AI Policy

At akoyaGO, Inc., we use Artificial Intelligence (AI) and automation to enhance our software and services while protecting your privacy and maintaining human control over important decisions. This AI Policy explains how we use AI, how your data is handled in AI-related processes, where Microsoft’s AI services in Dynamics 365 are involved, and what choices and rights you have. This policy applies to all akoyaGO solutions, including GOapply, GOdonate, GOfund, and our Dynamics 365 customizations, unless a separate AI notice or agreement is provided.

How akoyaGO Uses AI

We use AI and automation in limited, focused ways to improve user experience, security, and efficiency. Our AI usage is designed to assist people, not replace them.

A. Product and Operational Enhancements

Improving search results and content organization
Helping identify duplicate or incomplete records
Supporting smarter workflows for applications, reviews, and tasks
Highlighting potential data inconsistencies for human review

B. Security and Fraud Protection

Detecting unusual login or access patterns
Supporting threat detection and automated alerts
Helping identify suspicious activities to protect accounts and data

C. Customer Support and Efficiency

Assisting support teams with suggested responses or knowledge articles
Improving help documentation and guidance within the products
Supporting faster troubleshooting and issue classification

D. Analytics and Product Improvement

Understanding how features are used to improve usability
Supporting capacity planning and performance tuning
Using aggregated insights to shape the future of our products

akoyaGO does not use AI to make decisions about grant awards, scholarship selections, donor allocations, or any other determinations that produce meaningful or legal effects. All funding-related decisions are made solely by your organization’s authorized staff or review committees.

What akoyaGO Does Not Use AI For

To maintain trust, fairness, and compliance, we do not use AI for:

Automatic approval or denial of grants, scholarships, or donor actions
Automated scoring or ranking of applicants without human involvement
Selling or licensing user data for AI model training
Creating behavioral advertising profiles of applicants, donors, or staff
AI-driven decisions that have legal effects or significant impacts on individuals.

Data Handling in AI Systems

A. No Training or Selling of Customer Data

We do not use customer data to train public or third-party foundation AI models, and we do not sell your data for AI or analytics purposes.

B. Limited Internal AI Processing

AI tools may process your data internally for:

Troubleshooting and support
Workflow optimization and data quality improvements
Security monitoring and anomaly detection
System performance analysis and capacity planning

C. Third-Party AI Tools

When we use third-party AI or automation services (for example, to support internal operations or analytics), we require:

Strong data protection and confidentiality agreements
Encryption of data in transit and at rest, where appropriate
Limited data retention aligned with the purpose of processing
No reuse of your data for unrelated training or product development

D. Human Oversight

All AI-assisted features at akoyaGO are designed to support human users, not replace them. Humans remain responsible for reviewing, validating, and acting on AI-assisted outputs.

Fairness, Accuracy, and Transparency

We are committed to using AI in a way that is fair, accurate, and understandable.

A. Fairness

We design AI-supported features to avoid unfair bias or discrimination. When AI is used for pattern detection or recommendations, it is intended to support, not replace, human judgment.

B. Accuracy

AI-assisted features may sometimes produce imperfect or incomplete outputs. We continuously monitor and refine these features, and we rely on human review and feedback to ensure quality and correctness.

C. Transparency

We aim to be clear when AI significantly assists a feature or workflow. When in doubt, we treat AI outputs as suggestions that require human judgment, not as final decisions.

D. Accountability

Humans at your organization and at akoyaGO remain responsible for important outcomes and decisions. AI is a tool; accountability stays with people.

User Choices and Rights

Your rights may vary depending on your location and relationship with akoyaGO (for example, as a customer, user, applicant, or donor), but we aim to provide meaningful control wherever possible.

A. Optional AI Features

Some AI-assisted features can be enabled, configured, or disabled at the organization or administrator level. If you are an akoyaGO customer and wish to adjust how AI is used in your environment, please contact your akoyaGO representative or support.

B. Access and Correction

You may request access to personal information that may be involved in AI-supported processing, and request corrections if you believe it is inaccurate or incomplete, consistent with our Privacy Policy.

C. GDPR / UK GDPR Rights

If you are located in the European Economic Area (EEA) or the United Kingdom (UK), you may have additional rights under the GDPR and UK GDPR, including:

The right to request information about how your data is used in AI-assisted processing
The right to object to certain types of processing based on legitimate interests
The right to request human involvement for decisions that may significantly affect you

D. California CCPA/CPRA Rights

If you are a California resident, you may have rights under the CCPA/CPRA to:

Request access to categories of personal information used in AI-supported features
Request deletion of personal information, subject to legal exceptions
Confirm that akoyaGO does not “sell” or “share” your personal information for AI profiling

For more information about your privacy rights and how to exercise them, please see our Privacy Policy or contact us at privacy@akoyago.com.

Security and Compliance

We apply the same strong security controls to AI-related processing as we do to all other data handling at akoyaGO.

Security Measures

Encryption of data in transit and at rest, where appropriate
Role-based and least-privilege access controls
Monitoring, logging, and auditing of access and activity
Regular security testing, patching, and improvements

We also use contractual and technical measures to ensure that third-party AI providers protect your data and comply with applicable privacy and security requirements.

AI Usage in Microsoft Dynamics 365

akoyaGO solutions run on Microsoft Dynamics 365. Some AI-powered features available in your CRM environment are provided directly by Microsoft, not by akoyaGO.

A. Examples of Microsoft AI Features

Microsoft Copilot experiences in Dynamics 365
AI-generated summaries, suggestions, or insights
AI Builder tools used for form processing or predictions
Azure Cognitive Services used within Dynamics 365
Intelligent search, relevance, or recommendations

B. How Microsoft Handles Data

When you use Microsoft’s AI features, your CRM data may be processed by Microsoft’s AI systems under Microsoft’s own terms, which may include:

Microsoft Product Terms
Microsoft Data Protection Addendum (DPA)
Microsoft Privacy Statement
Microsoft Responsible AI Standard

Microsoft states that customer data in Dynamics 365 is not used to train public foundation models.

C. Your Control Over Microsoft AI Features

Your organization’s administrators control whether Microsoft AI features (such as Copilot, AI Builder, or other AI-based capabilities) are enabled or disabled in your Dynamics 365 environment. akoyaGO does not automatically enable or configure these features on your behalf.

If you choose to enable Microsoft’s AI features, you are accepting Microsoft’s applicable terms and settings. You may adjust or disable these features at any time through your Dynamics 365 or Microsoft 365 administration settings.

D. Separation of Responsibilities

Microsoft is responsible for AI processing performed within Dynamics 365 and its cloud services.
akoyaGO is responsible for how our solutions interact with your CRM data and for any AI we implement.
akoyaGO does not override Microsoft’s AI behavior or use your CRM data to train non-Microsoft AI models without your explicit direction.

Changes to This AI Policy

We may update this AI Policy from time to time to reflect new features, changes in how we use AI, or changes in legal or regulatory requirements. When we update the policy, we will revise the “Effective Date” at the top of this page. If we make significant changes that affect how your data is used with AI, we will provide additional notice, such as by email, in-app notification, or a prominent message on our website.

Contact Us

If you have any questions, concerns, or requests related to this AI Policy or how we use AI in our products, please contact us:

akoyaGO, Inc.
2626 East 82 Street, Suite 375
Minneapolis, MN 55425 USA
Email: privacy@akoyago.com
Website: www.akoyago.com

Please avoid including sensitive information (such as passwords or full payment details) in your initial email to us.