Responsible AI at Energage

At Energage, we use artificial intelligence to help organizations better understand workplace culture, improve the employee experience, and turn feedback into meaningful action. Our AI capabilities are designed to support human insight, not replace human judgment.

We are committed to developing and deploying AI in a responsible, secure, transparent, and scientifically grounded manner. Our approach is guided by clear governance practices, privacy protections, human oversight, and a risk-based review process for AI-enabled product features.

Privacy and Data Protection

Energage applies privacy and data protection principles throughout the development and operation of AI-enabled product features.

Protection of Employee Anonymity

Protecting the anonymity of employee feedback is central to Energage’s approach.

Energage AI systems are not designed to identify anonymous survey or feedback respondents. Our systems must not attempt to reconstruct, infer, or reverse anonymity protections. Where AI is used to analyze employee feedback, Energage applies safeguards designed to preserve confidentiality and respect platform thresholds and anonymity commitments.

However, anonymity also depends on the information respondents choose to provide. When a respondent includes identifying details in a free-text response, that content may reveal their identity despite Energage’s safeguards. See “User-Provided Free-Text Content” below.

No Use of Customer Data to Train Third-Party Foundation Models

Energage does not permit customer data to be used to train, fine-tune, or improve third-party foundation AI models.

When Energage uses external AI providers, those providers are subject to contractual restrictions that prohibit the use of customer data for their own independent purposes, including training or fine-tuning general AI models.

Data Minimization and De-Identification

Energage may use AI to analyze data collected from its users, including survey responses, behavioral assessment responses, check-in data, and employee comments. Where feasible, Energage applies measures to remove direct personal identifiers from data before it is processed by AI systems.

Energage also seeks to limit the data used by AI systems to what is reasonably necessary for the intended product purpose. Additional safeguards are applied to contextual information or metadata that could reasonably increase the risk of re-identification.

User-Provided Free-Text Content

Some Energage features include free-text fields where users choose what information to enter. Energage does not require personal identifiers in these fields and encourages users to avoid including unnecessary personal information.

However, because users control what they enter, free-text content may contain personal information that Energage does not separately detect or remove. Energage protects this content through confidentiality obligations, access controls, and contractual restrictions on sub-processors.

Use of Aggregated and De-Identified Data

Energage may use aggregated and de-identified data to improve internal analytics, product usability, and model performance in support of advancing the science of workplace culture and organizational health. Such use is governed by internal data governance standards and is designed to protect individuals and organizations.

How Energage Uses AI in Its Products

Energage uses AI to enhance product experiences, improve analysis, and help customers act on employee feedback more efficiently.

Examples may include summarizing employee comments, identifying themes in feedback, supporting culture storytelling, drafting recommendations, or assisting users with writing and analysis. AI supports insight generation, productivity, analysis, and planning activities. It is not used to independently make employment decisions.

AI Is Assistive Only

Energage AI features are advisory and assistive in nature. AI may help surface patterns, summarize information, draft content, or suggest possible actions, but final decisions remain with people.

AI-generated insights are based on available data and established workforce-science principles, but they may be incomplete or inaccurate and should be independently reviewed. Recommendations are suggestions, not directives, and should not be the sole basis for any action affecting an individual.

Energage AI systems do not independently make or execute employment decisions, including decisions related to hiring, promotion, compensation, discipline, succession, or termination. Where AI may support an employment-related workflow, human review and authorization are required.

Customer Control Over AI Features

Energage uses a risk-based approach to AI feature enablement and customer control.

Higher-risk AI capabilities are disabled by default and require appropriate customer review, approval, and configuration before use. Energage provides customers with the ability to disable or opt out of AI-enabled features. Depending on the feature, this may be available through in-product settings or by submitting a request to Energage.

Because Energage provides these features to organizations for use across their workforce, AI features are enabled or disabled at the organization level rather than by individual users. Requests to change these settings should be made by the client’s authorized administrators.

To request to opt out of AI features, clients should contact their Customer Support Manager or email support@energage.com.

Transparency in the Product Experience

Energage is committed to helping users understand when AI is being used.

AI-generated content and AI-assisted insights are clearly labeled within the product experience. Disclosures are designed to help users recognize when AI has contributed to a summary, recommendation, draft, or other output. Energage uses consistent product design patterns and disclosure language so users can understand the role AI is playing.

Examples may include labels or notices indicating that a summary was generated by AI, that recommendations were selected or supported by AI, or that AI-generated writing should be reviewed and edited by the user.

Fairness, Bias Awareness, and Scientific Grounding

Energage develops AI features with attention to fairness, workforce science, and the potential for unintended bias.

Consistent with Energage’s AI governance program, a bias review is required when the nature of an AI feature, the data used, or the intended use of its output creates a meaningful risk of unfair or discriminatory impact.

Higher-risk AI systems are designed with processes for additional documentation, review, monitoring, and, where appropriate, human oversight and verification before outputs are used in decision-making.

Energage also reviews AI-generated insights, summaries, and recommendations to help ensure they faithfully represent the underlying data and remain aligned with established workforce science and responsible management practices.

Where appropriate, Energage conducts periodic testing, monitoring, or review of higher-risk AI systems to identify potential performance issues, unintended bias, or degradation over time.

AI Risk and Governance

Energage uses a risk-based AI governance framework to determine the level of review, documentation, and oversight required for AI-enabled product features.

These risk levels reflect Energage’s internal governance framework and are not intended to correspond to any external risk classification or legal category. This framework allows Energage to innovate responsibly while applying stronger safeguards to higher-risk use cases.

AI Vendor and Model Standards

Energage evaluates external AI vendors and model providers against security, privacy, and responsible AI standards before they are used in connection with Energage products.

Before approving a provider, Energage evaluates whether it retains prompts, outputs, or customer data; whether customer data may be used for model improvement; and whether appropriate contractual restrictions and security controls are in place.

Where applicable, third-party AI providers used within the Energage platform are classified as sub-processors under Energage’s data protection agreements. Energage requires appropriate contractual protections, including restrictions on the use of customer data, security controls, and data-handling commitments.

Energage periodically reviews AI vendors and may discontinue or replace a vendor if its data practices, model behavior, sub-processor status, or contractual commitments no longer meet Energage standards.

Monitoring and Continuous Improvement

Energage AI systems are not treated as “set and forget” capabilities.

Energage maintains practices to monitor AI output quality, consistency, and performance over time. User feedback, quality reviews, issue escalations, and model changes may trigger additional review or remediation.

Where an AI system could create material legal, compliance, security, safety, or business risk, Energage maintains the ability to suspend, disable, or restrict the system when necessary.

Accountability and Oversight

Energage maintains an AI governance operating model with defined accountability for responsible AI development and oversight.

The AI Governance Committee owns Energage’s AI product governance policy and oversees AI governance practices. Product, Data Science, Engineering, Security, Legal, and other responsible teams contribute to the review, implementation, monitoring, and continuous improvement of AI-enabled product features.

Energage also maintains an AI system registry and internal documentation to support governance, oversight, auditability, and responsible product management.

Energage monitors evolving legal and regulatory requirements relating to AI, including privacy, employment, consumer protection, and AI-specific regulatory frameworks, and updates its governance practices as appropriate.

Reporting AI Concerns

Customers may raise questions, concerns, or complaints about AI-enabled product features through their standard Energage customer success channels or by emailing support@energage.com.

AI-related matters are reviewed through Energage’s internal escalation process and routed to the appropriate teams for triage, review, and corrective action where warranted.

Our Ongoing Commitment

Energage is committed to using AI responsibly to help organizations build and sustain better workplaces. As AI technology, regulation, and best practices continue to evolve, we will continue to evaluate and improve our AI governance, product development practices, privacy safeguards, and transparency commitments.

Our goal is to use AI in ways that strengthen human insight, preserve trust, protect employee voices, and help organizations take more informed and responsible action.