How is AI used in d.vinci?

AI at d.vinci: secure, transparent – you have control

d.vinci uses AI to automate your processes and increase efficiency. However, the human remains at the center. This article gives you an overview of the AI-supported features in our systems and shows how they can assist you. 

Our AI supports you with texts, structure, and pre-filled fields. You decide what to adopt. Every AI output is a suggestion that you review, adjust, and approve.

AI features are marked with a sparkles icon  .

What AI features are available?

Applicant Management

• Check spelling with AI
  In the text editor, you can use AI to check, improve, shorten, expand, or translate texts between German and English.
  KI-Modell: Azure AI ChatGPT-4.1; for translations: DeepL-LLM
• Create publication with AI
  The feature automatically fills the fields of the publication and suggests texts for the publication. The data basis is the associated job opening. 
  KI-Modell: Azure AI ChatGPT-4o
• Short description of a publication 
  Generates a compact, SEO-optimized short description for your job advertisement. 
  KI-Modell: Azure AI OpenAI 3.5
• AI-supported pre-filling for multiposting
  Automatically assigns the contents of your publication to the required fields in the multiposting campaign.
  KI-Modell: Azure AI OpenAI (VONQ) 
• Automatic Status Mapping in the Journey
  Automatically assign your application statuses to the corresponding phases of the journey. The AI analyzes the labels of your statuses (e.g., "First interview", "Documents requested") and assigns them to one of the seven phases.
  KI-Modell: Azure AI ChatGPT-4.1

Career Pages

• Create career pages with AI 
  Generates a landing page/career page including texts, filled modules, and layout suggestions based on your public website and applied corporate design.
  KI-Modell: Azure AI ChatGPT-4o
• Alternative text suggestions in career pages
  In some modules, we offer alternative text suggestions/formulation options generated by AI to optimize your texts.
  KI-Modell: Azure AI ChatGPT-4o
• Automatic translation into English
  The texts of the career pages can be translated into English using AI, delivering context-appropriate and high-quality translations.
  KI-Modell: DeepL-LLM

Onboarding

• Check spelling with AI
  In the text editor, you can use AI to check, improve, shorten, expand, or translate texts between German and English.
  KI-Modell: Azure AI ChatGPT-4.1; for translations: DeepL-LLM
• Create task packages in onboarding 
  Existing onboarding documents are analyzed and converted into structured task packages.
  KI-Modell: Azure AI ChatGPT-4o

Your Benefits

• Efficiency Increase: Time savings in creating content and processes.
• Automation: Reduction of manual steps, e.g., through pre-filling and translations.
• Better Results: More precise and target-group-oriented content.
• Improved External Impact Quality: Target-group-oriented content tailored to you, enabling professional and consistent external appearances.

Data Protection & Security

• Location: Processing exclusively in EU/EWR data centers 
• No Third-Country Transfers: Your data does not leave the EU/EWR
• No Training: Your inputs are not used to train public models
• Encryption & Access Rights: HTTPS/TLS, API authentication, role-based permissions
• Legal Compliance: 
  • GDPR implemented (lawfulness of processing, fairness, data minimization, purpose limitation, storage limitation, privacy by design)
  • EU AI Act implemented (human oversight, transparency, bias management, risk management, technical documentation).
    More on this: You can read in our blog article (German only) what exactly the EU AI Act means and how we support you in complying with it.
• Contract & Audits: Data processing agreements with all service providers and regular audits to ensure agreed standards are met. 
• Artificial Intelligence Policy and Whitepaper on AI at d.vinci 

What Data is Processed

• Typically Processed: Job titles, tasks/requirements, company information, texts from your website/career page
• Multiposting: Publication texts and metadata that are already intended to appear on job boards
• Onboarding Documents: Only what you consciously upload (please select sensitively)
• In the Text Editor: Only the texts you actively enter into the text editor are processed. You have full control over which content you submit to the AI.

How It Works

1. You click on the AI button in the respective area (e.g., publication, career page, multiposting).
2. The system uses the relevant content you have made available (data minimization).
3. The AI creates suggestions (texts/structure/pre-filled fields), clearly marked as AI-generated.
4. You review, edit, and approve or discard and start over.

FAQ

• Are our data processed outside the EU?
  No. Processing takes place exclusively in EU/EWR data centers.
• Does the AI learn from our content?
  Your inputs do not flow into the training of public AI models.
• Do we have to use the AI?
  No. All features are optional. Each output remains a suggestion that you approve. Some features can be disabled.
• How long are data stored?
  No permanent storage of prompts/responses. System logs are automatically deleted after 60 days.

Best Practices for Sensitive Environments

• Use only necessary content (data minimization)
• Review texts before publication – especially for accuracy, AGG compliance, and tone
• Remove sensitive personal data beforehand if possible
• Provide feedback to Customer Service if you notice anything

Contact & Support

• Customer Service: We are here for you with questions, feedback, or concerns!
• Here in the Help Portal: Step-by-step guides, tips, and updates

Thank you for using d.vinci's AI features!
Together, we make HR work more efficient, faster, and better. 🚀