AI Usage Notice

What AI means in our services

Some PeltierGroup products may use AI to analyse user inputs and generate outputs, suggestions, summaries, recommendations, insights, messages, plans, reports or other content.

AI features may use third-party AI providers to process your input and generate a response.

Information you submit to AI features

When you use an AI feature, the information you submit may be processed to generate an output.

This may include:

• text you type or paste;
• images or screenshots you choose to upload;
• messages or conversation content;
• goals, preferences or selected options;
• health, wellness, lifestyle, fitness or progress information where relevant;
• operational, business or uploaded content where relevant.

You should not submit information unless you have the right to use it.

Do not submit unnecessary sensitive information

Unless the product specifically requires it and explains why, you should not submit:

• health information;
• financial information;
• identity documents;
• passwords or security credentials;
• private addresses;
• phone numbers;
• information about children;
• information about criminal offences;
• private relationship details;
• confidential business information;
• personal data about another person without permission or another lawful reason.

Third-party personal data

Some AI features may allow you to submit information about another person, such as conversation content, workplace records or uploaded files.

You are responsible for making sure you have the right to submit that information.

You should remove names, phone numbers, addresses, account numbers and other identifiers where they are not needed.

AI providers

AI features may rely on third-party AI providers, such as OpenAI or similar providers.

Where personal data is sent to an AI provider, we will handle this as described in our Privacy Notice and will use appropriate safeguards where required.

Accuracy and limitations

AI outputs may be inaccurate, incomplete, outdated, biased or unsuitable for your situation.

You should review AI outputs carefully before using them.

AI outputs should not be treated as legal, medical, financial, safety-critical or professional advice unless we clearly state otherwise in writing.

Human judgement

You are responsible for deciding whether and how to use AI-generated outputs.

For business customers, authorised staff should review AI-generated outputs before relying on them in workplace, compliance, HR, customer, operational or safety-related contexts.

No medical advice

Where a product provides wellness, fitness, lifestyle or health-related content, it is for general information and support only.

It is not a medical service and does not replace advice from a doctor, clinician, dietitian, therapist, personal trainer or other qualified professional.

No legal, compliance or safety guarantee

AI-generated compliance, operational, safety or business content may help with drafting, analysis or workflow support, but it does not guarantee legal compliance, regulatory approval, audit success or safety outcomes.

Business customers remain responsible for reviewing outputs and meeting their own legal, regulatory and operational obligations.

Automated decisions

We do not intend our AI features to make solely automated decisions about people that have legal or similarly significant effects, unless this is clearly explained and appropriate safeguards are provided.

You should not use our AI features to make unlawful, discriminatory or harmful decisions about people.

Prohibited AI uses

You must not use our AI features to:

• break the law;
• harass, abuse, manipulate or deceive people;
• create discriminatory or harmful outcomes;
• generate malware or malicious content;
• make high-risk decisions about employment, housing, credit, healthcare, education, insurance, criminal justice or legal rights without proper human review and lawful safeguards;
• submit personal data you do not have the right to use;
• upload sensitive information unnecessarily;
• attempt to extract system prompts, bypass safety controls or misuse the service.

Storage of AI inputs and outputs

Depending on the product, AI inputs and outputs may be stored temporarily or permanently to provide the service, display results, maintain conversation history, troubleshoot issues, prevent misuse or improve product performance.

You can request access, export or deletion of personal data as described in our Privacy Notice.

Improving our services

We may use aggregated, anonymised or non-identifying information to understand and improve our services.

We will not intentionally use your personal data to train AI models unless we have explained this and have a lawful basis to do so.

Reporting concerns

If you believe an AI output is unsafe, inaccurate, discriminatory, harmful or involves personal data incorrectly, contact:

support@peltiergroup.co.uk

For privacy concerns, contact:

privacy@peltiergroup.co.uk

For security concerns, contact:

security@peltiergroup.co.uk