HR (including personnel) and organizational processes particularly benefit when policies, role descriptions (e.g., job descriptions or areas of responsibility), procedures, and organizational knowledge are centrally available, up-to-date, and at the same time securely protected. Employees and managers thus receive reliable guidance, while sensitive personnel and company data are processed in a controlled manner.

Especially in the HR sector, sensitive data is handled and not all information may be accessible or used. Special legal issues often arise, as well as questions about sensitive data (e.g., personal data).

Very specific systems are used here, which, for example, do not pass on such data to other servers. For example, certain LLMs can be used locally without transferring data to any server, cloud, or other destination.

Vimmera AI specifically supports typical tasks in the HR and organizational environment. Onboarding processes are facilitated by enabling new employees to quickly receive answers to internal questions and providing relevant information in context. Policies, processes, and responsibilities are findable and accessibly understandable without lengthy searches in different systems. Additionally, documents, templates, and drafts can be prepared in a structured manner, allowing HR departments and specialist areas to work more efficiently and consistently.

Employment references can thus be easily created, legal (including labor law) questions can be asked and answered quickly, and application processes can be optimized.

HR and organizational processes particularly benefit when policies, roles, procedures, and personal information are securely available, up-to-date, and at the same time protected.

Vimmera AI connects structured organizational knowledge with clear access and security concepts, so that employees receive guidance and sensitive data remains under control at all times.

Onboarding

The practical benefits of AI-supported solutions become particularly evident during the onboarding of new employees. New colleagues must familiarize themselves with tasks, processes, products, systems, and responsibilities, often under time pressure and with very different prior knowledge. Vimmera AI provides the information relevant to the respective role in a structured, understandable, and always accessible manner. Questions can be asked directly, content can be deepened, and connections explained without constantly having to involve colleagues.

Since all content is based on a verified company knowledge base, the quality of the information provided remains consistent and reliable. This shortens onboarding times, relieves teams, and ensures that new employees become productive faster and feel more secure.

HR work and sensitive data

HR departments process highly sensitive information every day, including personal data, performance appraisals, employment law documents, and confidential decisions. Vimmera AI supports this work in protected, controlled environments with clear roles and access rights. This ensures that data is used exclusively by authorized persons and that data protection and compliance are maintained at all times.

A typical use case is the creation of employment references or personnel-related documents. Job profiles, project contributions, performance appraisals, and feedback can be systematically evaluated and transferred into consistent, legally compliant wording. Individual details can be included, while at the same time ensuring that no inadmissible or confidential content enters documents. The result is complete, fair, and comprehensible documents with significantly less time required.

Documentation in everyday work

Vimmera AI also provides noticeable relief in the area of documentation. Employees can easily record meetings, customer appointments, or agreements by voice. The system transcribes the content, structures it, assigns it to the correct processes, and creates tasks, responsibilities, and summaries. Missing information is specifically requested so that the documentation remains complete and consistent.

On this basis, structured reports or summaries for internal departments and customers can be generated automatically. All parties involved are informed in a timely manner, next steps are clearly defined, and knowledge is not lost.

This makes documentation an integrated part of the work instead of an additional burden. Transparency increases, processes become more reliable, and organizations always have up-to-date, complete, and usable information.

Legal rules

With sensitive data, especially personal data, there are of course some legal limits in addition to confidentiality. The General Data Protection Regulation (GDPR) plays a very special role here. But the AGG (General Equal Treatment Act) and the EU AI Act must also always be observed.

And that is exactly what we do. Every process that we automate with you is analyzed in detail, we provide you with appropriate assessments and check which requirements must be met. In addition, precise documentation is created on how the systems may be used, what is permitted and what is not. This means we make sure that your systems not only work well later, but can also be used in a legally compliant manner.

GDPR

The General Data Protection Regulation regulates, for example, the basic handling of sensitive and especially personal data. It is about ensuring that every person is informed exactly about what happens to their data. How and where it is stored and who has access to it. Transparency is important and a basic requirement. Not everything may simply be stored or evaluated. There are clear limits that must be observed here.

We have prepared further information on the GDPR for you in a separate article about the GDPR.

AGG

The General Equal Treatment Act stipulates that no one may be disadvantaged on the basis of various criteria. These include:

• Ethnic origin
• Gender
• Age
• Disability
• Sexual identity
• Religion and beliefs

This must be addressed very early on when configuring AI systems. Depending on which data an LLM (the language model in the background) was trained with, distortions may occur that prevent 100% neutrality in evaluations and answers. Each LLM reacts somewhat differently here.

Vimmera AI uses specific measures to prevent such distortion. All information output by the systems comes from your company knowledge and not from the training data of an LLM.

EU AI Act

The EU AI Act must also be taken into account when using AI in companies. This directive sets European limits for the use of AI. We have also put together a separate article for you on this topic.

For example, the EU AI Act regulates how an AI system is classified and what measures must be taken around the system. For example, there are clear rules about what is allowed and what is not. There is also a distinction between systems with low, normal, or high risk. Different requirements apply to transparency, use, and documentation.

The EU AI Act primarily serves to ensure that AI is used responsibly and transparently.

What is allowed and what is not with AI in HR?

There are a few things to consider, especially when working with sensitive data (in HR, among other things, personal data):

Prohibited are, for example:

• automated decisions by AI systems

An AI system may, for example, never make certain decisions independently and without human intervention or control. Specifically, this means:

AI systems may not, for example, automatically send rejections to applicants.

AI systems may also not make the final decision on a hire.

AI systems may not independently make salary or bonus decisions or specify contract terms.

However, the following is permitted:

AI systems pre-sort and filter applicants for a (human) personnel decision.

AI systems may suggest people for a specific activity.

AI systems assist in creating job advertisements.

In the end, a human must make the decision here.

And that is exactly what our systems do. They work with you, optimize and accelerate processes, and evaluate a large amount of data. AI systems are your tool in HR and you should not have to worry about the legal framework.

Only a few examples are listed here. Of course, there is much more and many more conditions to consider. In our discussions, we look at everything that is important for you and your company and only set up the systems that comply with the applicable guidelines.

If you want to make HR and organizational work more efficient without data protection risks, we will jointly clarify suitable use cases and a secure operating model.