For HR directors and HR advisers
Help HR use AI without putting employee data at risk.
See which AI tools HR uses and record what is allowed for each one. Advisers and recruiters get help as soon as a colleague's details appear in their text.
Prefer to try it yourself? 14 days free, no credit card.
HR already works with AI, using your own colleagues' data.
HR advisers use AI to write up meeting notes, recruiters draft job adverts in ChatGPT and try sourcing tools they found themselves. It saves time. But those texts are about colleagues and candidates: names, ID numbers, salaries and, in absence cases, their health. And the works council wants to know what happens to that data. Here's how to stay in control, in four steps.
1 See
See which AI tools HR uses.
The HR director wants to know which AI tools advisers and recruiters use, besides the Copilot environment the organisation pays for. The catalogue shows the tools seen in the organisation, from Copilot and ChatGPT to Deel AI and sourcing tools such as Fetcher and SeekOut, each with a risk score and the organisation's decision. Usage and Compliance show what share of AI use goes through approved tools, and which tools have no decision yet.
More about SeeAn impression of the AI tools catalogue. The tools and risk scores come from the product. The decision in the last column is your organisation's own.
2 Decide
Assess a selection tool before any candidate data goes into it.
A recruiter tries Eightfold AI, a talent platform that scores and ranks candidates. It has only just appeared. The screen shows the assessment of Eightfold AI: a US vendor hosting in the United States, which trains on input, does offer a data processing agreement (DPA) and faces a class action over candidate data. Under the AI Act it is high risk, because it is used for recruitment and selection. The organisation decides, in this case, not to allow it, with Copilot as the alternative, and records that in the AI register.
More about DecideProduct example with fictional data.
3 Help
Help advisers protect their colleagues' data while they work.
An HR adviser asks an AI tool to write up the notes from an absence meeting for the file. The employee's name, staff number, citizen service number (BSN) and salary are still in them. BeeSensible highlights those details in the text. One click turns them into a placeholder such as [NAME1], or removes them, and the AI tool can still write up the record. The organisation can also set masking to happen automatically when text is pasted or sent. An absence file can be anonymised the same way before it is shared.
Names that only mean something inside your organisation, such as a reorganisation that has not been announced or a job code from your grading structure, can be added as custom terms.
Custom terms that fit here
- Project Springtide Project
- New Course programme Project
- Job code PB-07 Code or reference
- Vesta HR system System
GeminiAbsence file: confidential
Employee Ilse Draaisma, born 14 March 1987, staff number PN-40917, BSN 139274618, living at Rozenstraat 8 in Deventer.
Gross monthly salary €4,180. Partially fit for work since 3 June, following advice from the occupational health doctor.
DeepSeek is not allowed here
Your organisation does not allow this tool for work. Use an allowed alternative.
Use instead
Open Microsoft 365 CopilotAlso allowed: ChatGPT
DeepSeek is allowed here, with limits
Your organisation allows this tool with limits. Only use it with anonymised data.
Use instead
Open Microsoft 365 CopilotAlso allowed: ChatGPT
No decision yet on DeepSeek
Your organisation has not made a decision on this tool yet. Do not share personal data or confidential business information here.
Use instead
Open Microsoft 365 CopilotAlso allowed: ChatGPT
Only enter public information here
Product example with fictional data.
4 Substantiate
Show the works council and the DPO how your AI policy works.
The works council asks how HR handles AI and employee data, and wants to see it in figures. Each month or quarter you create a report: how many tools have a decision, how many critical details were adjusted before sending, and how often staff chose the approved alternative after a notice. Always for the whole organisation, never per person, and downloadable as a PDF.
More about SubstantiateNotices about tools
Shown when someone opens a tool without a decision, or one that is limited or not allowed.
Browser use only, counted at most once per tool per day.
Product example with fictional data.
A customer's view
"Everyone here knows you have to be careful with customer data. But that awareness fades when you're busy. Knowledge is no guarantee of behaviour. That's exactly why we use BeeSensible."
Debby Elfrink Operations director, Speck Pompen This customer works in a different sector.
Trust and getting started
Your data stays safe, and getting started is quick.
What happens to your data
- Text is checked on our own servers, hosted by the European companies Scaleway and Hetzner, and deleted straight away.
- The dashboard shows totals for the whole organisation, never a breakdown by employee. Figures only appear once five or more users are active.
- You get a data processing agreement (DPA). The product DPIA and security information are available on request.
How to get started
- Install the extension on a few workstations, or have IT roll it out centrally through Intune or Group Policy, on any plan.
- Employees get an explanation and short videos about what they'll see and what they can do.
Good to know
Questions we often get.
How does this fit the GDPR and the AI Act, including selection tools?
Tools for recruitment, selection and workforce management can be high risk under the AI Act. The catalogue gives an indicative classification for each tool, and in the register you record what HR uses a tool for, such as screening CVs; that use case needs its own assessment. BeeSensible does not test whether a selection model is fair. The register does feed into your record of processing activities and your DPIA.
Does the works council need to agree to this?
That is for your organisation to judge, and it depends on how you use BeeSensible. Useful for that conversation: there is no per-employee view, who did something is not recorded, and the reporting consists of totals. The product DPIA is available on request.
Does detection recognise health information in absence cases?
Yes. Besides names, BSNs, salaries, staff numbers, addresses and dates of birth, detection recognises health data such as diagnoses and medication, in Dutch and English. In each detection profile you choose which types are included and how strictly. Names of programmes can be added as custom terms.
How do we explain BeeSensible to employees?
When you start, you get an explanation for employees, with instructions and videos on what they see when something is highlighted or a notice appears, and what they can do next. Use it in the announcement, when onboarding new colleagues or alongside AI training.
Does BeeSensible block AI tools?
Not on its own. People see what was found and what you decided about a tool. You decide whether someone can still go ahead with a tool that is not allowed, and whether masking happens by default. What happens after a highlight or a notice is counted, without content and without a name.
Start by seeing which AI tools HR uses
Start with the HR team, or see it in a demo first.
14 days free, no credit card. Rolled out across your organisation within an hour.
