People, Data and Responsibility in the Age of ‘Artificial Intelligence’

Hardly any other technology has sparked so many expectations and fears in such a short space of time: new AI models, new tools and new promises are constantly emerging. AI is supposed to enable us all to write faster, programme faster and make decisions faster. It can relieve us of routine tasks, giving us more time for challenging, creative work and interaction with people. In everyday life, we use it for video transcriptions and as a translation aid whilst on holiday. At the same time, a sense of unease is growing among many people.

A critical perspective is warranted, as the dynamics, use and consequences of AI affect people, their data and the responsibility of those who develop and operate the technology. Furthermore, questions arise regarding copyright and training data, misuse, and energy and resource consumption.

People: What defines us?

When people talk about AI, the focus is often on efficiency and competition. Many people who take their own craft seriously and value that of others are watching with concern as quick and poorly understood results grow in weight compared to meticulous work.

Yet quality stems from skill, experience, diverse perspectives and sound judgement – in other words, from responsible people who understand what they are doing, who use the tools at their disposal intelligently, and who stand by their work. AI can support people in their work, but it cannot replace their human qualities and uniqueness, their judgement and their sense of responsibility.

Data: What happens to our content?

When information is transmitted to an external AI service, the data is passed on to the service provider for processing. In many cases, what is entrusted to such services falls outside one’s own sphere of influence: sensitive information is processed on third-party systems, where it may be stored and used to train further models. It is often difficult for users to understand exactly what happens to their data. Privacy-friendly AI must therefore only process data where it is secure.

Digital sovereignty: Who sets the rules?

Closely linked to data protection and information security is a question that AI makes even more pressing: Where is data processed, and whose rules apply there? Many of today’s widespread AI applications run on the infrastructure of a few large platforms. When using these applications, one becomes dependent on the platforms’ business interests, terms of use and legal framework, without having any influence over them.

For us, digital sovereignty means being aware of these circumstances, making informed decisions based on this knowledge, and not relinquishing control over one’s data. For private individuals, the question of digital sovereignty is one of self-determination, whilst for businesses, organisations and public administration, it is increasingly a question of the ability to act and state independence.

Responsibility: Why are conscious decisions so important?

Curiosity and a willingness to innovate are as much a part of being human as they are of being a responsible business; after all, new tools bring new opportunities. But they also entail new risks. For businesses, this means not only risks to the security of their own systems and the integrity of their products, but also risks to the data entrusted to them. Decisions regarding the selection and use of AI must therefore be well thought out and made consciously.

mailbox’s stance on AI

We engage intensively with new possibilities, examine technologies and specific use cases, and weigh up their benefits very carefully against potential risks. In doing so, we adhere to a simple principle: new technologies must fit our requirements – not our requirements to the technology. In our view, technology must serve people and support them. It must be designed and used in such a way that it reliably protects information.

As part of the Heinlein Group, which has stood for secure communication for over 35 years, mailbox adheres to unwavering principles regarding data protection, information security and human responsibility. We always treat our users’ data confidentially and protect it consistently. The fact that our principles are implemented in this way within our structures and processes has been verified and confirmed on numerous occasions by independent bodies. These include, amongst others, our BSI C5 certificate, our ISO 27001 certification and the BSI’s Gold status in the field of email security.

mailbox staff may use AI to assist with specific tasks, but only under the strict conditions that comply with our principles and guidelines. These principles, which we put into practice, also include our established processes for reviewing, testing and approving work outputs. These apply regardless of whether AI is used to provide support.

At mailbox, it is the people who design, review and make decisions. They are constantly developing our services further. It is their creativity and knowledge, their pioneering spirit and their personalities – as well as their natural mindfulness, caution and vigilance – that define mailbox.