Frequently Asked Questions

Technical FAQs

What specific content does Kaiya use to generate its responses? 

Kaiya currently has access to Prosci Blogs, Thought Leadership Articles, Webinar transcripts, and long-form content in Knowledge Hub and Research Hub. It also uses OpenAI’s GPT4 Large-language Model (LLM) to convert our content into more contextual natural language responses for the user. It’s been trained on guidance and research for doing change management. 

There are some exclusions for the Prosci content: 

  1. We do not include archived blogs or blogs dated prior to January 1, 2020 

  2. Content within downloadable resources is not directly fed into our Kaiya database. While it does pull forward downloads, it has not been trained on the content within the download.  
  3. In Research Hub, any content that lives in an interactive dashboard is not accessible through Kaiya at this time. We are working together to resolve this gap.

As a License Admin, when I turn on Kaiya for my team members, what content will they see?

By turning on Kaiya for a user, the user will also get access to the following resources:

  • Research Hub
  • Knowledge Hub
    • Practitioner Program
    • Applying the PCT Model
    • Applying the ADKAR Model
    • Applying the Prosci Change Performance Framework
    • ECM Bootcamp
    • Leading Your Team Through Change

At this time, there is no way to modify this behavior or to turn off specific resources for certain users. Kaiya accesses and uses content from all of the above resources to craft it's responses. Those responses will include links, references and downloads to Research Hub or related Knowledge Hubs. If the user does not have those resources turned on in their Portal, they will experience a number of errors due to broken links or the inability to download related files. As a result, to optimize the overall user experience, Admins are not able to turn off individual resources once Kaiya is enabled for that specific user.

Does Kaiya have translation capabilities? 

Yes, the OpenAI has translation capabilities built in that Kaiya is leveraging to read questions in a specific language and respond in that same language when requested. 

However, Kaiya has not been trained on the translated content within Knowledge Hub, or on our approved translations glossaries and terminology; we are working towards enhancements in this capability in future iterations.

Can Kaiya access Proxima data (Risk assessment, PCT, etc) and then make recommendations based on the project information? 

No, at this time Kaiya does not have access to Proxima data.

Can Kaiya make mistakes?

Yes, Kaiya can make mistakes, and sometimes make up things or "hallucinate" outputs. If you encounter a response from Kaiya that seems off or irrelevant, please use the "Thumbs Down" button to provide feedback. 

Security and Privacy FAQ

Kaiya is an advanced conversational AI tool built using the latest in AI technology, including a Retrieval-Augmented Generation (RAG) model combined with OpenAI's Large Language Model (LLM). Our service is designed to provide users with accurate, contextually relevant responses, related to practicing and improving change management capabilities.

How does Prosci ensure the security of Kaiya?

We prioritize the security of our AI chat service and implement a comprehensive security strategy that includes encryption in transit and at rest, regular security audits, and adherence to industry best practices and standards. Our infrastructure is designed to protect against unauthorized access and ensure data integrity.

How is my data handled by Kaiya?

Prosci takes privacy and security seriously. We use state-of-the-art security measures to safeguard your data. Your interactions are processed securely, and we do not store personally identifiable information unless explicitly provided for customization purposes.

What data does Kaiya collect, and why?

Prosci only collects/retains data necessary for the functioning of Kaiya. This includes the conversation history for user experience purposes, which includes all user generated prompts. Prosci does not store sensitive personal information unless explicitly provided in the user prompt, and the data is handled in accordance with our Privacy Policy. We do collect product analytics and usage data for the sole purpose of improving the product experience for customers.

How is my information stored?

Any data that is provided by a user in their prompts to Kaiya is stored in secure, encrypted databases with restricted access. Our storage practices comply with industry standards to prevent unauthorized access and ensure the confidentiality of user data. Prosci and all our digital tools including Kaiya fall within Prosci’s ISO 27001 certification ensuring that all data is handled with privacy and security in mind.

Is my data shared with OpenAI or other 3rd parties?

  • Data submitted through Kaiya’s chat interface will be sent to OpenAI to build embeddings to search Prosci’s proprietary content and data stores. It is also sent to OpenAI to generate natural language responses.
  • No other personal information or data (e.g. Proxima data, personal identifiable information (PII), or company identifiable data) is passed to OpenAI or used within Kaiya unless the user explicitly includes it in their user generated prompt.
  • OpenAI does not use the provided prompt to train OpenAI models or improve OpenAI’s service offering.
  • User feedback provided during a chat interaction may be provided to our analytics and metrics partner, Mixpanel, for the sole use of the Prosci team to use in product development and analysis.

What is Kaiya’s relationship with OpenAI and how does this affect my Privacy?

  • Kaiya relies on OpenAI's LLM to generate embeddings and natural language responses to user-entered prompts.
  • The OpenAI security and privacy agreements affect the use of Kaiya. OpenAI’s enterprise privacy controls what information is collected and used.
  • More information about data usage, retention, and privacy issues related to OpenAI may be found here:

Can I delete my chat history?

Yes, you can delete chat sessions by hovering over the chat name, clicking on the three-dot ellipse that appears, choosing [Delete] and confirming deletion. If you would like all chat sessions deleted in Kaiya in bulk, please contact our support team at support@prosci.com and they will assist you in removing all your Kaiya chat history.

Does Kaiya use a trained model, and what data is used for training?

Kaiya is built using OpenAI's LLM’s. The current LLM model in use has not been fine-tuned by Prosci. We use a Retrieval-Augmented-Generation (RAG) pattern, and send Prosci’s proprietary content and research, along with the user prompt, to the LLM to create responses. 

We are always testing new methods to provide the best results from the LLM, and may, at any point, decide to employ a fine-tuned LLM. In this case the model would be trained only on Prosci’s custom and proprietary data, including blogs, research, publications, and training materials. No user entered or client data is ever used for training models.

What measures are taken to ensure ethical AI usage?

Prosci adheres to ethical guidelines and principles, and we strive to provide products which increase individual flourishing, personally and communally. We are committed to avoiding biases in our AI models and continuously monitor and address any potential issues. Our goal is to provide a fair and unbiased experience for all users.

How can I contact Prosci for privacy or security concerns?

If you have any concerns or questions regarding privacy and security with Kaiya or any of our products or services, please reach out to our dedicated team at privacyandsecurity@prosci.com.