AI Consent

These Terms apply when you enable and use any AI feature within Tractivity, including Sentiment Analysis and Activity Summary. By enabling an AI feature, you accept these Terms in addition to the Tractivity Terms and Conditions.

Service Descriptions

Sentiment Analysis

• The AI Feature performs sentiment and emotional analysis on any content you enter into the designated activity notes fields in Tractivity. This may include feedback, comments, or other information you choose to input.
• Tractivity does not restrict the type of content you enter; therefore, the sensitivity of data depends entirely on what you provide.

Activity Summary

• Generates a concise, natural language summary of recent activities associated with a contact, organisation, or enquiry.
• Highlights key themes, priorities, and patterns.
• Summaries appear in the activities view and exported documents.

Feature Activation & Responsibilities

1. Opt-In & Acceptance

• AI Features are disabled by default.
• Each feature must be enabled manually via System Admin on a project-by-project basis.
• Enabling any AI feature constitutes acceptance of these Terms and consent to process your content via OpenAI.
• If you later decide to disable an AI feature after opting in, please contact Tractivity Support, as this cannot currently be managed via the front-end.

2. SLA

• Existing Tractivity SLAs remain unaffected. AI features are provided on a best-effort basis and excluded from uptime guarantees.

3. Intellectual Property

• Tractivity retains all Intellectual Property in the platform and AI integration. You retain ownership of your inputs and outputs generated by the AI Feature.

4. Data Processing, Storage & Transfers

• Third-Party Processing: When you enable AI Features, any content you enter into the designated field(s) is transmitted securely to OpenAI, a third-party provider, for analysis.
  
  • OpenAI acts as a sub-processor engaged by Tractivity under our Data Processing Addendum.
• Retention: OpenAI may retain limited customer content, logs and other data artifacts required in the provision of this service for up to 30 days after which they are automatically deleted. Tractivity does not allow OpenAI to use your data for model training or fine-tuning.
• International Transfers: To facilitate this service, your data may be processed outside the UK and EEA:-
  • If your organisation has strict data residency requirements, this must be considered carefully and by enabling AI Features, you accept that your data may be transferred to and processed by OpenAI outside the UK/EEA.
  • By enabling the AI Feature, you acknowledge and accept that Tractivity cannot guarantee data residency within the UK/EEA and is not responsible for OpenAI’s regional processing policies.
• Customer Responsibility: You are responsible for ensuring that any content you enter complies with applicable law and your internal policies, especially if it includes personal or sensitive information.

5. End-of-Contract Deletion

• Upon termination, Tractivity will delete or anonymise Customer Content within a reasonable timeframe. AI outputs in backups are purged per our backup cycle. OpenAI deletes operational logs after approximately 30 days.

6. Accuracy, Bias & Hallucinations

• The AI generates analytics based on the content you provide. If the source content is vague, incomplete, or contains errors, the output may reflect those issues. Results may be inaccurate, incomplete, biased, or “hallucinated.” This means the AI might misinterpret tone or sentiment or generate statements that are incorrect.
• Human-in-the-Loop (HITL) Requirement: You may wish to consider whether you rely solely on AI outputs for decisions and whether all decisions, actions, or interpretations based on AI results should be reviewed and confirmed by a human before implementation. The AI Feature is designed to assist, not replace, human judgment, for example: -
  • If the AI suggests a stakeholder sentiment is negative, a human must verify this before taking any action (e.g., escalating an issue or changing engagement strategy).
  • If the AI indicates that a stakeholder is “high risk” for disengagement, a human must confirm this before triggering any automated alerts or removing the stakeholder from a campaign.
• It is entirely your decision whether you use AI output as the sole basis for any operational / business decisions.
• Under no circumstances does Tractivity Limited accept any responsibility for the results of the AI or any consequential decisions that you make based upon the AI content.

7. Customer Responsibilities

• Ensure lawful basis for any data entered.
• Avoid entering special category data unless agreed in writing.
• Assign appropriate permissions to control access to the AI Feature.
• Provide transparency notices where required by law.

8. Prohibited Uses

• You must not:
  • Input content that is unlawful, defamatory, or infringes third-party rights.
  • Use AI Features for unlawful profiling or discrimination.
  • Attempt to bypass safety filters or extract system prompts.
  • Input content you do not have the right to share (e.g., confidential third-party data).
• You should not:
  • Use AI Features for automated decision-making that produces legal or similarly significant effects without required human oversight.
  • Use AI Features to generate or infer information beyond the scope of the functionality described (e.g., predictive analytics, profiling, or automated decision-making.

9. Logging & Monitoring

• Tractivity logs usage metadata for security, auditing, and troubleshooting.

10. Security

• Tractivity applies controls aligned with and certified against ISO 27001 and Cyber Essentials Plus.
• OpenAI applies its own published security measures. All transmissions to OpenAI are encrypted in transit.

11. Liability

• AI outputs from the AI are provided “as is” without warranty. Tractivity accepts no liability for use of the AI and any output therefrom. You indemnify Tractivity for unlawful or prohibited data entered.