Pilot Architect / Workflow Assessment
The integrated public Pilot Architect asks you to describe one workflow. When you request the free assessment, AIRA stores the submitted workflow answers so it can generate the assessment and analyse aggregated market-validation patterns. This is different from earlier versions of the public Pilot Architect, which did not intentionally persist the entered workflow text.
Which Pilot Architect data is stored
The market-validation record may contain:
- organisation type, role category and size band;
- workflow type and the workflow/problem description you provide;
- recency, estimated hours, optional internal hourly cost and current solution;
- desired improvement, constraints, relevant systems and data-sensitivity classification;
- your reaction to the assessment, blockers, price reaction and next-step intent;
- calculated assessment scores and source/UTM information where present.
Purpose and legal basis
The workflow answers are processed to provide the free assessment and to validate, in aggregated form, which operational problems, requirements, objections and pilot signals occur in the market. The assessment/validation processing is based on your explicit consent in the form. If you request contact, those contact details are processed on the basis of that separate consent and/or pre-contractual steps requested by you.
Retention
Pilot Architect market-validation responses are retained for up to 12 months. The tool checks and deletes expired validation records when it is accessed. Optional follow-up contact records are stored separately for up to 6 months, unless a business relationship, legal obligation or documented follow-up purpose requires longer retention.
No sensitive content needed
Do not enter client dossiers, passwords, authentication data, trade secrets, medical information, special-category personal data or other sensitive information. You may classify that a workflow involves sensitive data without entering the sensitive data itself.
Assessment generation, AI and suppliers
The integrated Pilot Architect combines deterministic AIRA scoring and guardrails with an AI-generated explanation when the AI service is available. Relevant workflow answers are then sent server-side to the configured OpenAI API model so the system can interpret your question and formulate a personalised answer. Contact details are collected only after the assessment and are not included in that AI request. If the AI service is unavailable, the tool falls back to the deterministic AIRA assessment.
AIRA sends these assessment requests with API storage disabled at the application-state level. OpenAI states that API data is not used to train its models by default, while abuse-monitoring logs may ordinarily be retained for up to 30 days unless different account-level data-retention controls apply.
When a workflow assessment is submitted, AIRA also sends an internal notification email to the AIRA engagement mailbox with the response reference, a workflow summary and assessment signals so the team does not miss a real customer response. If you explicitly request follow-up, the notification can also contain the contact details you provided.
Other public AI tools
For public tools such as Pathfinder, requests may pass through hosting/network infrastructure and, where AI refinement is enabled, an AI-model provider. Providers may process or temporarily log technical/request data according to their configuration, contracts and policies. AIRA aims to minimise application-level logging of user prompt content.
Other data we may process
For contact, appointments, pilots or agreed services, we may process name, email address, organisation details, appointment information and information you choose to share with us.
Processors, infrastructure and analytics
Hosting, network, email, planning and other service providers may process limited data on behalf of AIRA or as part of their service. Website analytics are loaded only where configured and subject to the applicable consent settings.
Security and your rights
AIRA applies proportionate security measures and data minimisation. Where applicable you may request access, correction, deletion, restriction or portability, withdraw consent, or object to processing. You may also lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).
Contact
For privacy questions or rights requests, use AIRA Systems’ published contact details. We may request reasonable identity verification before handling a rights request.