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AI Assistant for Government Travel Policy Questions

Inform

What it collects

Operational data
Anonymized data
  • TC and Government of Canada travel policies, including the Treasury Board travel directive and National Joint Council (NJC) travel directive, used as the knowledge base for the chatbot.
About behaviour
Anonymized data
  • Employee queries submitted to the chatbot. A feedback loop is planned but not yet active. No personal information is collected as part of these interactions.
Run by
Transport Canada (TC)
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 chatbot helps Transport Canada employees answer questions about government travel policies, including the Treasury Board travel directive and the National Joint Council travel rules. It is currently used by Transport Canada's corporate finance team and may be expanded to all TC travellers. Users are informed that they are interacting with an AI system, and no personal information is collected.

What it collects and what happens to it

Data taken in

Operational data
Anonymized data
  • TC and Government of Canada travel policies, including the Treasury Board travel directive and National Joint Council (NJC) travel directive, used as the knowledge base for the chatbot.
About behaviour
Anonymized data
  • Employee queries submitted to the chatbot. A feedback loop is planned but not yet active. No personal information is collected as part of these interactions.

Processing

Language Models
  • A large language model hosted on Transport Canada's Azure cloud instance, used to interpret travel policy questions and generate plain-language answers based on TC and NJC travel directive documents.
Search & Retrieval
  • Retrieves relevant sections of travel policy documents in response to employee queries, grounding generated responses in TC and NJC policy sources.

What it does

Understanding (Semantic AI)
Human decides
  • The chatbot understands natural-language questions about travel policy and retrieves relevant policy guidance. Employees decide how to act on the information provided.
Creating (Generative AI)
Human decides
  • The chatbot generates natural-language responses to travel policy questions. A human employee reviews and acts on these responses; the system does not make binding decisions.

Outputs

Generated content
Anonymized data
  • Natural-language answers to travel policy questions, generated by the chatbot based on TC and NJC travel directive documents. Responses are advisory; no personal data is included in outputs.

Run by

Transport Canada (TC)
  • Transport Canada is the federal department that deploys and operates this chatbot through its corporate finance team. The system is hosted within TC's Azure cloud instance.

Government of Canada AI Register — Travel Policy Chatbot

Built by

Government of Canada
  • The system was developed by the Government of Canada internally. The underlying cloud infrastructure is Microsoft Azure, hosted within Transport Canada's own Azure instance.

Government of Canada AI Register — Travel Policy Chatbot

Kept for

Not stated by the Helpful Places.

Shared with

Available to the accountable organization
  • Query logs and feedback data (once the feedback loop is active) are accessible to Transport Canada's corporate finance team and system administrators.
Not available to me
  • Individual users do not have a described mechanism to access their own query history or chatbot interaction logs through this system.

Stored

Stored on 3rd Party Cloud
  • The chatbot is hosted within Transport Canada's Microsoft Azure cloud instance. As a Government of Canada tenant, this is subject to federal data-residency and security requirements.
  • Duration: Not specified in the register entry
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 informed that they are interacting with an AI system, as confirmed by the register entry (AI use disclosed to users: Y). No further disclosure mechanism is described in the source material.
  • Right to Algorithmic TransparencyThe system is listed on the Government of Canada's public AI register, providing general transparency about its purpose, capabilities, and data sources. The register entry is available at the source URL listed in this disclosure.

Risks and safeguards

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