[Pixeurope-ga] Important! - Use of AI Tools during PIXEurope meetings

[Marina Santana]

Dear all,
As part of our collective responsibility to protect confidential and personal data within the PIXEurope consortium, I would like to clarify that AI-based transcription or summarisation tools must NOT be used during consortium meetings.
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.
Any technology that transfers, stores, or processes meeting data externally 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, AI chatbots such as ChatGPT should not be used to generate or summarise meeting minutes.
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.
Thank you for your understanding and cooperation on this matter - If you'd like to discuss this further, feel free to reach out directly.

Best regards,
Marina

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Marina Santana-Vega, PhD

PIXEurope Project Manager

PIXSpain Competence Centre Ecosystem Manager

ICFO-The Institute of Photonic Sciences

Mediterranean Technology Park

Av. Carl Friedrich Gauss, num. 3
08860 Castelldefels (Barcelona), Spain

T: +34 93 554 2228

E: marina.santana at icfo.eu<mailto:marina.santana at icfo.eu>

I: www.icfo.eu<http://www.icfo.eu/>

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