BriteBiz AI - Terms of Service

‍Introduction

This policy explains how BriteBiz uses artificial intelligence within our Subscription Services (“BriteBiz AI”), how your data is handled, what responsibilities you have as a user, and what you can expect from us. It is designed for customers in Europe, the United States, the UK, Canada, Australia, and all other international regions.

Our goal is to provide powerful AI features while maintaining privacy, transparency, user control, and responsible use.

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1. What Is BriteBiz AI?

BriteBiz AI includes features across our platform that incorporate artificial intelligence and machine-learning technologies. These include:

  1. AI content creation (generating or editing text)
  2. AI-powered replies to enquiries, messages, and comments
  3. AI-driven reporting and insights
  4. AI Agent / Co-Pilot / Chatbot
  5. Machine learning used to optimise workflows, lead engagement, and platform performance

BriteBiz AI is powered by:

  • BriteBiz’s proprietary AI engine
  • Google Gemini LLM
  • AWS Bedrock models
  • AWS API Gateway & Lambda for secure processing

Some AI features may be enabled by default; you may turn them off at any time.

2. How Data Is Used With BriteBiz AI

When you use AI features, BriteBiz may process limited customer data (such as availability, enquiry details, message history, and CRM information) in order to generate the requested output.

We follow these principles globally:

✔ Data minimisation

We send only the minimum necessary information to provide the feature.

✔ Purpose limitation

AI providers process data only to generate your requested output.

✔ No model training

Data you provide or generate through BriteBiz AI is not used to train Google Gemini, AWS Bedrock models, or any foundational LLM.

✔ Encryption & security

All AI inputs and outputs are encrypted in transit and processed within secure environments.

✔ International data transfers

If data is processed outside your region (e.g., US/EU transfers), we use compliant safeguards such as Standard Contractual Clauses (SCCs), vendor privacy frameworks, and approved contractual protections.

3. Your Responsibilities When Using AI

You remain responsible for:

  • Ensuring you have the right to use any data entered into BriteBiz AI
  • Reviewing all AI-generated content before you send or publish it
  • Ensuring AI outputs do not contain incorrect information
  • Ensuring AI-generated content complies with your local laws and regulations
  • Avoiding entry of sensitive, confidential, or inappropriate content into prompts

You may disable AI features at any time.

4. Accuracy, Limitations & Hallucinations

AI systems—including Gemini, AWS Bedrock models, and our own engine—may:

  • Produce incorrect or misleading responses
  • Misinterpret your prompt
  • Invent details or references (“AI hallucinations”)
  • Provide outdated or incomplete information
  • Misread availability, dates, or numbers
  • Sound confident while being wrong

Always review outputs, especially for:

  • Pricing
  • Availability
  • Contract terms
  • Event details
  • Messages to customers
  • Any decision with financial or legal consequences

BriteBiz AI is not a source of legal, financial, operational, or professional advice.

5. AI Input and AI Output

  • AI Input is any text, data, or content you enter into an AI feature.
  • AI Output is the content generated by the AI based on your input.

You retain the rights to use your AI Output for any lawful purpose, including commercial use, publication, and redistribution.

However:

  • Outputs may not be unique to you.
  • AI may generate similar text for different users.
  • You are responsible for ensuring that generated content does not infringe third-party rights.

6. Data Protection and GDPR (For EU/UK Members)

For EU and UK customers, BriteBiz complies with:

  • GDPR (EU General Data Protection Regulation)
  • UK GDPR
  • Applicable data protection laws in your jurisdiction

This includes:

  • Lawful basis for AI processing (Legitimate Interests)
  • Data minimisation
  • Transparency about subprocessors
  • Secure international transfers
  • Respect for your data subject rights
Your GDPR rights include:
  • Access, correction, deletion
  • Restriction of processing
  • Objection to AI processing
  • Data portability
  • Not being subject to solely automated decisions

BriteBiz AI does not perform solely automated decision-making that produces legal or significant effects. Human review is required.

For detailed compliance and subprocessors, please see our Data Processing Agreement (DPA).

7. Third-Party AI Providers

Your data may be processed by:

  • Google Gemini LLM (Google Cloud / Vertex AI)
  • AWS Bedrock foundation models
  • AWS Lambda & API Gateway
  • BriteBiz’s proprietary AI systems

Each operates under strict security controls, contractual privacy commitments, and data-handling safeguards.

Data submitted to these systems is not used to train public or foundational models.

8. Reviewing Sources & Web-Based Content

When AI provides web-sourced information:

  • Always check the original website
  • Context may be missing
  • You are responsible for verifying accuracy before using the information

AI summaries are convenience tools and are not authoritative.

9. Limitations of Liability

To the fullest extent permitted by law:

  • BriteBiz makes no guarantees about the accuracy or reliability of AI outputs.
  • BriteBiz is not liable for damages, losses, missed bookings, miscommunications, or decisions made using AI-generated content.
  • You accept full responsibility for reviewing and verifying any AI-generated message, contract, proposal, or recommendation.

AI output is provided “as is” without warranties of any kind.

10. Availability and Service Changes

  • AI services may be unavailable due to third-party downtime.
  • BriteBiz may update, improve, limit, or discontinue AI features at any time.
  • Usage limits may apply depending on your subscription plan.
  • The inclusion of AI in any plan, or changes of AI pricing may occur from time to time.
  • We do not guarantee the availability of BriteBiz AI in any or all geographical areas.

We will aim to communicate material changes as early as reasonably possible.

11. Acceptance of These Terms

By using BriteBiz AI, you agree that:

  • You have read and understood this policy
  • You will review AI Output before using it
  • You accept the risks of generative AI technologies
  • You also agree to the BriteBiz Terms of Service and Privacy Policy
  • You acknowledge that AI-generated content may contain errors, and you agree that BriteBiz shall not be held liable for any damages, losses, or consequences resulting from reliance on such output.
  • Notwithstanding anything to the contrary in our Terms of Service or these Product Specific Terms, we may make changes to BriteBiz AI features that materially reduce the functionality provided to you during the Subscription Term or change the Limits that apply to you at any time in our sole discretion.
  • BriteBiz reserves the right, without notice, to update this agreement at any time, to change the third-party services used to provide the AI Services, and to make any required updates to the pricing structure of BriteBiz AI. 

If you disagree with any part of this policy, you may disable AI features at any time.

12. Our Commitment to You

Our mission is simple:

To make BriteBiz AI a safe, helpful, and powerful assistant that improves your business, your workflows, and your customer experience.

We continuously work to:

  • Improve accuracy
  • Reduce hallucinations
  • Strengthen data protection
  • Enhance transparency
  • Maintain global compliance
  • Build responsible AI features

If you have feedback or concerns, please contact us at hello@britebiz.com.

Last updated: 1st December 2025