Roles and responsibility

BeeSensible supports privacy and security processes, but does not guarantee legal compliance. The customer remains responsible for its own processing and use of the product.

#Roles

The customer is the controller for the use of BeeSensible within its own organisation. BeeSensible provides the software and acts as the processor. We sign a data processing agreement (DPA) with every customer.

The dashboard uses two organisation roles:

• Member: uses the extension and, if the organisation rolls it out, the desktop app.
• Admin: manages members, profiles, apps and settings, and sees the figures.

BeeSensible itself has a platform role for managing organisations and subscriptions. That role does not see message content either, because none is stored anywhere.

#What the figures are for

The dashboard shows patterns and risks at organisation level. It is not a tool for performance reviews, staff ranking or hidden monitoring. That is more than a promise: the behavioural data contains no user ID, and the dashboard has no per-employee view. See What is stored, and what is not.

#No figures below five active users

An organisation only sees usage figures once 5 or more users are active, meaning members who have activated the extension or the desktop app. Below that, the server releases no counts, not even to the dashboard. This applies to detections, documents, prompt use, visits per AI tool, the breakdown by frequency of use and department figures. If an organisation drops below the threshold again, earlier figures are hidden again too.

Which AI tools have been seen, and which are new, stays visible from the first observation. An observation like that is tied to a domain, not to a person. The member overview also stays visible: who is in the organisation and who has activated the software is administration, not behaviour.

The threshold is the same setting as the minimum department size described below. An admin can raise it but not lower it.

The threshold counts people, not how finely the figures can be sliced. In a small organisation a combination of tool, time window and data type can still point to one person, even without a name. One thing is certain: for detections, documents and AI tool observations, BeeSensible does not record who was involved.

#Department insights

If an organisation wants figures per department, an admin turns on department insights. By default, each visible department must then have at least 5 people, and figures cover a period of at least 7 days. An admin can raise that group size but not lower it. Smaller departments are folded into "Other". If "Other" would then contain only one department, the smallest visible department is added to it. That way, a small figure can never be worked out from the total.

There is an evaluation mode in which the controller deliberately sets a lower threshold, for departments and for the whole organisation. Switching it on is logged. That choice is the organisation's to make, and belongs in its discussion with the works council or the data protection officer. BeeSensible does not switch that mode on itself.

During a trial, an admin can switch on a sandbox with a threshold of 1. It only works while that admin is the only activated account, ends automatically when a second account is activated or the trial ends, and is also logged.

#What Accountability shows

Accountability is off by default and is switched on per organisation. It requires the Realtime Privacy and AI Governance modules. For a month or a quarter, the screen shows three topics with two figures each: AI tools seen and AI tools with a decision; critical highlights and the share that was adjusted; AI notices shown and alternatives opened. For each legal provision, it states what the law says, what BeeSensible contributes and what falls outside its scope. Measurement coverage shows how many seats BeeSensible is active on, and estimates the share of AI visits that happen in apps where BeeSensible helps. Below the threshold of five active users there are no figures and no report. A report for a period is frozen with a SHA-256 checksum. It provides evidence, but it does not certify compliance and does not assign a compliance status.

For questions about roles, agreements or the DPIA, email trust@beesensible.eu.