AI Usage Policy

At a Glance — AI Usage Policy

AI assistance only: AI features assist in drafting — they do not constitute legal, regulatory, or professional advice

You own AI output: We claim no ownership; providers don't train on your data

Prohibited data: Credentials, government IDs, financial account numbers, PHI, and legally privileged information must never be input

Discouraged data: Personal contact info, employee/customer records, confidential business info, and trade secrets should be avoided unless necessary for the AI task

No accuracy guarantee: All AI output requires human review before use or publication

Bias: AI output may reflect training data biases; review carefully for employment-related content

Our liability limit: Does not apply to our gross negligence or willful misconduct

US customers only: Not compliant with EU AI Act conformity assessment requirements

Important Notice: By using any AI-powered features in Genso, you acknowledge that you have read, understood, and agree to this AI Usage Policy. If you do not agree with any part of this policy, please do not use the AI features.

1. Introduction

Genso offers artificial intelligence (AI) powered features to help you create and manage procedures and policies more efficiently. These features include document parsing, content generation, and intelligent extraction of information from uploaded files.

This AI Usage Policy explains how these features work, what data is processed, your responsibilities when using AI features, and important limitations you should understand.

AI features are designed to assist in drafting policies and procedures but do not constitute legal, regulatory, or professional advice. Organizations remain responsible for ensuring that all policies comply with applicable laws and regulations.

2. Use of Third-Party AI Services

Our AI features are powered by third-party artificial intelligence service providers. When you use AI features in Genso:

Your input data (documents, text, prompts) is transmitted to external AI service providers for processing
These providers temporarily process your data to fulfill your request
AI providers may update their models and services, which could affect output quality

All AI service providers we use publish API data handling policies that prohibit the use of API inputs for model training or improvement. We rely on these published commitments when processing customer content through AI features. If a provider's policy changes materially, we will notify affected customers and evaluate alternative providers.

AI providers may temporarily process input data in memory to generate a response but do not retain or store the data beyond the processing request under their enterprise API terms.

Anthropic: Anthropic API Usage Policy — prohibits training on API inputs
Google: Google Cloud API Terms — prohibits training on API inputs under enterprise API terms
Ollama (local processing): Processed entirely on LW Technologies' infrastructure; no third-party data transmission occurs

We select AI providers that meet our security and privacy standards. See our Privacy Policy, Section 5.3, for a full list of AI providers.

3. Data Input Restrictions

CRITICAL: Do Not Input Sensitive Information

Prohibited Data — You must NOT input:

Authentication Credentials: Passwords, API keys, access tokens, encryption keys, security codes, PINs
Government-Issued Identifiers: Social Security numbers, driver's license numbers, passport numbers
Financial Account Data: Credit card numbers, bank account numbers, financial statements, tax records
Protected Health Information (PHI): Medical records, health conditions, treatment information, insurance details (HIPAA-protected data)
Legally Privileged Information: Attorney-client communications, pending litigation details, legal strategy documents

Discouraged Data — Avoid unless necessary for the AI task:

Personal contact information (phone numbers, personal email addresses, home addresses) not required for the intended AI task
Employee/customer records (performance reviews, disciplinary records, customer lists)
Confidential business information (unreleased product details, M&A plans, strategic initiatives, internal financial projections)
Trade secrets (proprietary formulas, processes, methods providing competitive advantage)

If your documents contain any prohibited information, you must redact or remove this content before using AI features. You are solely responsible for ensuring that no prohibited information is submitted to AI services.

4. AI Output Accuracy and Reliability

AI-generated content is provided "AS IS" without any warranty whatsoever.

You should understand that:

AI systems can make mistakes, produce inaccurate information, or generate content that is incomplete or misleading
AI may "hallucinate" facts, statistics, or references that do not exist
Output quality varies based on input quality and may not meet your specific needs
AI cannot understand context, intent, or nuance the same way humans do
Results may differ each time you use the feature, even with identical inputs

You are solely responsible for:

Reviewing all AI-generated content before publishing or using it
Verifying the accuracy of any facts, figures, or claims
Ensuring content meets your organizational standards and requirements
Making any necessary corrections, modifications, or improvements
Any consequences of decisions made based on AI-generated content

AI features in Genso are assistive tools and are not intended to be used as the sole basis for employment decisions, disciplinary actions, or regulatory compliance determinations.

5. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW:

We make no warranties, express or implied, regarding AI features, including warranties of merchantability, fitness for a particular purpose, or non-infringement
We disclaim all liability for any direct, indirect, incidental, special, consequential, or punitive damages arising from your use of AI features
We are not liable for any errors, inaccuracies, or omissions in AI-generated content
LW Technologies is not responsible for security incidents occurring within third-party AI provider infrastructure that are outside our reasonable control, provided we exercised reasonable diligence in selecting and contracting with those providers
We are not liable for any business losses, lost profits, or reputational damage resulting from use of AI features

By using AI features, you agree to indemnify and hold harmless LW Group, LLC dba LW Technologies, its affiliates, officers, directors, employees, and agents from any claims, damages, or expenses arising from your use of AI features or violation of this policy.

This limitation does not apply to LW Technologies' gross negligence, willful misconduct, or violation of applicable data protection laws in connection with AI processing.

6. Your Responsibilities

When using AI features, you agree to:

Comply with all applicable laws, regulations, and industry standards
Not input any sensitive, confidential, or prohibited information as described above
Review all AI-generated content for accuracy and appropriateness before use
Not use AI features for any illegal, harmful, or unethical purposes, including but not limited to: harassment, discrimination, generating illegal content, fraud, impersonation, or creating content designed to deceive or manipulate
Not attempt to reverse engineer, extract training data from, or misuse AI services
Report any suspected security issues or misuse to us promptly
Maintain appropriate records of AI usage for compliance purposes
Ensure that uploaded documents have been reviewed for sensitive information and comply with your organization's internal security policies before submission to AI features

7. Data Retention and Processing

Document parsing inputs and outputs: When you use AI document parsing features, the content of uploaded documents (input text) and parsed results (extracted procedures, structured data) are stored in our database as part of the processing job record. These records are retained as part of your organization's Customer Data and are subject to the data retention policies described in our Privacy Policy, Section 8.
Content generation: Prompts and context sent for AI content generation are transmitted to the AI provider but are not logged or stored by us — only metadata (timestamps, token counts, provider, status) is recorded.
Third-party provider retention: Your documents are transmitted to third-party AI providers for processing. Their data handling is governed by their own terms and policies (see Section 2).
AI-generated output: Content you choose to save is stored as part of your procedures and policies within Genso.
Deletion: You can delete procedures and policies at any time through the normal deletion process. Upon account termination, data is handled per the retention periods in our Terms of Service.

Audit and Monitoring

Genso logs AI usage metadata — including timestamps, token usage, request type, provider, and processing status — for security monitoring, abuse prevention, and operational diagnostics. These logs are available to your organization's administrators and are retained per the audit log retention schedule in our Privacy Policy.

8. AI Token Allocation and Rollover

Each subscription tier includes a defined allocation of AI tokens. Understanding how tokens work helps you manage your usage effectively.

8.1 Monthly Standard Tokens

Each paid tier includes a monthly allocation of AI tokens ("Standard Tokens") that reset on the 1st of each calendar month
Unused Standard Tokens do not carry over to the next month and have no cash value
Trial accounts receive a one-time lifetime token allocation that does not renew

8.2 Purchased Token Packs (Extra Tokens)

Additional tokens may be purchased as add-on packs ("Extra Tokens")
Extra Tokens roll over from month to month and do not expire while your subscription is active
Upon cancellation or termination, unused Extra Tokens are forfeited and are non-refundable

8.3 Token Consumption Order

Standard Tokens are always consumed first
Extra Tokens are consumed only after your monthly Standard Token allocation is exhausted
Extra Token packs are consumed in first-in, first-out (FIFO) order based on purchase date

For full details on token policies, refunds, and plan changes, see our Terms of Service, Sections 5.8-5.10.

9. Changes to This Policy

We may update this AI Usage Policy from time to time to reflect changes in our practices, technology, or legal requirements. We will notify you of material changes by posting a notice in the application or sending an email. Your continued use of AI features after changes are posted constitutes acceptance of the updated policy.

10. Questions and Concerns

If you have questions about this AI Usage Policy or concerns about AI feature usage, please contact us at: support@gensoapp.com

11. Governing Law and Jurisdiction

This AI Usage Policy is governed by and construed in accordance with the laws of the State of Delaware, without regard to its conflict of law principles. Any dispute arising under this Policy shall be resolved pursuant to the dispute resolution and arbitration provisions in our Terms of Service.

12. Ownership of AI Output

You own the content you upload to the Service and the output generated by AI features based on your content. LW Technologies does not claim any ownership rights in your content or AI output. Neither LW Technologies nor its AI service providers will use your content or AI output for model training, fine-tuning, or model improvement without your affirmative written consent.

13. Intellectual Property

13.1 Provider IP Representations

LW Technologies represents that our AI service providers have agreed (under their API terms) that they do not train models on API inputs. However, LW Technologies cannot independently guarantee that AI output does not resemble third-party copyrighted material. You are solely responsible for reviewing AI output for IP compliance before use.

13.2 Customer Indemnification for AI Output

You agree to indemnify LW Technologies from any third-party claims arising from your use, publication, or reliance on AI-generated output, including claims of copyright infringement, defamation, or regulatory violation.

14. AI Limitations and Bias

AI models may reflect biases present in their training data, including biases related to race, gender, age, disability, or other characteristics. When using AI features to generate content that may affect employment decisions, hiring criteria, performance evaluations, compensation, or similar matters, you should:

Review AI output for potential bias before use
Have qualified personnel (including legal or HR counsel where appropriate) review AI-generated employment-related content
Not rely solely on AI output for decisions that affect individuals' rights or opportunities

LW Technologies does not warrant that AI output is free from bias. You are responsible for evaluating AI output for appropriateness in your specific context.

15. Regulatory Changes

If changes in applicable law (including AI-specific regulations) require LW Technologies to modify, restrict, or discontinue AI features, we will provide at least 30 days' written notice before implementing material changes, where legally and technically practicable. We are not liable for compliance costs you incur in response to regulatory changes affecting AI features.

16. Geographic Scope

AI features are provided to US-based customers only. If you are subject to the EU AI Act or other AI-specific regulations by virtue of your operations or customer base, you are solely responsible for your own compliance obligations under those regulations. LW Technologies does not represent that AI features satisfy EU AI Act conformity assessment requirements.

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