# AI for staff of public institutions and municipalities

> AI chat for staff of public institutions and municipalities in Latvia: a data processing agreement, data in the EU, Microsoft or Google sign-in, help with records and procurement.

Source: https://etekos.com/en/ai/institutions · SIA ETEKOS, Latvia · ai@etekos.com · +371 2666 2621

An institution that lets staff use AI has to know where data goes, who signs the agreement and how to meet the GDPR and the EU AI Act. Etekos AI is set up so these questions are answered in documents, not in promises.

## Documents you receive

- **Service contract**: A 12-month contract with no automatic renewal, in Latvian, signed with a qualified electronic signature.
- **Data processing agreement**: Under GDPR article 28. The institution is the controller, Etekos is the processor. The agreement lists sub-processors and where they process data.
- **Description for an impact assessment**: On request we give a system description, data flows, the sub-processor list and security measures for your data protection impact assessment.
- **Entry for the records of processing**: We help fill in the entry in the institution's records of processing activities (GDPR article 30): purpose, data categories, recipients, retention.

## What the EU AI Act asks

The EU AI Act (Regulation 2024/1689) also puts duties on institutions that only use AI.

- **AI literacy (article 4)**: Since 2 February 2025 the institution must take measures to build the AI literacy of staff who use AI. Etekos offers training as an extra service.
- **Transparency (article 50)**: Etekos AI users always see they are talking to AI. If the institution publishes AI-made text to inform the public, it must say so unless a person has reviewed and edited the text.
- **Prohibited uses (article 5)**: For example emotion recognition at work and in education. Etekos AI does nothing of the kind.
- **Decisions about people**: The AI does not take decisions with legal effects on a person. Etekos AI assists staff; staff decide.

## Procurement

- **Under €10,000**: If the 12-month contract value is under €10,000 without VAT, the institution can buy without a procurement procedure. That is usually about 100 active users a month.
- **Over €10,000**: A procurement procedure is needed. On request we help write the technical specification: EU processing, a data processing agreement, single sign-on, per-person limits, no training on the institution's data.
- **Invoices**: One monthly invoice in Latvian. How you receive e-invoices (for example an e-address) is agreed before the contract.

## What staff use it for

- **Summaries of legislation**: Paste a link to likumi.lv or attach a PDF and get a summary with the source.
- **Letters and replies to residents**: A draft of a formal letter or reply in correct Latvian. Staff check it and send it themselves.
- **Tables and comparisons**: Comparing Excel tables and scanned invoices, finding differences, summaries.
- **Minutes and plans**: Meeting minutes from notes, a work plan, the text of a presentation.

## Frequently asked questions

### Who is the controller and who the processor?

The institution is the controller: it decides who uses the tool and for what. SIA ETEKOS is the processor and processes data only on the institution's instructions under the data processing agreement.

### Does Etekos have a data protection officer?

Etekos' contact for data protection is Edgars Eglītis (edgars@etekos.com). The institution appoints its own data protection officer if it is required to.

### Is data transferred outside the EU?

Chats and files are stored in Finland and the AI models run in EU data centres. The exceptions, such as optional web search, are listed on etekos.com/en/ai/security.

### Can it run on our domain?

Yes, for example ai.institution.lv. You add one DNS record and we set up the rest.

## More about Etekos AI

- Etekos AI: https://etekos.com/en/ai
- For schools: https://etekos.com/en/ai/schools
- Security and data: https://etekos.com/en/ai/security
- AI use policy: https://etekos.com/en/ai/policy