AI Supplementary Terms

Introduction

These AI Supplementary Terms govern the use of artificial intelligence ("AI") features within A.X.E.L Portal and related services provided by THEAX LTD. These terms supplement our main Terms of Service and Privacy Policy.

By using AI-powered features, you acknowledge and agree to these additional terms.

Scope of AI Features

A.X.E.L Portal incorporates AI technology in the following features:

Communication Features

• WhatsApp bot: Automated responses and lead qualification via WhatsApp Business
• Lead scoring: AI-powered evaluation and ranking of potential customers
• Automated suggestions: Content recommendations for quotes, invoices, and communications

Voice Processing

• Voice-to-lead: Speech recognition to create customer leads from voice input
• Voice-to-quote: Automated quote generation from spoken project descriptions
• Voice-to-invoice: Invoice creation through voice commands and descriptions

Document Processing

• Receipt analysis: Automatic expense categorization from uploaded receipts
• Text extraction: OCR and content analysis of business documents

AI Accuracy Disclaimer

Important: AI-generated content may contain errors, inaccuracies, or inconsistencies. AI features are provided as productivity tools, not as professional advice or definitive solutions.

No Warranty on AI Output

• AI suggestions may not be suitable for your specific business needs
• Voice recognition accuracy varies based on audio quality and speaking clarity
• Document analysis may misinterpret or miss important information
• AI responses are not legal, financial, or professional advice

Human Oversight Required

You must review and approve all AI-generated content before use. This includes:

• Quotes and estimates generated from voice input
• Invoices created through AI assistance
• Lead information extracted from conversations
• Expense categorizations from receipt scanning
• Automated responses and communications

You remain fully responsible for all content sent to customers, regardless of whether it was AI-generated or human-created.

Voice Processing

Speech Recognition Accuracy

Voice-to-text accuracy depends on various factors:

• Audio quality and background noise
• Speaking clarity and pace
• Accent and pronunciation
• Technical terminology and proper names

Audio Processing and Storage

Voice recordings are processed as follows:

• Temporary processing: Audio is converted to text using AI services
• Automatic deletion: Original audio files are deleted after processing
• Retention: Only the extracted text is stored in your account
• Security: All audio processing uses encrypted connections

Data Usage for AI Improvement

Anonymized Learning

We may use anonymized, aggregated data to improve our AI features:

• Common quote patterns to improve suggestion accuracy
• Voice recognition improvements for trade-specific terminology
• Receipt categorization refinements

Personal Data Protection

• No personal data training: Your personal information is not used to train AI models
• Customer data protection: Customer names, addresses, and contact details are excluded from learning datasets
• Opt-out available: Contact us to opt out of anonymized data usage

Third-Party AI Services

OpenAI Integration

We use OpenAI services for various AI features:

• GPT-4o: Text generation and analysis
• Whisper: Speech-to-text conversion
• Data processing: Processed according to OpenAI's data usage policies
• Terms: Subject to OpenAI's Terms of Service and Privacy Policy

Data Processing Location

AI processing may occur in:

• United States (OpenAI services)
• European Union (where applicable)
• Other locations as disclosed in our Sub-Processor List

Intellectual Property

AI-Generated Content Ownership

Content generated using AI features belongs to you:

• Quotes, invoices, and estimates created with AI assistance are your property
• You may use, modify, and distribute AI-generated content as needed
• No additional licensing fees apply for AI-generated content

Training Data Exclusions

Your content is not used to train third-party AI models without explicit consent. We work with AI providers who respect these data usage restrictions.

AI Service Limitations

Availability

• AI features may be temporarily unavailable due to maintenance or third-party service issues
• Service levels for AI features may differ from core platform availability
• We provide alternative manual processes when AI features are unavailable

Rate Limits

• AI features may be subject to usage quotas based on your subscription plan
• High-volume usage may be rate-limited to ensure fair access for all users
• Additional AI usage may be available at extra cost

Liability and Warranties

No Warranty on AI Accuracy

We provide AI features "as-is" without warranties regarding:

• Accuracy or completeness of AI-generated content
• Suitability for your specific business needs
• Error-free operation or availability
• Compliance with industry-specific requirements

Limitation of Liability

Our liability for AI-related issues is limited to:

• The total amount paid for your subscription in the preceding 12 months
• Does not cover indirect damages, lost profits, or consequential losses
• Excludes liability for decisions made based on AI-generated content

Right to Modify or Disable AI Features

We reserve the right to:

• Modify AI features to improve accuracy or performance
• Temporarily disable features for maintenance or updates
• Discontinue AI features with reasonable notice
• Add new AI capabilities to your subscription plan

Material changes to AI features will be communicated with at least 30 days' notice.

Compliance and Ethics

Our AI features are designed to:

• Avoid bias in lead scoring and business recommendations
• Respect privacy and data protection regulations
• Provide transparent information about AI involvement
• Allow human oversight and control at all times