This policy explains how Kool&Tech and future KoolArchitect capabilities may use artificial intelligence, automation, scoring, agents, and machine-assisted tools while preserving transparency, security, review, and responsibility.
This AI Use & Disclosure Policy governs artificial intelligence, machine learning, generative AI, agents, scoring, prediction, extraction, summarization, recommendations, automation, and AI-assisted features offered, configured, integrated, or used by Kool&Tech, including future KoolArchitect capabilities.
It applies to customers, users, administrators, developers, contractors, and end users interacting with an AI-enabled Kool&Tech service or deliverable.
Kool&Tech may disclose when a user is interacting directly with an AI system or when content is materially generated or manipulated by AI, where this is not obvious or where law, contract, context, or risk makes disclosure appropriate.
Disclosure may appear in the interface, workflow, output, report, metadata, documentation, terms, or accompanying notice.
KoolArchitect may use AI to analyze inputs, organize process information, generate drafts, identify patterns, propose process structures, summarize risks, recommend controls, create documentation, and support business-process design.
KoolArchitect output is a decision-support artifact, not an autonomous guarantee of process correctness, compliance, savings, performance, or implementation success. Users must validate outputs against actual operations, systems, laws, contracts, and stakeholder requirements.
Users must have authority to provide prompts, files, records, examples, credentials, personal data, confidential information, and other inputs.
Do not provide unnecessary regulated data, secrets, passwords, complete payment-card information, protected health information, government identifiers, or third-party confidential material unless the service and agreement expressly authorize it.
AI output may be inaccurate, incomplete, inconsistent, biased, outdated, non-unique, inapplicable, or fabricated. Similar prompts may produce different results, and different users may receive similar results.
Outputs must be reviewed for accuracy, context, confidentiality, intellectual property, security, feasibility, fairness, and compliance before reliance or publication.
No AI output should be the sole basis for a legal, financial, accounting, tax, employment, medical, safety, insurance, credit, housing, education, law-enforcement, or similarly significant decision unless expressly authorized and supported by required human review, notice, appeal, testing, and legal safeguards.
Customers remain responsible for final decisions and actions taken using AI output.
AI agents and automations may read, create, modify, route, transmit, approve, reserve, invoice, post, delete, or synchronize information only within authorized permissions and configured boundaries.
High-impact actions should use approvals, limits, validation, logging, exception handling, rollback, and monitoring appropriate to the risk. Customers must approve tools, data access, actions, recipients, and escalation paths.
Personal data processed through AI features is governed by the Privacy Policy, Data Processing Addendum, applicable service agreement, and relevant law.
Kool&Tech will not use Customer Personal Data to train a publicly available foundation model unless the Customer expressly authorizes that use and applicable law permits it.
Whether prompts, outputs, feedback, logs, or files are retained or used to improve a model depends on the specific provider, configuration, subscription, contract, and feature.
Where Kool&Tech controls the choice, Customer data should be handled according to the documented purpose and applicable agreement. Third-party AI providers remain governed by their own terms and settings.
Kool&Tech may use or integrate Microsoft, OpenAI, Odoo, cloud, analytics, search, OCR, speech, vision, or other AI-related providers depending on the service.
Capabilities, data locations, retention, model behavior, availability, safety controls, and contractual commitments vary by provider and may change. Kool&Tech does not control the independent operation of a third-party model.
Users must ensure they have rights to inputs and must review outputs before using them commercially. AI output may resemble existing material or may not qualify for exclusive ownership or protection.
No AI feature grants ownership of Kool&Tech methods, prompts, workflows, templates, scoring logic, models, system instructions, documentation, KoolArchitect features, or third-party technology.
AI-generated or manipulated images, audio, video, avatars, voices, and other media must not be used to deceive, impersonate, defraud, misattribute, or conceal material facts.
When required or appropriate, synthetic content should be visibly disclosed and may include machine-readable provenance or content credentials supported by the technology.
Where an AI assistant, chatbot, agent, or avatar interacts directly with a person, the service may identify that the interaction involves AI unless the context makes that fact obvious or an exception applies.
Users should not assume an AI interface is monitored in real time or suitable for emergencies, legal notices, or urgent support.
Do not use AI features for unlawful discrimination, manipulation, fraud, impersonation, harassment, malware, credential theft, privacy invasion, unauthorized surveillance, prohibited biometric categorization, exploitative profiling, or activities barred by the Acceptable Use Policy.
Do not attempt prompt extraction, model extraction, training-data extraction, jailbreaks, safety bypass, unauthorized tool invocation, privilege escalation, or access to another customer's data.
AI systems may reproduce or amplify bias present in data, prompts, labels, models, or workflows. Users must evaluate whether outputs create unfair or unlawful differences in treatment.
Protected characteristics and inferred sensitive traits should not be used for consequential decisions unless expressly lawful, necessary, and supported by appropriate safeguards.
AI-enabled systems may introduce prompt injection, data leakage, excessive agency, insecure output handling, poisoned input, malicious files, and unauthorized tool-use risk.
Controls may include scoped permissions, content filtering, validation, isolation, logging, approved connectors, human approval, monitoring, and restricted access, depending on the service and scope.
Customers must identify laws and sector rules applicable to their AI use, including privacy, consumer protection, intellectual property, accessibility, employment, communications, cybersecurity, records, and AI-specific requirements.
Where applicable, users may need notices, consent, explanations, impact assessments, data-governance records, human oversight, opt-outs, contestability, or regulator engagement.
For AI systems subject to European Union transparency requirements, relevant providers and deployers may need to inform individuals when they interact with AI and disclose specified AI-generated or manipulated content.
Regional requirements may also apply in the United Kingdom, Canada, Brazil, U.S. states, and other jurisdictions. Mandatory requirements control only for the affected use.
Testing should reflect the intended purpose, data, users, languages, integrations, permissions, edge cases, prohibited behaviors, and foreseeable misuse.
AI performance may change when models, prompts, data, vendors, tools, configurations, or connected systems change. Previous testing does not guarantee future results.
Kool&Tech may monitor system health, usage, safety events, errors, abuse, and feedback within legal and contractual limits. Customers should provide channels for users to report inaccurate, unsafe, unfair, or inappropriate results.
Monitoring does not guarantee detection of every issue.
AI-generated content, assessments, forecasts, recommendations, process maps, scores, and documentation are informational tools and do not constitute legal, tax, accounting, audit, medical, investment, insurance, employment, or other regulated professional advice.
No output guarantees compliance, revenue, savings, productivity, security, uptime, funding, eligibility, or business success.
Customers are responsible for selecting authorized use cases, configuring permissions, validating data, training users, reviewing outputs, maintaining records, handling decisions, and complying with applicable law.
Customers must promptly report suspected data leakage, unsafe behavior, unauthorized actions, biased results, or security incidents.
Kool&Tech may suspend or restrict an AI feature, model, integration, account, workflow, or output when reasonably necessary to address misuse, security, provider restrictions, legal requirements, excessive risk, or harm.
This policy may be updated as KoolArchitect, AI providers, capabilities, risks, laws, standards, and business practices evolve. Material changes may be communicated through the website, product, account, agreement, or another reasonable channel.
Contact Kool&Tech regarding an AI-enabled feature, data use, human-review requirement, automated action, or responsible-use concern.
Kool&Tech LLC · Florida Limited Liability Company · United States
Back to policy headingThis policy explains how Kool&Tech and future KoolArchitect capabilities may use artificial intelligence, automation, scoring, agents, and machine-assisted tools while preserving transparency, security, review, and responsibility.
This AI Use & Disclosure Policy governs artificial intelligence, machine learning, generative AI, agents, scoring, prediction, extraction, summarization, recommendations, automation, and AI-assisted features offered, configured, integrated, or used by Kool&Tech, including future KoolArchitect capabilities.
It applies to customers, users, administrators, developers, contractors, and end users interacting with an AI-enabled Kool&Tech service or deliverable.
Kool&Tech may disclose when a user is interacting directly with an AI system or when content is materially generated or manipulated by AI, where this is not obvious or where law, contract, context, or risk makes disclosure appropriate.
Disclosure may appear in the interface, workflow, output, report, metadata, documentation, terms, or accompanying notice.
KoolArchitect may use AI to analyze inputs, organize process information, generate drafts, identify patterns, propose process structures, summarize risks, recommend controls, create documentation, and support business-process design.
KoolArchitect output is a decision-support artifact, not an autonomous guarantee of process correctness, compliance, savings, performance, or implementation success. Users must validate outputs against actual operations, systems, laws, contracts, and stakeholder requirements.
Users must have authority to provide prompts, files, records, examples, credentials, personal data, confidential information, and other inputs.
Do not provide unnecessary regulated data, secrets, passwords, complete payment-card information, protected health information, government identifiers, or third-party confidential material unless the service and agreement expressly authorize it.
AI output may be inaccurate, incomplete, inconsistent, biased, outdated, non-unique, inapplicable, or fabricated. Similar prompts may produce different results, and different users may receive similar results.
Outputs must be reviewed for accuracy, context, confidentiality, intellectual property, security, feasibility, fairness, and compliance before reliance or publication.
No AI output should be the sole basis for a legal, financial, accounting, tax, employment, medical, safety, insurance, credit, housing, education, law-enforcement, or similarly significant decision unless expressly authorized and supported by required human review, notice, appeal, testing, and legal safeguards.
Customers remain responsible for final decisions and actions taken using AI output.
AI agents and automations may read, create, modify, route, transmit, approve, reserve, invoice, post, delete, or synchronize information only within authorized permissions and configured boundaries.
High-impact actions should use approvals, limits, validation, logging, exception handling, rollback, and monitoring appropriate to the risk. Customers must approve tools, data access, actions, recipients, and escalation paths.
Personal data processed through AI features is governed by the Privacy Policy, Data Processing Addendum, applicable service agreement, and relevant law.
Kool&Tech will not use Customer Personal Data to train a publicly available foundation model unless the Customer expressly authorizes that use and applicable law permits it.
Whether prompts, outputs, feedback, logs, or files are retained or used to improve a model depends on the specific provider, configuration, subscription, contract, and feature.
Where Kool&Tech controls the choice, Customer data should be handled according to the documented purpose and applicable agreement. Third-party AI providers remain governed by their own terms and settings.
Kool&Tech may use or integrate Microsoft, OpenAI, Odoo, cloud, analytics, search, OCR, speech, vision, or other AI-related providers depending on the service.
Capabilities, data locations, retention, model behavior, availability, safety controls, and contractual commitments vary by provider and may change. Kool&Tech does not control the independent operation of a third-party model.
Users must ensure they have rights to inputs and must review outputs before using them commercially. AI output may resemble existing material or may not qualify for exclusive ownership or protection.
No AI feature grants ownership of Kool&Tech methods, prompts, workflows, templates, scoring logic, models, system instructions, documentation, KoolArchitect features, or third-party technology.
AI-generated or manipulated images, audio, video, avatars, voices, and other media must not be used to deceive, impersonate, defraud, misattribute, or conceal material facts.
When required or appropriate, synthetic content should be visibly disclosed and may include machine-readable provenance or content credentials supported by the technology.
Where an AI assistant, chatbot, agent, or avatar interacts directly with a person, the service may identify that the interaction involves AI unless the context makes that fact obvious or an exception applies.
Users should not assume an AI interface is monitored in real time or suitable for emergencies, legal notices, or urgent support.
Do not use AI features for unlawful discrimination, manipulation, fraud, impersonation, harassment, malware, credential theft, privacy invasion, unauthorized surveillance, prohibited biometric categorization, exploitative profiling, or activities barred by the Acceptable Use Policy.
Do not attempt prompt extraction, model extraction, training-data extraction, jailbreaks, safety bypass, unauthorized tool invocation, privilege escalation, or access to another customer's data.
AI systems may reproduce or amplify bias present in data, prompts, labels, models, or workflows. Users must evaluate whether outputs create unfair or unlawful differences in treatment.
Protected characteristics and inferred sensitive traits should not be used for consequential decisions unless expressly lawful, necessary, and supported by appropriate safeguards.
AI-enabled systems may introduce prompt injection, data leakage, excessive agency, insecure output handling, poisoned input, malicious files, and unauthorized tool-use risk.
Controls may include scoped permissions, content filtering, validation, isolation, logging, approved connectors, human approval, monitoring, and restricted access, depending on the service and scope.
Customers must identify laws and sector rules applicable to their AI use, including privacy, consumer protection, intellectual property, accessibility, employment, communications, cybersecurity, records, and AI-specific requirements.
Where applicable, users may need notices, consent, explanations, impact assessments, data-governance records, human oversight, opt-outs, contestability, or regulator engagement.
For AI systems subject to European Union transparency requirements, relevant providers and deployers may need to inform individuals when they interact with AI and disclose specified AI-generated or manipulated content.
Regional requirements may also apply in the United Kingdom, Canada, Brazil, U.S. states, and other jurisdictions. Mandatory requirements control only for the affected use.
Testing should reflect the intended purpose, data, users, languages, integrations, permissions, edge cases, prohibited behaviors, and foreseeable misuse.
AI performance may change when models, prompts, data, vendors, tools, configurations, or connected systems change. Previous testing does not guarantee future results.
Kool&Tech may monitor system health, usage, safety events, errors, abuse, and feedback within legal and contractual limits. Customers should provide channels for users to report inaccurate, unsafe, unfair, or inappropriate results.
Monitoring does not guarantee detection of every issue.
AI-generated content, assessments, forecasts, recommendations, process maps, scores, and documentation are informational tools and do not constitute legal, tax, accounting, audit, medical, investment, insurance, employment, or other regulated professional advice.
No output guarantees compliance, revenue, savings, productivity, security, uptime, funding, eligibility, or business success.
Customers are responsible for selecting authorized use cases, configuring permissions, validating data, training users, reviewing outputs, maintaining records, handling decisions, and complying with applicable law.
Customers must promptly report suspected data leakage, unsafe behavior, unauthorized actions, biased results, or security incidents.
Kool&Tech may suspend or restrict an AI feature, model, integration, account, workflow, or output when reasonably necessary to address misuse, security, provider restrictions, legal requirements, excessive risk, or harm.
This policy may be updated as KoolArchitect, AI providers, capabilities, risks, laws, standards, and business practices evolve. Material changes may be communicated through the website, product, account, agreement, or another reasonable channel.
Contact Kool&Tech regarding an AI-enabled feature, data use, human-review requirement, automated action, or responsible-use concern.
Kool&Tech LLC · Florida Limited Liability Company · United States
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