ZenQMS AI Features: Terms of Service

By opting in to use ZenQMS AI features, you agree to the following terms regarding the use and handling of your data.

1. AI Feature Operation

ZenQMS utilizes third-party large language models (LLMs) and related tools hosted within our secure Amazon Web Services (AWS) environment. These LLMs are powered by data from your ZenQMS workspace to provide personalized productivity tools. When you use an AI feature, we apply an internal ranking model to identify the most relevant information within your organization. This information is then securely sent to an LLM, which generates a response that is returned to you through the ZenQMS application. Importantly:

The LLMs do not retain any information from the requests
The LLMs are privately engaged by ZenQMS (i.e. no public models)
Your data is not mixed with any other client’s data for purposes of training / using the LLMs

2. Data Ownership and Usage

Your data is used solely for the purpose of providing you with our AI-powered services.

Data Processing vs. Training: ZenQMS processes your data on-demand to provide specific outputs (e.g. generating search filters, table filters or a document summary). This data is not retained by the AI model after the task is complete. We do not use your data for "training" or to improve the underlying LLMs, nor is it used to train models for other customers.
Data Ownership: Your data remains your property. We do not use your proprietary or sensitive data to train any public, external, or third-party AI models. Your data is never shared with outside vendors for training purposes.
Explicit Consent: We do not process your data with AI without your explicit consent. Customers must opt-in to use these features. Beyond these general terms of service, Customers will also be able to opt-in to each AI feature.

3. Data Security and Privacy

We employ robust security measures to protect your data in our AI systems.

Data Isolation: Your data is processed in a secure, isolated environment within our AWS infrastructure.
Encryption: Data is encrypted both in transit and at rest using industry-standard protocols.
Access Control: Access to your data is strictly limited to authorized personnel on a need-to-know basis, governed by role-based access controls. We do not have human operators viewing your data as part of our standard operations.
Location: Your data is stored and processed in specific AWS regions, such as US-EAST, to comply with data residency requirements.
Data Deletion: When you delete data from your account, it is purged from our servers and backups, including any copies processed by our AI systems.

4. Safeguards and Oversight

We implement safeguards to mitigate common AI risks like hallucinations and bias.

Contextual Grounding: For features that reference your documents, the AI's response is grounded in the factual data provided from your workspace.
Content Filtering: We use filters to screen for inappropriate or harmful content in both user input and AI outputs.
Human-in-the-Loop: In cases where generative AI is used, a human-in-the-loop review is always recommended. AI systems will not act directly without a user's review and approval. Users have the opportunity to review, edit, or reject any generated content before an action is executed.

5. User Control & Opt in

Account Super Users can manage AI feature access for their entire account. You can turn AI features on or off for all users at any time.

By turning on the capabilities listed herein, you acknowledge that you have read and agree to these terms.