Actaa AI Acceptable Use Policy

01 Overview

1.1 What Actaa AI Does

Actaa AI is a workspace assistant that helps you find information, generate content, and work more efficiently. It operates in two modes:

• General AI (Open Mode): Answers general knowledge questions using the AI model's training data. Does not access your company data.
• Workspace AI (Org Mode): Searches your company's indexed data (tasks, projects, documents, wiki, meeting notes) and generates responses based on that context.

1.2 What Actaa AI Does NOT Do

Actaa AI is an informational tool. It:

• Does NOT make employment decisions (hiring, firing, promotions, evaluations)
• Does NOT make financial decisions (investments, approvals, budgets)
• Does NOT provide legal, medical, or professional advice
• Does NOT take autonomous actions on your behalf
• Does NOT replace human judgment for critical decisions

All AI outputs are suggestions and summaries that require human review and decision-making.

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02 Permitted Uses

You may use Actaa AI for the following purposes:

2.1 Information Retrieval

• Querying company data (tasks, projects, documents, wiki pages)
• Searching for specific information across your workspace
• Finding related items and connections between data

2.2 Content Generation

• Generating summaries, reports, and drafts
• Writing assistance (emails, documents, messages)
• Creating outlines and initial content
• Brainstorming ideas and solutions

2.3 Productivity

• Meeting preparation and follow-up
• Creating action items from meeting notes
• Generating status updates and reports
• Answering questions about company processes

2.4 General Knowledge

• Answering general questions (technology, concepts, best practices)
• Technical assistance (code review, debugging, architecture)
• Research and analysis support

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03 Prohibited Uses

You may NOT use Actaa AI for the following purposes:

3.1 Employment Decisions

• Making or influencing hiring, firing, or promotion decisions
• Evaluating, ranking, or scoring employees
• Making compensation or performance review decisions
• Generating employee assessments or recommendations
• Any use that would violate employment discrimination laws

3.2 Legal and Regulatory Violations

• Generating legally binding documents without human review
• Processing protected health information (PHI/HIPAA)
• Violating privacy laws (GDPR, CCPA, etc.)
• Generating content that violates any applicable laws
• Facilitating fraud, deception, or illegal activities

3.3 Security Violations

• Attempting to extract system prompts or internal instructions
• Bypassing safety measures or content filters
• Using AI access credentials outside the Actaa platform
• Sharing API keys or access tokens with unauthorized parties
• Attempting to access other tenants' data

3.4 Abuse and Misuse

• Automated or scripted bulk queries (API abuse)
• Circumventing token limits or rate controls
• Generating excessive queries to exhaust budgets
• Using AI to surveil or monitor individual employees
• Creating content intended to harass, discriminate, or harm

3.5 Harmful Content

• Generating discriminatory, harassing, or hateful content
• Creating misleading or deceptive information
• Producing content that infringes intellectual property
• Generating adult, violent, or illegal content

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04 Data Handling

4.1 What Data AI Can Access

Based on your administrator's configuration, AI may access:

4.2 What Data AI NEVER Accesses

The following data is never ingested or accessible to AI:

• Direct messages (DMs) and private channels
• Salary and compensation details
• Passwords, API keys, or credentials
• Candidate personal information (applications, resumes)
• Employee Social Security numbers or government IDs
• Protected health information (PHI)
• Payment card data (PCI)

4.3 PII Scrubbing

Actaa AI employs automatic PII (Personally Identifiable Information) scrubbing:

• Ingestion Layer: PII patterns detected and removed before indexing
• Query Layer: Sensitive patterns in your queries are sanitized
• Response Layer: AI responses are scanned for leaked PII

Detected patterns include: email addresses, phone numbers, SSNs, credit card numbers, and other sensitive identifiers.

4.4 Data Retention

• AI conversation history: Configurable by admin (30-365 days)
• Embedded data: Retained while subscription is active
• Deleted data: Removed from AI index within 24 hours
• On cancellation: All AI data purged within 30 days

4.5 Encryption

• API keys: Encrypted at rest using AES-256-GCM
• Data in transit: TLS 1.2+ encryption
• Database: Encrypted at rest via cloud provider

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05 HR Data Compliance

5.1 Informational Use Only

When HR data sources are enabled, AI operates under strict constraints:

• AI retrieves and summarizes HR data only
• AI never recommends, ranks, scores, or evaluates employees
• AI never makes hiring, firing, or promotion suggestions
• AI never predicts employee performance or potential

5.2 Automatic Compliance Disclaimers

AI responses involving HR data automatically include disclaimers:

5.3 Audit Logging

All AI queries involving HR data are logged with:

• User ID and timestamp
• Query content (scrubbed of PII in logs)
• Data sources accessed
• Compliance flags triggered

5.4 Regulatory Alignment

Actaa AI's HR data handling is designed to align with:

• NYC Local Law 144: No automated employment decision tools
• California FEHA: No AI-driven discrimination
• Colorado AI Act: Transparency in AI systems
• Illinois HB3773: No AI-based video interview analysis

Note: Compliance is the responsibility of your organization. Consult legal counsel for specific requirements.

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06 Accuracy and Limitations

6.1 AI May Make Errors

AI responses may contain:

• Factual errors or outdated information
• Misinterpretation of your query
• Incomplete or missing information
• Hallucinated content (plausible but incorrect)

Always verify critical information before acting on AI output.

6.2 Data Freshness

• AI indexes are updated periodically (not real-time)
• Recent changes may not be reflected immediately
• Deleted content may briefly remain in results
• Check the source for the most current information

6.3 Not Professional Advice

AI responses are NOT:

• Legal advice
• Medical advice
• Financial advice
• Tax advice
• Professional opinions

Consult qualified professionals for important decisions.

6.4 User Responsibility

You are responsible for:

• Verifying AI-generated information
• Making final decisions based on your judgment
• Ensuring appropriate use within your organization
• Reporting issues or inaccuracies

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07 Monitoring and Enforcement

7.1 Activity Logging

All AI interactions are logged for security and compliance:

• Query timestamps and user identity
• Data sources accessed
• Token consumption
• Response generation metadata

Note: Query content is not stored in plaintext logs. PII is scrubbed from audit records.

7.2 Abuse Detection

Automated systems monitor for:

• Unusual query patterns (velocity spikes)
• Rapid-fire requests (potential scripting)
• Large output extraction (data farming)
• Prompt injection attempts
• Policy-violating content

7.3 Enforcement Actions

Violations may result in:

7.4 Admin Visibility

Company administrators can review:

• AI usage by user (token consumption)
• Query volume and patterns
• Abuse incidents and warnings
• Cost and budget status

Access: Settings → AI → Usage Dashboard

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08 Billing Terms (Managed Plans)

8.1 Subscription Model

• Plans are billed monthly in advance
• No free trials for AI features
• Payment required before activation

8.2 Token Pool

• Monthly token budget is shared across all company users
• Tokens reset at the start of each billing period
• Unused tokens do not roll over

8.3 Top-Up Purchases

• Additional tokens can be purchased anytime
• Top-up tokens expire at end of current billing period
• Top-up tokens are consumed after plan pool is exhausted

8.4 Payment Failure

• Failed payment disables AI immediately
• No grace period for past-due accounts
• Resolve within 7 days to avoid cancellation

8.5 Plan Changes

• Upgrades: Effective immediately with prorated charge
• Downgrades: Effective at end of current billing period
• Cancellation: AI remains active until period ends

8.6 Refunds

• Monthly plans: No refunds for partial months
• Annual plans: Prorated refund for unused full months
• Top-ups: Non-refundable after purchase
• Service outage: Credit for >24 hours continuous downtime

8.7 Price Changes

• 30-day advance notice for price increases
• Existing customers retain current pricing for 60 days
• Price decreases effective immediately

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09 Changes to This Policy

We may update this Policy to reflect:

• New features or capabilities
• Regulatory requirements
• Security improvements
• User feedback

Notification: Material changes communicated via email and in-app notice at least 14 days before taking effect.

Continued Use: Using AI features after changes take effect constitutes acceptance of the updated Policy.

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10 Contact

For questions about this Policy or to report violations:

• Email: info@actaa.ai
• Support: info@actaa.ai
• In-App: Settings → Help → Contact Support

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By using Actaa AI, you acknowledge that you have read, understood, and agree to comply with this Acceptable Use Policy.