Reclaim.ai
Reclaim.ai is an AI-powered calendar management and productivity tool that helps optimize scheduling and time management. The platform integrates with calendar systems to automatically schedule focus time, manage tasks, and optimize meeting schedules.
Security and Compliance Requirements
As a GitLab team member using Reclaim.ai, you are responsible for understanding and adhering to the following security controls and compliance requirements:
Index
- Data Classification
- System of Record Maintenance
- Manager Responsibilities
- Disaster Recovery and Business Continuity
- Security Configuration Changes
- Security Incident Reporting
- Data Accuracy and Completeness
- Additional Support
Data Classification
Reclaim.ai can process Orange data
Ensure your use of Reclaim.ai aligns with GitLab’s data classification and handling policies. Do not include confidential customer information or other RED data.
System of Record Maintenance
Reclaim.ai can augment your calendar, but you’re still responsible!
- GitLab’s primary calendar system (Google Calendar) remains the authoritative source for scheduling information
- Reclaim.ai should be used as a productivity enhancement tool, not as the primary system of record
- Regularly verify that information synchronized between Reclaim.ai and your primary calendar systems is accurate
- Maintain backup copies of critical scheduling and task information outside of Reclaim.ai
Manager Responsibilities
If you’re a manager: make sure you’re involved
- Managers must ensure their team members understand proper Reclaim.ai usage guidelines
- Monitor and review how team members are using Reclaim.ai to ensure compliance with GitLab policies
- Work with your team members to determine what types of information should and should not be managed through Reclaim.ai with the particular concerns of your business unit in mind
- Regularly review team access and usage patterns
Disaster Recovery and Business Continuity
Users of Reclaim.ai should:
- Maintain alternative scheduling and productivity workflows that do not depend solely on Reclaim.ai
- Ensure critical meetings and tasks are also tracked in GitLab’s primary systems (Google Calendar, GitLab issues, etc.)
Security Configuration Changes
- IT EUS can approve security and configuration changes: any requests should go through the normal access request process
- IT EUS should coordinate with the Security team before making significant configuration changes that affect data transmission
- Anyone making a change should follow standard workflows for configuration changes for audit purposes
Security Incident Reporting
Immediate Actions Required
If you suspect a security incident involving Reclaim.ai:
- Immediately change your Reclaim.ai password and revoke any active sessions
- Immediately notify the GitLab Security team via:
- Slack:
#security-helpchannel - Following the Security Incident Response procedure
- Slack:
Types of Incidents to Report
- Compromised Reclaim.ai user accounts
- Unauthorized access to calendar or task data
- Suspicious activity in your Reclaim.ai account
- Potential data breaches or leaks
- Compromised integration accounts or API keys
- Any unusual system behavior that could indicate a security issue
Information to Include in Reports
- Date and time of the suspected incident
- Description of what occurred or was observed
- Affected accounts or data
- Steps already taken to contain the incident
- Any evidence or logs available
Data Accuracy and Completeness
Users of Reclaim.ai should:
- Ensure all calendar entries are accurate and up-to-date
- Verify that sensitive or confidential information is appropriately classified and protected
- Review calendar sharing settings to ensure appropriate access levels
- Regularly audit the information being synchronized between Reclaim.ai and other systems
- Remove or update outdated or incorrect calendar information promptly
- Be mindful of what information is being shared through Reclaim.ai’s AI features and recommendations
Data Classification Guidelines
- Public: General meeting titles and times that can be shared openly
- Internal: GitLab-specific meetings and projects (default classification)
- Confidential: Sensitive business information, personnel matters, or strategic discussions
- Restricted: Highly sensitive information that should not be processed by external AI systems
Additional Support
For questions about Reclaim.ai usage, security concerns, or compliance requirements:
- General IT Support: #it_help in Slack
- Security Questions: #security-help in Slack
- Access Requests: Follow the Access Request process
- Compliance Questions: Contact your manager or the Compliance team
- Data Privacy Questions: Contact the Privacy team via #privacy in Slack
For technical issues with Reclaim.ai itself, please contact Reclaim.ai support directly while keeping the GitLab IT team informed of any significant issues.
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