1. Purpose
This notice is provided in accordance with Article 50 of the EU Artificial Intelligence Act to inform users that EasyBoard incorporates artificial intelligence systems in its service for generating board meeting minutes. TLI S.A. is committed to transparency regarding the use of AI and provides this notice to ensure that all users and stakeholders understand how AI is used within the platform.
2. AI Systems Used
EasyBoard uses the following AI systems in its processing pipeline:
| AI System |
Speech-to-Text Transcription |
| Provider |
EdenAI SAS (France) |
| Function |
Converts audio recordings of board meetings into text transcriptions |
| Technology |
Automatic Speech Recognition (ASR) |
| Data Processed |
Audio recordings uploaded by users |
| Data Retention |
Audio is processed in transit and not retained after transcription |
| AI System |
Text Generation for Minutes Drafting |
| Provider |
Anthropic LLC (USA) -- Claude large language model |
| Function |
Generates structured, formal board meeting minutes from transcriptions |
| Technology |
Large Language Model (LLM) -- General-Purpose AI Model (GPAI) |
| Data Processed |
Text transcriptions and meeting metadata (date, participants, agenda) |
| Data Retention |
Zero-retention API: no data stored or logged by the provider |
3. How AI is Used in the EasyBoard Workflow
The AI-assisted workflow in EasyBoard operates as follows:
- Upload: The user uploads an audio recording of a board meeting to the EasyBoard platform.
- Transcription: The audio recording is sent to the speech-to-text AI system, which produces a text transcription of the meeting.
- Deletion of audio: The original audio recording is permanently deleted immediately after transcription is complete.
- Minutes generation: The text transcription, along with meeting metadata provided by the user (date, participants, agenda items), is sent to the text generation AI system, which produces a structured draft of board meeting minutes.
- Human review: The generated minutes are presented to the user as a draft for review, editing, and approval. No AI-generated content is finalized without explicit human validation.
- Export: After the user has reviewed and approved the minutes, they can be exported in various document formats.
4. Human Oversight
All AI-generated content is a draft. EasyBoard's AI systems produce preliminary outputs that must be reviewed, edited, and approved by a qualified human user before they are considered final. Users are responsible for verifying the accuracy and completeness of all AI-generated minutes before approval and distribution.
Human oversight measures include:
- AI-generated minutes are always presented as drafts, clearly marked as requiring review.
- Users have full editing capabilities to modify, correct, or rewrite any part of the generated minutes.
- An explicit approval step is required before minutes can be finalized and distributed.
- The platform does not automatically distribute or publish AI-generated content without user action.
5. Data Handling and Privacy
- Audio deletion: Audio recordings are permanently and automatically deleted immediately after transcription. No copies are retained on any system.
- No AI training: No user data (audio, transcriptions, minutes, or any other content) is used to train, fine-tune, or improve any AI model. Anthropic's API operates under a zero-retention, zero-training policy for business customers.
- Data minimization: Only the minimum necessary data is transmitted to AI providers. Personal data within transcriptions is processed solely for the purpose of generating minutes.
- EU data residency: All persistent data storage is within the European Union (Firebase europe-west1).
6. Limitations and Risks
Users should be aware of the following limitations inherent to the AI systems used:
- Transcription accuracy: Speech-to-text technology may produce errors, particularly with specialized terminology, multiple speakers, accents, background noise, or low-quality audio recordings.
- Generation accuracy: The text generation AI may produce inaccuracies, omissions, or misinterpretations of the transcribed content. It may occasionally generate content that was not present in the original recording.
- No legal advice: AI-generated minutes do not constitute legal advice and should not be relied upon as such without independent verification.
- Language limitations: AI performance may vary across languages and dialects.
Human review is mandatory. Given these limitations, thorough human review of all AI-generated content is not optional but a fundamental requirement of using EasyBoard. The user bears responsibility for the accuracy of finalized minutes.
7. Risk Classification under the EU AI Act
TLI S.A. has assessed the EasyBoard platform under the EU Artificial Intelligence Act (Regulation (EU) 2024/1689) and determined the following:
- Risk category: Limited risk. EasyBoard does not fall within the categories of prohibited AI practices (Article 5) or high-risk AI systems (Annex III). The system assists in administrative document generation with mandatory human oversight.
- Deployer obligations: As a deployer of a limited-risk AI system, TLI S.A. fulfills its transparency obligations under Article 50 through this notice, ensuring that users are informed that they are interacting with AI-generated content.
- GPAI model: Anthropic's Claude model is classified as a General-Purpose AI (GPAI) model. Anthropic, as the provider, is subject to the obligations under Chapter V of the EU AI Act, including model documentation, transparency, and copyright compliance.
8. Provider Information
| Deployer |
TLI S.A., 55 allee de la poudrerie, L-1899 Roeser, Luxembourg |
| GPAI Model Provider |
Anthropic LLC, San Francisco, USA (Claude large language model) |
| ASR Provider |
EdenAI SAS, Paris, France |
9. Contact
For questions, concerns, or requests regarding the use of AI in EasyBoard:
Email: governance@easyboard.lu
Postal address: TLI S.A., 55 allee de la poudrerie, L-1899 Roeser, Luxembourg
You may also exercise your rights under the GDPR by contacting our Data Protection Officer at privacy@easyboard.lu.