AI and automated processing notice

This notice explains where EcclesiaOne uses artificial intelligence and automated processing, what data is involved, and what choices and protections apply. The platform is operated by Orravo Web Technologies. Read this with the Privacy Policy.

1.Where AI is used

EcclesiaOne uses AI in one place, and it is optional and off by default:

• Digitizing sacramental registers. A diocese can use AI to read scanned images of historical paper registers (for example baptism registers) and extract the entries into structured records. Staff review the extracted data before it becomes part of the official record.

There is no other AI feature. In particular, we do not use AI to translate content, to score or rank people, to write messages on an institution's behalf, or to decide anything about you.

2.The AI provider and where data goes

Register reading uses Anthropic's models, and the page images and the text extracted from them are sent to Anthropic for processing in the United States. This is an international transfer of data, handled as described in the Privacy Policy and the Data Processing Agreement.

The platform also supports Google Cloud Vision as an alternative engine for reading the text off a page. Where that engine is selected, the page images go to Google instead.

The images contain personal data, and often sensitive personal data: names, dates of birth and baptism, and the names of parents, sponsors, and the minister. Many of the people named in a register were children at the time.

3.The feature is off until a diocese turns it on

AI features are disabled by default. A diocese must turn them on before any AI processing can occur, and until then no data is sent to the AI provider. The platform refuses to start a register-reading job for a parish whose diocese has not enabled the feature.

Only the bishop, a diocesan administrator, or the chancellor can turn it on. When they do, the platform records that they attested to the use of AI, who they were, and the date and time, and writes an entry to the audit log. The same people can turn it off again, and that is logged too.

The record of the attestation is the act of enabling, together with this notice. There is no separate signed wording that a diocese accepts on screen.

4.Human review and no solely-automated decisions

AI on EcclesiaOne assists people; it does not make decisions about you on its own. The extracted output is reviewed and corrected by staff before it is committed to the record. The platform does not make decisions that have legal or similarly significant effects on you based solely on automated processing.

5.Accuracy

AI extraction can contain errors, and old handwriting is hard to read. The human review step exists to catch that. Where you believe a record digitized with AI is wrong, you can ask the institution that holds it to correct it, as described in the Privacy Policy.

6.Data we keep about AI processing

For each job, the platform records operational information such as the model used, the prompt version, and usage measures. It also keeps the uploaded page image and the provider's raw response, so that a disputed entry can be checked against what was actually on the page and what the model actually returned.

We should be plain about how long that is kept: there is no automatic deletion. The image and the raw response are kept for as long as the institution's account is open. If an institution wants a particular scan and its response removed, it can ask us and we will delete them.

7.Your rights

The data-protection rights in the Privacy Policy apply to data processed with AI, including access, correction, and (subject to the canonical-record limits) erasure, and the right not to be subject to solely-automated decisions with significant effects, which the platform does not make.

8.Changes

We may update this notice as AI features change. When we publish a new version, the version number and date on this page change. If we change the AI provider or where data is processed, we will update the Sub-processor List and this notice.

9.Contact

For questions about AI on the platform, contact [email protected].