1. What an AI Mind is
An AI Mind is a conversational AI assistant built on the Dialogis platform. A customer (an expert or a business, the "Operator") uploads its own material (documents, recordings, talks, web pages, posts) and configures a persona. The Mind then answers End Users' questions in text and, where enabled, voice, using that material. It is offered on the Operator's website as a chat widget, on a hosted page, and on Telegram, WhatsApp and Instagram.
A Mind is an AI system intended to interact directly with natural persons. It is not a general-purpose chatbot: it is designed to answer from the Operator's own material and to say when it does not know.
2. Who is responsible
- Dialogis.ai s.r.o. develops and provides the platform and is the provider of the AI Mind system within the meaning of the AI Act.
- The Operator configures and publishes a specific Mind and is its deployer. The Operator is also the controller of End Users' personal data under the GDPR.
Both roles carry obligations, which are set out in the Terms of Use (Sections 6 to 8), the Acceptable Use Policy and the Data Processing Agreement.
3. How we tell you that you are talking to an AI
Article 50(1) of the AI Act requires that people are informed that they are interacting with an AI system. We build that disclosure into every Mind so that Operators cannot omit it:
- On the web (widget and hosted pages), a screen before the first message states that you are interacting with an AI assistant whose answers may be inaccurate, explains that messages are stored and processed, and links to the End-User Terms and the Privacy Policy. You must agree before chatting.
- On Telegram, WhatsApp and Instagram, the Mind sends a notice at the start of a conversation stating that you are chatting with the expert's AI assistant and linking the same documents. The notice is repeated when the documents change.
- Voice answers are generated synthetically and are disclosed as AI-generated in the same notices. Where a Mind uses a voice modelled on the expert (a Voice Clone), the expert has consented, and the voice is still disclosed as synthetic.
- The Mind is instructed to confirm that it is an AI whenever asked, and Operators are contractually prohibited from configuring a Mind to claim to be human, to deny being an AI, or to hide these disclosures.
- If a human joins a conversation (human handoff), the chat says so.
Machine-readable marking. In every interface we control, AI-generated messages and voice are visibly labelled as generated by an AI assistant. We are adopting machine-readable marking of synthetic voice and text outputs in line with Article 50(2) of the AI Act as the technical standards and the Commission's code of practice on this point mature, and will update this notice when it is in place.
4. What models and services are used
A Mind combines several components. As of the date of this notice:
- Retrieval: the Operator's material is transcribed, read, OCR-processed, summarised and converted into vector embeddings (Google Vertex AI) stored in our EU-hosted database. For each question, the most relevant passages are retrieved.
- Answer generation: large language models from OpenAI (GPT family) and, where configured, Google (Gemini, via Vertex AI or the Gemini API) generate the answer from the retrieved passages, the persona instructions and the recent conversation.
- Speech: ElevenLabs provides speech-to-text, text-to-speech, real-time voice conversations and Voice Clones.
- Document processing: Mistral AI provides OCR; Apify and Jina AI fetch web pages and public posts on the Operator's instruction.
These are general-purpose AI models developed by third parties; Dialogis does not train its own foundation models. The current list of providers and their locations is in the Sub-processor List. We may change providers or models where the replacement offers comparable capability and data protection.
Neither we nor our providers use Operators' material or End Users' conversations to train general-purpose models.
5. Capabilities and limitations
A Mind can answer questions, explain, summarise and point to the Operator's material, hold a conversation across several turns, collect a contact request when the End User agrees, and hand the conversation to a human.
A Mind cannot guarantee correct answers. Known limitations include:
- Errors and invention. Language models can produce confident answers that are wrong, incomplete or invented, even when relevant material exists. Retrieval reduces but does not eliminate this.
- Out-of-date knowledge. A Mind knows only what the Operator uploaded, as of the time it was uploaded.
- Not the person. A Mind is not the expert and cannot know the expert's current views, availability or personal circumstances. Its answers are not statements by the expert at the time of the conversation.
- No professional advice. Answers are general information, not legal, medical, financial or other professional advice.
- Bias. Models may reflect biases present in their training data or in the Operator's material.
- Manipulation. Users may try to make a Mind behave outside its instructions ("prompt injection"). We apply safeguards, but they are not perfect.
- Language and voice quality vary by language; transcription of accents, names and noisy audio may be inaccurate.
6. Human oversight
- Operators must review a Mind before publishing it and monitor its conversations afterwards. The admin platform shows every conversation and lets Operators correct the Mind by adjusting its material and settings.
- Every Mind can hand a conversation to a human, and Operators must give End Users a way to reach a person.
- A Mind provides information and assistance only. It must not be used to make or materially influence decisions with legal or similarly significant effects on people (for example about credit, employment, education, housing, healthcare or public benefits) without meaningful human review, and deployment in the high-risk contexts of Annex III of the AI Act requires our prior written agreement and the deployer obligations described in the Acceptable Use Policy.
- Dialogis staff review conversation quality under confidentiality to detect harmful outputs and improve the platform.
7. Prohibited uses
The practices prohibited by Article 5 of the AI Act (manipulative or exploitative techniques, social scoring, predictive policing based on profiling, untargeted facial scraping, emotion recognition at work or in education, sensitive biometric categorisation) are never permitted on the platform. See Section 3 of the Acceptable Use Policy.
8. Logging and records
Conversations are stored so that Operators can review them, meet their record-keeping duties and respond to complaints. Technical logs are kept for 30 days. Consent records (which version of the terms an End User accepted, and any consent to be contacted) are stored with the conversation. Retention periods are in Section 9 of the Privacy Policy.
9. AI literacy
Article 4 of the AI Act requires providers and deployers to ensure a sufficient level of AI literacy among the people who operate AI systems on their behalf. Dialogis trains its own staff. For Operators we provide this notice, the product documentation, guidance in the admin platform on testing a Mind before publishing it, and the Acceptable Use Policy. Operators must ensure that the people who configure and supervise their Minds understand these materials.
10. Reporting problems and incidents
If a Mind produces harmful, illegal or seriously misleading output, or if you suspect misuse, please report it to the Operator or to hello@dialogis.io. We record AI-related incidents, investigate them, and, where the law requires it, report serious incidents to the competent authorities. Illegal content can be reported as described in Section 19 of the Terms of Use.
11. Changes
We update this notice when models, providers, disclosure mechanisms or the law change. The version and effective date are shown at the top of the page.