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AI-Assisted Trade Reporting Summaries for Canadian Missions

Inform

What it collects

Operational data
Anonymized data
  • Monthly trade-related event and activity reports submitted by Canadian diplomatic missions across the United States, stored in SharePoint. These are operational reports describing trade activities, not personal data about individuals.
Run by
Global Affairs Canada (GAC)
Where
No fixed location
Kept
Not stated by the Helpful Places.
Shared with
Accountable organization

What it is for

Inform

This AI tool automatically summarizes monthly trade-related reports submitted by Canadian diplomatic missions across the United States. It uses large language models to transform raw mission reports into concise, regionally organized briefs for Government of Canada staff. No personal information is processed. Staff are informed that AI is used to produce these summaries.

What it collects and what happens to it

Data taken in

Operational data
Anonymized data
  • Monthly trade-related event and activity reports submitted by Canadian diplomatic missions across the United States, stored in SharePoint. These are operational reports describing trade activities, not personal data about individuals.

Processing

Language Models
  • The system uses large language models (LLMs) hosted on Microsoft Azure AI Foundry, combined with NLP and ML capabilities delivered through Azure Functions and Power Automate, to synthesize and summarize textual mission reports.

What it does

Creating (Generative AI)
Human decides
  • The system uses large language models (LLMs) via Azure AI Foundry and Power Automate to generate concise, regionally structured written summaries from source mission reports. Staff review and act on the generated briefs.
Understanding (Semantic AI)
Human decides
  • Natural language processing (NLP) is used to understand and extract meaning from mission reports, enabling the system to identify relevant trade events and activities before generating summaries.

Outputs

Generated content
Anonymized data
  • Concise, regionally structured written briefs summarizing trade-related events and activities across US regions, intended for review by GC employees at Global Affairs Canada. No personal information is included in outputs.

Run by

Global Affairs Canada (GAC)
  • Global Affairs Canada is the federal department that deploys and operates this AI tool to streamline the synthesis of trade-related reports from Canadian missions in the United States.

AI Register entry 2526-GAC-AMC-018

Built by

Government of Canada
  • The Government of Canada developed this tool internally, using Microsoft Azure AI Foundry, Power Automate, and related services.

AI Register entry 2526-GAC-AMC-018

Kept for

Not stated by the Helpful Places.

Shared with

Available to the accountable organization
  • The generated briefs are available to GC employees at Global Affairs Canada who use them to act on trade insights. Access is restricted to authorized government staff.

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 UseAI use is disclosed to users. GC employees who receive or use the AI-generated briefs are informed that the content was produced using AI tools.
  • Right to Algorithmic TransparencyThis system is listed on the Government of Canada's AI Register (entry 2526-GAC-AMC-018), providing public transparency about its purpose, capabilities, and data sources.

Risks and safeguards

No risks or safeguards have been published for this system yet.