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Helpful Places

Government of Canada – DTPR AI Register

AI Chatbot for Defence and Military Policy Search

Inform

What it collects

Operational data
Anonymized data
  • DND/CAF policy documents that are publicly available. These are institutional documents — not personal data — used as the knowledge base for the chatbot.
About behaviour
Anonymized data
  • Natural-language queries submitted by GC employees when interacting with the chatbot. The register does not specify whether queries are logged or retained.
Run by
National Defence (DND)
Where
No fixed location
Kept
Not stated by the Helpful Places.
Shared with
Accountable organization
Your copy
You cannot see the data it holds about you. What you can do

What it is for

Inform

This AI-powered chatbot helps Government of Canada employees quickly search and retrieve answers from Department of National Defence and Canadian Armed Forces policy documents. It uses retrieval and language model techniques to respond to questions about publicly available DND/CAF policies. The system is currently in development and does not collect personal information. Users are not currently informed that they are interacting with an AI system.

What it collects and what happens to it

Data taken in

Operational data
Anonymized data
  • DND/CAF policy documents that are publicly available. These are institutional documents — not personal data — used as the knowledge base for the chatbot.
About behaviour
Anonymized data
  • Natural-language queries submitted by GC employees when interacting with the chatbot. The register does not specify whether queries are logged or retained.

Processing

Language Models
  • The system uses language model technology to parse user queries and generate natural-language answers from retrieved policy document content.
Search & Retrieval
  • The system searches a corpus of DND/CAF policy documents to find and surface relevant passages in response to user queries, likely using semantic search or retrieval-augmented generation techniques.

What it does

Understanding (Semantic AI)
Human decides
  • The system understands and retrieves meaning from policy documents in response to natural-language queries, matching questions to relevant policy content. A human employee decides how to act on the retrieved information.
Creating (Generative AI)
Human decides
  • The chatbot generates natural-language answers synthesized from policy documents in response to user queries. A human reviews and decides how to use the generated response.

Outputs

Generated content
Anonymized data
  • Natural-language answers and policy information synthesized by the chatbot in response to GC employee queries. Outputs are about policies, not about individuals.

Run by

National Defence (DND)
  • DND is the Government of Canada department accountable for deploying and operating this chatbot for use by GC employees searching DND/CAF policy documents.

Government of Canada AI Register — 2526-DND-MDN-001

Built by

Government of Canada
  • The system was developed by the Government of Canada, indicating internal development rather than a third-party commercial vendor.

Government of Canada AI Register — 2526-DND-MDN-001

Kept for

Not stated by the Helpful Places.

Shared with

Not available to me
  • The system is intended for GC employees only and is not a public-facing service. Output data and interaction logs (if any) are not accessible to the general public or to individual members of the public.
Available to the accountable organization
  • Outputs and any interaction logs are available to DND as the operating department, consistent with standard government IT governance.

Stored

Not stated by the Helpful Places.

How to read the colours

Can it identify you?

Anonymized data
Data about people with the link to who is broken. Stripped of identifiers, blurred, aggregated, or noised so this system can’t reasonably tie a record back to an individual.
Pseudonymous data
Each person’s data is tied to a token (hash, ID, template) that lets this system recognise the same person across events, but the token itself doesn’t reveal a name. Reidentification is possible with extra information.
Identifiable data
The data either contains a direct identifier (name, address, account name, recognisable face or voice, plate number) or carries a token this system uses to look up legal identity during processing.

Who completes the loop?

Human decides
This mode suggests; a person decides what to do next. The AI is always advisory — a human is in the loop on every decision. Example: a triage tool ranks cases for a clinician who chooses which to see first.
Human executes
This mode decides; a person carries out the result. Example: an optimizer plans the day’s trash-collection routes, and drivers run them.
Autonomous
This mode decides and acts on its own. No person reviews each decision or carries out the resulting action.

Definitions from the DTPR standard. Amber is about your data, violet about who decides. The fuller the shape and the deeper the colour, the more identifying the data or the less a person is involved.

What you can do

Ask about this system

Questions go to the Helpful Places, not the vendor.

Your rights

  • Right to Be Informed of AI UseUsers are currently NOT informed that they are interacting with an AI system. The register discloses that AI use is not disclosed to users at this time. This is a known gap flagged in the official register entry.
  • Right to Algorithmic TransparencyThe system is listed on the Government of Canada's public AI register, providing some transparency about its existence and purpose. The register entry (ID 2526-DND-MDN-001) describes the system's data sources and primary users.

Risks and safeguards

  • Societal & cultural harmThe chatbot may produce inaccurate or misleading policy answers, potentially causing GC employees to act on incorrect policy interpretations. The system is in development and AI use is not disclosed to users, increasing the risk of over-reliance on generated answers.Safeguard: The system is still in development (reducing current operational scope); the official register provides public disclosure; employees should verify answers against source policy documents. No specific technical mitigations are described in the register entry.