Acceptable Use Policy

This Acceptable Use Policy (“Policy”) outlines the rules and expectations for using the services provided by Propel Platform, Inc. (“Company,” “we,” “us,” “our”), including any artificial intelligence (AI) and machine learning (ML) technologies integrated into or offered through the Services (collectively, the “Service”).

By accessing or using the Service, you agree to comply with this Policy. Violations of this Policy may result in suspension or termination of access to the Service, as well as potential legal consequences.

We recognize the transformative power of artificial intelligence and are committed to mitigating the risks associated with its use. Our approach is grounded in ethical, transparent, and lawful use of AI technologies.

This Policy reflects our values-based approach to responsible AI. We regularly review and update this Policy to ensure it reflects evolving best practices, legal requirements, and societal expectations.

Scope: This Policy applies to all employees, contractors, vendors, partners, and any other individuals involved in designing, developing, managing, or interacting with AI systems provided by or integrated with the Service.

Purpose: To ensure that all use of AI within and through the Service is responsible, secure, and legally compliant.

Oversight: A cross-functional team is responsible for overseeing AI-related policies, reviewing deployments, and ensuring alignment with this Policy and applicable regulations.

Roles & Responsibilities: Clear accountability is established for all stakeholders involved in AI development, deployment, and usage. Each team member is expected to understand and uphold their responsibilities under this Policy.

Respect for Human Rights: AI systems must respect fundamental human rights, including privacy, freedom of expression, non-discrimination, and fairness.

Fairness: AI models and outputs must avoid unfair bias. Where automated decisions affect individuals, those decisions should be explainable and subject to review.

Transparency & Accountability: AI-driven processes should be explainable to users and stakeholders. Depending on the context, user consent and documentation may be required before deploying AI features.

Regular Review: Ethical principles and their application are reviewed at least annually to account for changes in technology, regulation, and societal expectations.

The following guidelines apply to employees and authorized users utilizing generative AI platforms (e.g., ChatGPT, DALL·E, Codex) in connection with the Service:

• Authorized Use Only: Use only Company-provisioned accounts and approved AI platforms. Personal accounts should not be used for Company-related work.
• Use Case Boundaries: Generative AI tools may be used to improve productivity and assist with tasks, but must not be relied upon for critical decisions without human review.
• Approval Required: Any integration of AI tools into Company products, tools, or workflows requires prior approval from the appropriate team lead or governance body.
• Training: All users must complete Company-provided training on the responsible use of AI tools before using them in a professional capacity.

• Do not input Internal, Personal, Company Confidential, or Customer Confidential information into any AI tool unless explicitly permitted under an approved use case.
• Enterprise-level licensing must be in place for any AI platform used in connection with the Service.
• AI models must not learn from or retain our proprietary data externally.
• All AI usage must comply with applicable data protection laws, including GDPR and CCPA.
• AI tools must be used in secure environments with appropriate access controls.
• Do not store AI-generated chat logs or outputs longer than necessary for the intended purpose.
• Periodic audits will be conducted to ensure compliance with data privacy requirements.

Development: All AI development must follow secure and ethical practices, including rigorous testing, validation, and documentation before deployment.

Vendor Review: Third-party AI vendors and tools must be evaluated for compliance with this Policy, applicable laws, and Company security standards before integration.

IP Caution: Generative AI must not be used to produce patentable or copyrightable work without prior approval from the Legal team. AI-generated outputs may have uncertain intellectual property status and must be reviewed accordingly.

Audits: Regular monitoring and auditing of AI usage will be conducted to ensure compliance with this Policy.

Incident Response: Any suspected misuse of AI or violation of this Policy must be reported promptly through designated internal channels.

Training: Ongoing training will be provided on AI ethics, data handling, and responsible usage to all relevant personnel.

Legal Compliance: All AI usage must comply with applicable local, state, federal, and international laws and regulations.

Violations of this Policy may result in disciplinary action, up to and including termination of employment or contractual relationships, as well as potential legal sanctions.

If you become aware of a violation or suspected violation of this Policy, you are encouraged to report it through internal reporting channels. Reports may be made anonymously where permitted by law.

The Company prohibits retaliation against any individual who reports a violation in good faith. Whistleblower protections apply in accordance with applicable laws and Company policy.

Exceptions to this Policy may be granted through a formal Waiver Process. Requests for waivers must be submitted in writing and will be reviewed by the appropriate governance body on a case-by-case basis.

Employees: Violations of this Policy may result in disciplinary action, including but not limited to written warnings, suspension, and termination of employment.

Vendors: Vendor violations may result in penalties including contract termination and immediate revocation of access to Company systems and data.