Our Responsible Use of AI

At WorkTango, we believe artificial intelligence - especially generative AI - can enhance the employee experience when used thoughtfully. We are committed to using AI in ways that are ethical, transparent, and secure, with human oversight at the center of our approach.

This page outlines how we use AI, what safeguards are in place, and the principles that guide us.

What Is Generative AI?

Generative AI refers to tools and systems that can create new content - such as text, images, or data - based on prompts and the data they were trained on. At WorkTango, we use generative AI to improve our products and services, never to replace human judgment in sensitive areas such as hiring, promotions, or performance evaluation. Our generative AI features leverage Google’s Gemini models, which are deployed in licensed sandboxed environments. All data exchanged with these models is encrypted in transit and at rest via TLS 1.2+ and AES-256 encryption. Access is governed by role based access controls, with activity logged for audit purposes. Customer data is never used to train or fine tune the underlying models that we use at WorkTango.

Our AI Commitments to You

At WorkTango, we ensure our AI systems continue to protect your data, support your control over its use, and meet the highest standards for security and continued compliance. As part of that commitment: 

• We do not train or fine tune AI models using customer data
• We do not allow vendors to use your data for their own model training or fine tuning purposes
• We anonymize or sanitize all customer data used in AI testing or development.
• We only work with vendors that meet strict security standards including certifications such as SOC 2 and ISO/IEC 27001
• Customer data is encrypted both in transit (TLS 1.2+) and at rest (AES-256), and we honor deletion requests in accordance with contractual obligations
• We allow customers to opt-out of AI functionality (via an easy to use flag in settings).
• We delete your data upon request, or as required by our agreements or applicable law.
• All interactions with AI systems are securely logged with time stamps and input data, enabling full auditability and forensic analysis if required.

Our Guiding Principles

Transparency

We clearly communicate when and how AI is used within our products.. All AI enabled features are documented with plain language descriptions, intended use cases, and behavioral expectations. We ensure that decisions supported by AI are explainable, traceable, and auditable, and that users can understand both the inputs provided to the model and the logic behind the output.

Accountability

At Work Tango, accountability is foundational to the responsible use of AI. All generative AI systems are subject to governance, security, and legal oversight. This oversight ensures that AI is deployed safely, ethically, and in line with data protection and contractual obligations. Our commitment to accountability is implemented through the following pillars:

Multi Stakeholder AI Approval Process

All uses of generative AI must receive a formal sign off from the following internal governance bodies: 

• Information Security: Verifies that AI tools and vendors meet stringent requirements including strong encryption (e.g, TLS 1.2+ in transit, AES-256 at rest), secure data residency, model transparency reviews, and active security certifications such as SOC 2 Type II or ISO/IEC 27001.
• AI Governance Committee: Ensures alignment with AI principles and WorkTango’s broader strategic goals.
• Legal: Confirms compliance with regulations and data protection laws, IP protections, consent and disclosure, and any necessary updates to sub processors or terms of use. 

No AI system may be used at WorkTango without documented approval from all three groups. All vendors are reviewed at onboarding and annually thereafter.

Continuous Audit and Validation 

We conduct regular internal audits and reviews to ensure our AI systems function as intended and adhere to our standards.

Transparent Logging and Auditability 

For transparency and auditing purposes, we maintain logs of the data shared with our AI systems. This practice ensures that decisions supported by AI can be explained in understandable terms and that we can trace system behavior effectively.

Fairness

We test our AI tools to minimize bias and promote equity. AI models are regularly assessed to ensure they do not produce discriminatory outcomes based on race, gender, religion, or other protected traits.

Respect for Privacy

We comply with all applicable data protection regulations, including GDPR, and apply privacy-by-design principles across AI development. Sensitive decisions, if any, are always subject to human review.

Security and Safety

All customer data processed by our AI systems is encrypted at rest through AES-256 and in transit through TLS1.2+, and stored in secure, access controlled environments. AI systems are regularly tested for robustness and safe performance. We enforce role based access controls and least privilege access to ensure that only authorized personnel can access all sensitive systems. 
All AI interactions are logged for security and integrity to also help enable traceability and forensic analysis if needed.  

Ethical Use and Reporting

We maintain strict policies to prevent unethical AI usage and empower all users to report concerns. We encourage anyone with a concern about the application of AI in our products to report it. These safeguards are designed to ensure:

• No biased or discriminatory AI use
• No violations of data privacy laws
• No use of AI to generate misleading information
• No use of AI systems that lack explainability or transparency
• No deployment of insecure AI systems

Work Tango maintains a strict no-retaliation policy for good-faith reporting. We use each report as an opportunity to strengthen our systems and training

Have Questions?

If you’re a customer or partner and would like to learn more about how WorkTango uses AI - or have a question about AI in our products - please contact us at: privacy@worktango.com

We’re proud to build AI-powered solutions that you can trust - because trust is our foundation.