We’re using AI to double down on our humanity.
By default, we do not use customer text or scores to fine-tune models. If this ever changes, it will be opt-in only via a clear consent flow, and we’ll use only anonymised, aggregated data with privacy safeguards (e.g., differential privacy). Routine product analytics never touches identifiable text. SquadBot personalises guidance at runtime using your Squadify scores; that still isn’t model training.
People give better feedback when they feel safe. Every survey states whether answers are anonymous, team-visible or private, and who can view results. We enforce this with role-based access, encryption andminimum-response thresholds to protect identities. We don’t pull from email, chat, calendars or other systems unless you (or your admin) explicitly enable an integration. No covert scraping. SquadBot conversations are confidential to the user – no one else can see individual conversations, including Coaches, Admins and Super Admins.
Our insights support learning and team development. They’re not for recruitment, performance management or disciplinary action. We do not provide raw data exports to HR systems. Any exception would require organisation-level enablement and explicit employee consent in line with the EU AI Act.
We won’t run silent analysis on your responses. Each AI output in Squadify and every SquadBot response can be traced to its input data and logic, and you can challenge or override it. We (humans) design prompts/workflows and remain responsible for outcomes, continuously monitoring for bias or failure and pausing/rolling back if needed. There are no fully automated outputs about individuals in line withISO42001 and the EU AI Act. SquadBot offers recommendations for your consideration; it is not professional advice and does not make decisions about individuals.
By default, we delete squad and individual data after 3 years of inactivity, including backups and logs. SquadBot chats aren’t stored by default; if needed for misuse checks, minimal excerpts follow the platform’s standard retention. Enterprise customers can choose alternative windows to meet sector rules or legal-hold needs. All handling follows our GDPR-compliant data-retention and deletion processes.
Think of our AI as a confidential coach: it won’t share what you tell it unless you choose to. All processing follows our ISO 27001-certified Data Management & Security Policy. Where GDPR requires it, we also sign Data Processing Agreements (DPAs), and our Data Protection Officer is available for any concerns.
Every supplier is assessed through our third-party risk framework (security, privacy and responsible-AI checks), with contractual controls, annual attestations and right-to-audit. If they can’t meet our standards, we don’t use them—meeting ISO/IEC 42001 supply-chain expectations.
We publish version-controlled updates to this charter, and notify customers in advance of any changes. Our approach to AI is always transparent – because you deserve to know exactly how your data is handled. Transparency isn’t optional – it’s the foundation of trust.
We design for efficiency and sustainability across Squadify and SquadBot, as required by the EU AI Act and supported by ISO/IEC 42001: we choose the smallest adequate model, minimise tokens and context (concise prompts, right-sized context windows), and avoid unnecessary calls. We monitor and optimisemodel usage to reduce compute and carbon without compromising safety or accuracy.
