How we use AI

At Sebas, we use artificial intelligence (AI) to do our work as a property manager faster and more accurately. This page explains where we use AI, where we don't, and how we make sure a person makes the decisions. In doing so, we follow the European AI Act (Regulation (EU) 2024/1689) and the code of ethics of the Professional Institute of Real Estate Agents (BIV).

1. Where we use AI

• Sebas AI, our chatbot: On our website, you can ask Sebas AI questions about apartment co-ownership law. It is an AI assistant, not an employee. Sebas AI only knows apartment co-ownership law and has no access to your personal file or to information about your building. It does not make decisions, make commitments or arrange payments. Its answers may contain mistakes: if your question is about your own situation, have the answer confirmed by an employee. If you would rather talk to a person, you can always reach us at beheer@mysebas.be. Please don't share sensitive personal information in the chat.
• Administration: AI helps us process, organize and summarize invoices and documents.
• Answering your emails: AI can suggest a first draft of a reply. A Sebas employee reads, edits and sends every message themselves.
• Payment follow-up: AI flags outstanding amounts so we can follow up in time. It does not give you a score or a risk assessment.
• Repairs: AI can suggest contractors for a repair, based on objective criteria such as the type of work and the region. These suggestions contain no paid listings or commercial preferences. An employee chooses the contractor.
• Texts and images: We use AI as a tool when writing articles and posts, and for illustrations such as our octopus.
• Internal work: Our staff use a business AI environment in their day-to-day tasks, under the conditions described in 'Your data'.

2. A person always decides

At Sebas, AI makes suggestions, not decisions. Our chatbot Sebas AI only provides general information about apartment co-ownership law. Every personal message you receive from us by email or letter has been reviewed and sent by an employee. Every step on an outstanding payment (a reminder, a formal notice, or bringing in a lawyer or bailiff) and every choice of contractor is made by a Sebas employee. That employee also always checks what the AI suggests.

3. What AI doesn't do here

• We don't make decisions about you that rely on AI alone.
• We don't use AI to assess your creditworthiness or to give co-owners a risk score.
• We never use AI to mislead you, for example with edited photos that show the condition of a building or of works differently from reality.
• Our chatbot never pretends to be a person.

4. AI in our texts and images

Articles and posts we write with the help of AI are always reviewed and edited by an employee before they are published. Illustrations made with AI, such as our octopus, carry the label "Illustration made with the help of AI". The voices in our videos are real people. If we ever use AI images, voices or videos that could look real, we will say so clearly alongside the content itself.

5. Our staff

Everyone at Sebas who works with AI receives guidelines and training on responsible use: what AI does well, where it makes mistakes, and why a person has the final say. Our staff only use AI tools that we have approved in advance.

6. Your data

We never enter personal data into open or public AI tools, such as free consumer versions of chatbots. Our staff work in a business AI environment whose provider does not use your data to train AI models, and with which we have a data processing agreement. Where possible, we pseudonymize: we remove or replace names, addresses and other identifying details before using AI. We only share what is needed for our work as property manager. If an AI provider processes data outside the European Economic Area, this only happens with the safeguards required by European privacy law, such as the European Commission's standard contractual clauses. How we handle your personal data and what rights you have is explained in our privacy policy.

7. Changes

If the way we use AI changes, we will update this page. The date at the top shows when that last happened.

Questions about our use of AI? Contact us at beheer@mysebas.be. Sebas is a property manager licensed by the BIV and follows the BIV code of ethics.