<html>
<head>
<meta http-equiv="Content-Type" content="text/html; charset=Windows-1252">
<style type="text/css" style="display:none;"> P {margin-top:0;margin-bottom:0;} </style>
</head>
<body dir="ltr">
<div style="margin-top: 1em; margin-bottom: 1em; font-family: Aptos, Aptos_EmbeddedFont, Aptos_MSFontService, Calibri, Helvetica, sans-serif; font-size: 12pt; color: rgb(0, 0, 0);" class="elementToProof">
Dear all,</div>
<div style="margin-top: 1em; margin-bottom: 1em; font-family: Aptos, Aptos_EmbeddedFont, Aptos_MSFontService, Calibri, Helvetica, sans-serif; font-size: 12pt; color: rgb(0, 0, 0);" class="elementToProof">
As part of our collective responsibility to protect confidential and personal data within the PIXEurope consortium, I would like to clarify that
<b>AI-based transcription or summarisation tools must <u>NOT</u> be used during consortium meetings</b>.</div>
<div style="margin-top: 1em; margin-bottom: 1em; font-family: Aptos, Aptos_EmbeddedFont, Aptos_MSFontService, Calibri, Helvetica, sans-serif; font-size: 12pt; color: rgb(0, 0, 0);" class="elementToProof">
This measure ensures compliance with our obligations under Articles 13 (Confidentiality and Security), 15 (Data Protection) and 17 (Communication, Dissemination and Visibility) of the Grant Agreement. These articles require all beneficiaries to handle project
information securely, protect personal data in accordance with the GDPR, and prevent unauthorised disclosure of confidential content.</div>
<div style="margin-top: 1em; margin-bottom: 1em; font-family: Aptos, Aptos_EmbeddedFont, Aptos_MSFontService, Calibri, Helvetica, sans-serif; font-size: 12pt; color: rgb(0, 0, 0);" class="elementToProof">
Any technology that <b>transfers, stores, or processes meeting data externally</b> carries a significant risk of breaching these obligations - particularly since most commercial AI tools process or store data on servers located outside the European Union, where
EU data-protection standards do not apply. For the same reason, <b>AI chatbots such as ChatGPT should not be used to generate or summarise meeting minutes</b>.</div>
<div style="margin-top: 1em; margin-bottom: 1em; font-family: Aptos, Aptos_EmbeddedFont, Aptos_MSFontService, Calibri, Helvetica, sans-serif; font-size: 12pt; color: rgb(0, 0, 0);" class="elementToProof">
Official minutes must continue to be prepared and validated through the consortium’s internal governance procedures, ensuring accuracy, traceability, and full compliance with both the Grant and Consortium Agreements.</div>
<div style="margin-top: 1em; margin-bottom: 1em; font-family: Aptos, Aptos_EmbeddedFont, Aptos_MSFontService, Calibri, Helvetica, sans-serif; font-size: 12pt; color: rgb(0, 0, 0);" class="elementToProof">
Thank you for your understanding and cooperation on this matter - If you'd like to discuss this further, feel free to reach out directly.<br>
<br>
Best regards, <br>
Marina</div>
<div style="font-family: Aptos, sans-serif; font-size: 12pt; color: rgb(0, 0, 0);" class="elementToProof">
<span style="font-size: 10pt;"><b><br>
</b></span><img style="width: 137px; height: 62px; max-width: 780px; margin-top: 0px; margin-bottom: 0px;" height="62" width="137" alt="undefined" data-outlook-trace="F:1|T:1" src="cid:f2d6a2bc-7988-4a55-af81-dfa161d570e7"></div>
<div class="elementToProof" id="Signature">
<p style="margin: 0cm;" class="elementToProof"><span style="font-family: Aptos, sans-serif; font-size: 12pt; color: rgb(0, 20, 137);"><b>Marina Santana-Vega, PhD</b></span></p>
<p style="margin: 0cm;" class="elementToProof"><span style="font-family: Aptos, sans-serif; font-size: 10pt; color: rgb(0, 0, 0);"><b>PIXEurope Project Manager</b></span></p>
<p style="margin: 0cm;" class="elementToProof"><span style="font-family: Aptos, sans-serif; font-size: 10pt; color: rgb(0, 0, 0);"><b>PIXSpain Competence Centre Ecosystem Manager</b></span></p>
<p style="margin: 0cm;" class="elementToProof"><span style="font-family: Aptos, sans-serif; font-size: 10pt; color: rgb(0, 0, 0);">ICFO-The Institute of Photonic Sciences</span></p>
<p style="margin: 0cm;" class="elementToProof"><span style="font-family: Aptos, sans-serif; font-size: 10pt; color: black;">Mediterranean Technology Park</span></p>
<p style="margin: 0cm;" class="elementToProof"><span style="font-family: Aptos, sans-serif; font-size: 10pt; color: black;">Av. Carl Friedrich Gauss, num. 3<br>
08860 Castelldefels (Barcelona), Spain</span></p>
<p style="margin: 0cm;" class="elementToProof"><span style="font-family: Aptos, sans-serif; font-size: 10pt; color: black;">T: +34 93 554 2228</span></p>
<p style="margin: 0cm;" class="elementToProof"><span style="font-family: Aptos, sans-serif; font-size: 10pt; color: black;">E:
</span><span style="font-family: Aptos, sans-serif; font-size: 10pt; color: rgb(70, 120, 134);"><u><a style="color: rgb(70, 120, 134); margin-top: 0px; margin-bottom: 0px;" href="mailto:marina.santana@icfo.eu">marina.santana@icfo.eu</a></u></span></p>
<p style="margin: 0cm;" class="elementToProof"><span style="font-family: Aptos, sans-serif; font-size: 10pt; color: rgb(0, 20, 137);">I:
</span><span style="font-family: Aptos, sans-serif; font-size: 10pt; color: rgb(5, 99, 193);"><u><a style="color: rgb(5, 99, 193); margin-top: 0px; margin-bottom: 0px;" target="_blank" href="http://www.icfo.eu/">www.icfo.eu</a></u></span></p>
<div style="font-family: Aptos, Aptos_EmbeddedFont, Aptos_MSFontService, Calibri, Helvetica, sans-serif; font-size: 12pt; color: rgb(0, 0, 0);" class="elementToProof">
<br>
</div>
</div>
</body>
</html>