AI Use Policy

This policy explains how Sehmat uses artificial intelligence (AI), what limits we place on it, and what control organisations have over it. It applies with our Privacy Policy and Terms of Service.

1. What AI does in Sehmat

Sehmat uses AI for three tasks: two optional features for organisations, and one for our own reviewers.

Reading paper consent sheets. Organisations that collect consent on paper can scan or photograph the signed sheets. The AI reads the sheet: which boxes are ticked, whether it is signed, and handwritten details, including handwriting in Indian scripts. It then proposes a consent record that matches the sheet.

Drafting translations. Organisations can ask Sehmat to draft a translation of their own consent forms and notices into Indian languages. The AI produces a draft for a person to review.

Briefing our reviewers on access requests. When an organisation asks for access, an AI model writes a short summary of public facts we gather about it, such as whether its website and email domain match. It does not recommend approving or refusing. A person at Blue Pencil decides. It runs in India.

Sehmat does not use AI for anything else. It does not use AI to profile the people who give consent, to score them, or to decide whether they qualify for anything.

2. People stay in charge

2.1 Paper sheets

By default, every sheet the AI reads goes to a person on the organisation’s team. That person checks the AI’s reading against the scan, corrects it if needed, and accepts it. Only then is the consent recorded.

An organisation may turn on a setting called “Paper without review”. When it is on:

• sheets that the AI reads cleanly, and that the person signed themselves, are recorded without a person checking each one;
• 1 in 20 of these sheets is picked at random for a person to check; and
• all other sheets, such as those the AI is unsure about or those signed by a guardian, still go to a person.

The organisation decides whether to turn this setting on. It is off unless the organisation turns it on. The organisation remains responsible for proving each consent (section 6(10) of the Act).

The scan is kept with the record as evidence, so anyone can compare the record with the original sheet later.

2.2 Translations

A person on the organisation’s team must review and accept each draft translation before it is used. Nothing the AI drafts is shown to the public until a person accepts it.

Accepted text is labelled as machine translated, so that it is clear how the text was made.

3. Where the AI runs

The AI runs on our cloud provider’s AI service in India, listed on our Service providers page. Requests are processed in Mumbai and Hyderabad. The data does not leave India for AI processing.

Only the content needed for the task is sent: the scanned sheet image for reading, or the form text for translation.

4. Your data is not used for training

We do not use your data to train AI models, and our provider does not use it to train its models.

The output of each AI task is stored in the organisation’s own records in Sehmat.

5. Accuracy and limits

AI makes mistakes. In particular:

• It can misread faint, crossed-out or unclear ticks.
• It can misread handwriting, especially when it is poor or overlaps printed text.
• It can miss a signature, or mistake a mark for one.
• A poor scan or photograph makes errors more likely.
• A translation can be wrong, sound unnatural, or change the meaning, including the legal meaning, of a sentence.

This is why people review the AI’s output by default. The organisation is responsible for the final consent records and for the text of its notices in every language. Under the Digital Personal Data Protection Act, 2023, a notice and a consent request must be in clear and plain language that the person can understand (sections 5 and 6). An organisation should have translated notices checked by someone who knows the language well.

6. Controls for organisations

• Both AI features are optional. An organisation can collect consent on paper and enter it by hand, and can write its own translations, without using AI.
• Paper review settings. An organisation chooses whether every sheet is reviewed or whether “Paper without review” is on.
• Translation review. Every draft translation must be accepted by a person before use.
• Evidence. The original scan, the final record and who accepted it are kept in the audit log.

7. For people who gave consent on paper

If an organisation recorded your consent from a paper sheet, you can ask it to show you the record and to correct it if it is wrong. Use the link on your receipt, the organisation’s My consents page, or the contact details on the notice. See our Grievance Redressal page.

8. Changes to this policy

We will update this policy before we use AI for any new task. We will tell customers before such a change takes effect. The date at the top shows when it last changed.

9. Raising a concern

If you have a question or concern about how Sehmat uses AI, email contact@bluepencil.com, or write to our Grievance Officer, Bhupendra Singh Mewari, Blue Pencil Strategies Private Limited, 5th Floor Vinay Bhavya Complex, 159A, CST Road, Kalina, Santacruz East, Mumbai 400098.