Payroll and HR data: what ADA and the MCP connector do not read
ADA and the MCP connector read your Nicoka data with your user rights. Some HR data is nevertheless out of their reach, even for a user who is allowed to see it: payroll, bank details, employment contracts and evaluations.
This page lists that data, describes how the assistant answers when you ask for it, and explains how to keep your own sensitive documents away from AI.
Objectives
- Know which data AI never reads.
- Understand the assistant's answer when you ask for it.
- Keep your own sensitive document types away from AI.
1. Why this data is excluded
A conversation with an assistant is kept, can be summarized or shared, and can contain text that comes from outside, such as an email or a resume. It is not the right place for a payslip or an IBAN. This data is therefore read in the HR screens of Nicoka, not through the assistant.
Your rights do not change. This rule only applies to ADA and to the MCP connector. A user who has access to payroll still reads it in Nicoka and through the API, as before.
2. Excluded data
2.1 Records excluded entirely
The assistant does not read, search or change any of these records:
- payslips and their imports;
- employees' bank details;
- employment contracts;
- payroll exports;
- employee evaluations;
- an employee's salary history, bonuses and cost history.
2.2 Hidden fields
The following records remain available to the assistant, but without these fields:
- Employee record: salary, annual gross salary, salary unit, salary cost and its unit, paper payslip.
- Positions held by an employee: salary.
- Every record, whether an employee, a customer, a supplier or a company: IBAN and BIC.
A candidate's expected salary is not affected. It stays visible for your candidate searches and shortlists.
2.3 Documents
Documents whose type is flagged Sensitive data (AI) never appear in the assistant's searches, and it refuses to open them. The standard Disciplinary sanction type is flagged by default. You can flag others, see section 4.
2.4 Reports
ADA does not create or change a report that contains a salary column. With the MCP connector, an existing report that contains one is neither offered nor run.
3. How the assistant answers
When you ask for excluded data, the assistant tells you that it cannot be read through it, and invites you to open the relevant HR screen in Nicoka.
A change request, such as updating a salary or an IBAN, is refused the same way: nothing is changed, and the assistant tells you so.
4. Keeping your own data away from AI
The list in section 2 applies to every Nicoka instance and cannot be reduced. You can, however, extend it to your own data.
4.1 A document type
- Open Types in the settings of the Documents module.
- Open the type, for example "Sick leave certificate" or "Health insurance".
- Tick Sensitive data (AI), then save.
Documents of this type leave the assistant's searches as soon as you save. The same box exists on candidate document types, in the settings of the Recruitment module.
4.2 An object or a standard field
To keep an entire object or a standard field of a record away from AI, contact Nicoka support.
Good to know: custom fields cannot be flagged. If you store sensitive data in a custom field, the assistant can read it. Keep such data in the standard fields meant for it, or in a document of a flagged type.
Frequently asked questions
Can an HR manager get payroll data through the assistant?
No. The rule applies whatever the user's rights.
Does this remove a right in Nicoka?
No. The HR screens and the API work as before.
Can payroll be reopened to the assistant?
No. The data listed in section 2 stays excluded on every instance.