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AI Assistant for RCMP Policy Information

Inform

What it collects

Operational data
Anonymized data
  • Official RCMP policy manuals form the knowledge base the system draws on. These are administrative documents with no personal information attached.
Run by
Royal Canadian Mounted Police (RCMP)
Where
No fixed location
Kept
Not stated by the Helpful Places.
Shared with
Not stated by the Helpful Places.
Your copy
You cannot see the data it holds about you. What you can do

What it is for

Inform

Polly is a chatbot that helps Royal Canadian Mounted Police employees quickly find information from official RCMP policy manuals. It uses AI to answer questions in natural language, reducing time spent searching policy documents. The system is used internally by government employees and does not process personal information. Users are informed that they are interacting with an AI system.

What it collects and what happens to it

Data taken in

Operational data
Anonymized data
  • Official RCMP policy manuals form the knowledge base the system draws on. These are administrative documents with no personal information attached.

Processing

Language Models
  • The system is built on a Microsoft AI platform and uses language model capabilities to interpret employee queries and generate policy-grounded responses in natural language.
Search & Retrieval
  • The system retrieves relevant passages from RCMP policy manuals in response to employee queries, surfacing the most applicable policy content for each question.

What it does

Understanding (Semantic AI)
Human decides
  • The system understands employee queries and retrieves relevant policy content from RCMP manuals. A human employee decides whether the retrieved policy information meets their need.
Creating (Generative AI)
Human decides
  • The chatbot generates natural-language responses to employee questions, composing answers grounded in the policy manual content. Employees evaluate and act on the responses at their own discretion.

Outputs

Generated content
Anonymized data
  • The system produces natural-language responses summarizing or citing relevant RCMP policy content. Outputs do not contain personal information.

Run by

Royal Canadian Mounted Police (RCMP)
  • The Royal Canadian Mounted Police is the federal department that deploys and operates the Polly policy chatbot for use by its employees.

Polly Policy Chatbot — AI Register Entry

Built by

Microsoft
  • Microsoft is the technology vendor that supplies the AI platform underpinning the Polly policy chatbot.

Polly Policy Chatbot — AI Register Entry

Kept for

Not stated by the Helpful Places.

Shared with

Not available to me
  • The system is used internally by RCMP employees and the register entry states it does not involve personal information. Members of the general public do not interact with this system and have no data held about them within it.

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 informed that they are interacting with an AI system (Polly) rather than a human. This disclosure is confirmed in the register entry.
  • Right to Algorithmic TransparencyThe system's existence and general purpose are publicly disclosed through the Government of Canada's AI Register. Employees can consult the register entry for information about how the system works.

Risks and safeguards

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