This article explains how employee data is processed in AI Simulation and what the employee sees and when. Your employer company is the data controller; Teamso acts as the data processor. An admin sets the retention periods and audio recording on Configuration > AI Simulation > Settings.
Before you start
Your company has met its own notice and VERBİS obligations. VERBİS registration is the obligation of the company as data controller.
An admin has set audio recording and the retention periods (AI Simulation settings, usage and credit).
The privacy notice
When an employee starts their first simulation, the AI Simulation privacy notice window opens. It opens again when the notice version changes.
The notice covers the data controller and processor, the data processed (written and spoken transcripts, scores, usage times; audio when recording is on), the purposes (onboarding, skill development, coaching), the legal grounds, the transfer to AI service providers abroad, the retention periods, the use of AI and your rights. The retention periods come from your company's settings.
The employee clicks I have read and understood. This is not explicit consent; it shows that you have read the notice. No conversation starts without it.
During a conversation
The conversation screen always shows the AI customer label.
Before a voice conversation starts, the screen says "This is a training conversation with an AI customer. Your speech is transcribed." When audio recording is on, it also says how many days the recording is kept.
In a voice assignment an employee who does not want a voice conversation can choose Written and complete the assignment in writing; the manager sees it with the Written alternative label.
Masking
Written messages, transcripts, knowledge document summaries and the prompt for creating a scenario with AI are masked before they are sent to the AI service provider and before they are stored: a Turkish ID number becomes [TCKN], an IBAN [IBAN], a card number [KART], a phone number [TELEFON] and an e-mail address [EPOSTA]. In a voice conversation the audio reaches the provider unmasked (it is needed to recognise speech); the transcript is masked before it is stored. We recommend not sharing real personal data in a conversation.
Retention and deletion
In the Privacy section of Configuration > AI Simulation > Settings, with Audio recording on, the audio of voice conversations is kept and can be played on the result page; when off, only the transcript is kept.
When the Audio retention (days) period ends, recordings are deleted automatically.
When the Transcript retention (days) period ends, transcripts are deleted; scores, criterion summaries and measures stay. The result page then says "The transcript was deleted when its retention period ended."
When an employee is deleted permanently, their simulation data is deleted too.
Use of AI
No emotion, stress or identity is inferred from your voice, face or tone; no voiceprint or camera is used. Empathy is scored only from what you say.
The score is a development tool; it is not linked automatically to decisions such as bonuses, promotion or dismissal.
An employee can appeal a result (when your company allows it); their manager or an admin reviews the conversation and the score and corrects it if needed (Reading a simulation result, Team results and reviews).
The model that scored and the rubric version are recorded with every score.
Common problems
Symptom: The privacy notice opened again.
Cause: The notice version changed (for example the retention periods or the audio recording setting changed).
Fix: Read the notice and click I have read and understood.
Symptom: The result page has no transcript.
Cause: The transcript retention period ended.
Fix: The score and criterion summaries stay; the transcript cannot be restored.