Assistant Sharing & Usage Policy

Organization: WallSet Poland Sp. z o.o.
Address: M.K. Oginskiego 2, 85-092 Bydgoszcz, Poland
Contact Email: sales@wallset.eu
Effective Date: 01/01/2025
Last Updated: 20/01/2025

1. Purpose

This policy establishes the standards and practices for sharing and using the custom ChatGPT-based Assistant (hereafter “the Assistant”) developed or configured by WallSet Poland Sp. z o.o. (“WallSet”). The policy is intended to ensure compliance with legal requirements, protect intellectual property, and uphold privacy and security standards.

2. Scope

This policy applies to all authorized individuals, teams, and third parties who receive access to the Assistant, including employees, contractors, and other collaborators affiliated with or authorized by WallSet.

3. Definitions

• Assistant: The custom ChatGPT-based AI system created or configured by WallSet.
• Authorized User: Any individual who has been granted formal access to the Assistant under this Policy.
• Confidential Information: Sensitive or proprietary data not publicly available, including trade secrets, client details, financial data, and personal information.

4. Intellectual Property & Licensing

1. Ownership:
   • The prompts, system messages, knowledge base, or unique “persona” characteristics developed by WallSet are the intellectual property of WallSet Poland Sp. z o.o.
2. License to Use:
   • Authorized Users are granted a non-transferable, non-exclusive license to use the Assistant in accordance with this Policy.
3. Restrictions:
   • The Assistant (including its underlying prompts and code) may not be reproduced, distributed, or sold without explicit prior written permission from WallSet.
   • The Assistant may not be copied or shared with individuals or entities outside the scope of this Policy without authorization.

5. Privacy & Data Protection

1. Data Privacy:
   • The Assistant may collect and process input data provided by Authorized Users during interactions. Authorized Users should avoid including personally identifiable or sensitive data unless absolutely necessary.
2. Compliance:
   • All usage of the Assistant must comply with applicable data protection and privacy laws (e.g., GDPR).
3. Confidentiality:
   • Authorized Users must maintain the confidentiality of any sensitive or proprietary data.
   • Sharing such data through the Assistant should be minimized unless necessary and covered by corresponding data protection policies or agreements.

6. Acceptable Use

1. Prohibited Use: The Assistant must not be used for:
   • Disseminating illegal, harmful, or offensive content.
   • Violating any laws, regulations, or third-party rights (including intellectual property or privacy rights).
   • Spreading misinformation or deceptive content.
2. Appropriate Use:
   • The Assistant should only be used for approved work-related functions and in a manner consistent with WallSet’s mission, values, and legal obligations.
3. Accuracy & Review:
   • Users should critically evaluate the Assistant’s outputs and consult subject-matter experts if there is uncertainty about the correctness or appropriateness of the content.

7. Access & Sharing

1. Request for Access:
   • Individuals or teams requiring the Assistant must submit a formal request to WallSet at sales@wallset.eu.
   • Access is granted only after the user agrees to abide by the terms of this Policy.
2. Sharing the Assistant:
   • Internal Sharing: Authorized Users may share the Assistant internally (e.g., with colleagues within WallSet) without separate permission, provided all such individuals adhere to this Policy.
   • External Sharing: When sharing the Assistant with third parties (e.g., contractors, partners, or clients under different billing or domain accounts), Authorized Users must:
     1. Obtain written approval from WallSet’s designated authority.
     2. Share only the designated system prompts, instructions, or relevant guidelines required to replicate the Assistant’s capabilities.
     3. Ensure that the third party has read, understood, and agreed to this Policy (or their own policy mirroring these requirements).
3. Technical Guidelines for Sharing:
   • Provide copies of relevant prompts, conversation transcripts, or system messages so the external party can reconstruct the Assistant in their own ChatGPT environment.
   • Offer any necessary documentation or training to maintain consistency and compliance.

8. Monitoring & Compliance

1. Logging:
   • Where technically feasible, usage of the Assistant may be logged for quality assurance and compliance purposes.
2. Reporting:
   • Any misuse, security concern, or suspected breach of this Policy must be reported immediately to sales@wallset.eu.
3. Enforcement:
   • Violation of this Policy may result in suspension or revocation of access, disciplinary action, or legal measures, as appropriate.

9. Security Measures

1. Authorized Access:
   • Access credentials (e.g., API keys, logins) must be secured and not shared with unauthorized persons.
2. System Updates:
   • WallSet may update or modify the Assistant to address new features, security vulnerabilities, or compliance requirements.
3. Incident Response:
   • In the event of a security incident, WallSet will follow its established incident response procedures to mitigate damage and notify affected parties as required by law or contract.

10. Disclaimers & Limitations of Liability

1. Disclaimer:
   • The Assistant’s outputs are generated by an AI model and may contain errors, omissions, or biases. WallSet makes no guarantees regarding the accuracy or completeness of the Assistant’s output.
2. User Responsibility:
   • Each Authorized User is responsible for verifying the correctness and reliability of any content generated by the Assistant before reliance or publication.
3. Liability:
   • WallSet Poland Sp. z o.o. is not liable for any damages arising from unauthorized use, improper reliance, or misuse of the Assistant or its outputs.

11. Updates to This Policy

WallSet reserves the right to modify or update this Policy at any time. Changes become effective upon posting the revised Policy or upon direct notification to Authorized Users.

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Acknowledgment & Agreement

By accessing or using the Assistant, users acknowledge that they have read, understood, and agree to be bound by the terms and conditions outlined in this Policy.