AI PRIVACY AND DATA USE

SCOPE AND COMPANY CONTROL

This page explains the information involved when an authorized person uses an AI feature in the VETRA app or Command portal. It supplements the website Privacy Policy and the notices and agreements applicable to the organization’s workspace.

Feature access depends on the deployed release, enabled services and assigned company, project and resource permissions. Ask your administrator which features are enabled. If you want AI use restricted or disabled for your organization, contact your administrator or the VETRA team. This page does not confirm that a self-service switch is available in every workspace.

AI FEATURES AND PURPOSES

AI-assisted workflows can include voice transcription, report drafts, questions about authorized documents, translation, reading text aloud and management briefings. These functions use selected information to produce material for human review.

The planned personal daily brief will be the same in the app and portal, with options to read or listen. It is intended to summarize each user’s assignments, tasks, missed updates and priorities using information that user is permitted to access.

INFORMATION INVOLVED

Depending on the feature and the content selected, processing can involve voice recordings, transcripts, document text, questions and instructions, translations, generated audio, AI drafts and approved outputs. Selected task, project, shipment and operational records can also form part of an input.

Content may identify colleagues, contractors, counterparties, crew, drivers or other people named in a document or heard in a recording. Submit only information needed for the permitted task.

AI activity records may identify the requesting user, feature, time, source records, processing route, usage and outcome. Their handling forms part of the applicable security, audit, support and usage-control arrangements.

AI SERVICES AND PROVIDERS

The AWS service paths described for VETRA include Amazon Bedrock for generated report drafts, document answers and briefings, Amazon Transcribe for speech to text, Amazon Translate for translation, and Amazon Polly for text to speech. Which services and model versions process your content depends on the enabled workspace configuration.

Claude models are developed by Anthropic and can be used through Amazon Bedrock. A Bedrock route is different from sending content directly to a model provider. Ask for the current provider and model route for your workspace before submitting information with particular handling requirements.

MODEL TRAINING AND PROVIDER RETENTION

This website does not authorize use of your company content to train or fine-tune an AI model. Consult the service agreement and workspace notice for the commitments covering your content.

AWS states that model providers do not have access to customer prompts and completions within Amazon Bedrock. Bedrock retention can depend on the model and applicable abuse-detection settings. A blanket zero-retention promise should not be inferred from the provider name.

AWS’s speech and translation services can be subject to service-improvement use unless the relevant AI services opt-out policy applies. This website does not confirm the effective opt-out configuration of a particular production account. Request confirmation before submitting content under a no-training requirement.

VOICE RECORDINGS AND CONSENT

Before recording someone, explain that they will be recorded, why the recording is needed and how it will be used. Obtain any permission or consent required by the applicable law and your organization’s policies. Do not record private conversations or someone who objects without a lawful basis.

Check the recording controls and retention notice in the feature you use. This website does not record visitors, activate their microphones or process their voices. A synthesized read-aloud voice is an AI output and can contain pronunciation or interpretation errors.

PROCESSING LOCATIONS AND INTERNATIONAL TRANSFERS

Cloud and AI processing may involve information being processed outside the country where you or your organization are located, including in the United States. The primary processing region, any inference destination regions and backup locations must be identified in the information for the relevant service.

Do not assume that data remains in one country. Before submitting information subject to local storage, transfer approval or consent requirements, ask for the applicable processing locations and transfer arrangements. This is particularly relevant where your organization operates across jurisdictions.

A website notice does not replace any safeguards or contractual arrangements required for international transfers. These must be addressed for the customer and service concerned.

RETENTION AND DELETION

Recordings, transcripts, translations, unapproved drafts, approved outputs, generated speech, AI activity records and temporary processing files can have different retention requirements. The applicable service notice or agreement should state the periods and deletion arrangements.

An approved output may become part of a retained project or operational record. Deleting an active record does not necessarily remove backup copies or records subject to a legal hold immediately. Ask for the schedule applicable to your workspace; this page does not promise an unverified deletion period.

HUMAN REVIEW AND YOUR RIGHTS

AI output can be incomplete, inaccurate or inconsistent with its sources. Have an appropriate person check it before it is shared, used to change a record or relied on for a decision. Do not use an AI output alone for employment, access, payment, legal or safety-critical decisions.

Depending on the law that applies, you may have rights to access, correct, obtain a copy of, delete or restrict the use of personal information; object to processing; or withdraw consent. You may also have the right to complain to the relevant data protection authority.

For company-controlled records, contact your organization’s administrator first. The VETRA privacy team can help identify the appropriate route. Do not send passwords, identity documents or confidential records through the public enquiry form.