When it comes to AI in the workplace, not all tools are created equal. While platforms like ChatGPT are great for general-purpose tasks, they weren’t designed for HR, payroll, or compliance-heavy environments.
Using generic AI tools in a workplace setting can often introduce risks, inaccuracies, and inconsistent messaging. In fact, research by Stanford University shows that ChatGPT and other generative AI tools, particularly Large Language Models (LLMs), produce factually incorrect or misleading information over 70% of the time, even when confident in their answer.
But what's the real risk? In a business context, even a small mistake can have big consequences. If an AI tool generates an outdated disciplinary clause, misinterprets local employment law, or applies the wrong policy wording, it could expose your organisation to compliance breaches, legal disputes, and employee mistrust.
That’s why we built Duo, an AI assistant that operates differently. It doesn’t browse the internet or create content based on guesswork. It only draws from the live data, templates, and policies stored in your HRMS, making every output accurate, secure, and relevant to your organisation.
What Makes Duo, HR Duo’s AI Assistant, Different?
Unlike consumer AI tools, Duo works securely inside your HR Duo platform, using only your company’s real-time data, approved templates, and up-to-date employment law from the UK and Ireland. It’s designed for accuracy, not assumptions.
1. Built for HR, Not General Chat
Most AI tools are designed to answer anything from coding questions to recipe ideas. That might be useful in some contexts, but it’s risky in HR. HR Duo's AI Assistant is built with one clear purpose: to support HR and people management processes safely, consistently, and compliantly.
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It understands employment terminology, contract clauses, leave entitlements, and performance processes
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It provides only verified answers, based on your company’s data or pre-approved templates
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It reduces the need for HR teams to answer repeat queries from employees or managers
2. Powered by Your Secure HRMS Data
Unlike ChatGPT or AI search tools, HR Duo’s AI Assistant only pulls data from inside your HR Duo platform. That means:
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No browsing the web
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No pulling inaccurate or outdated results
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No risk of exposing sensitive company or employee information
The AI Assistant uses role-based permissions, so users only see what they’re authorised to access, whether that’s their own leave balance, a line manager’s team rota, or an HR manager’s contract templates. It’s all secured, tracked, and stored within your HRMS, keeping your data compliant with GDPR and HR standards.
3. Always Aligned to Local Employment Law
Generic AI tools aren’t built for legal compliance. But HR Duo’s AI Assistant is thanks to the contributions of our in-house HR professionals.
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It's trained on current UK and Irish employment regulations
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It uses HR-approved language across policies, contracts, and documentation
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It ensures that what you send to an employee is legally sound and up to date
Whether you’re generating a contract, answering a question about leave entitlements, or looking up disciplinary procedures, the assistant gives you the right answer for your jurisdiction, every time.
4. Creates Compliant HR Documents in Seconds
ChatGPT might help write a letter, but it won't know your exact contract wording, role structures, or internal processes. HR Duo’s AI Assistant will. With a simple prompt, line managers and HR users can create:
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Employment contracts, populated from templates and applicant tracking data
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Disciplinary or performance letters, using approved templates and metrics within the system
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Policy documents, aligned with your current HR library
Because Duo pulls from your HR templates and employee records, there’s no need to copy, paste, or edit manually. It’s fast, accurate, and legally consistent.
5. Integrated With Your Entire HR Software Ecosystem
Duo isn’t a bolt-on or external tool. It’s fully integrated across our HR modules, giving you access to:
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Live employee data
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Time tracking and attendance records
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Contracts, policies, and templates
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Onboarding and performance records
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Leave and rota management
This creates a seamless experience for users with no need to jump between platforms or import data. It’s everything you need, in one secure system.
Why Not Just Use ChatGPT, Claude or Gemini?
Everyone’s talking about AI. You’ve probably already asked ChatGPT for a policy summary or two. Maybe even a recipe for banana bread. They’re great at generating ideas, but not at protecting sensitive employee data or following employment law.
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They don’t know your company policies. They can only guess.
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They can’t access employee or attendance data. So answers are never tailored or accurate.
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They’re not trained on employment law. Meaning policies and contracts could be legally risky.
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They’re not secure or permission-controlled. Sensitive data doesn’t belong in open AI tools.
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They’re not integrated with your HR software.
So, while ChatGPT might be great for writing poems about pizza or debugging code, it’s not the tool you want generating your disciplinary letters or pulling payroll data.
If accuracy, compliance, and data protection matter to your organisation (and they should), you need an AI assistant that lives inside your HR software, not on the internet.
Want to see how Duo works?
Book your free HR Duo walkthrough and we'll show you how our AI Assistant fits into your day-to-day HR operations and how it’s helping teams across the UK and Ireland save time, stay compliant, and reduce admin
'AI on Trial' and more studies by Stanford University into the inaccuracy of Large Language Models (LLMs) can be found here.