AI Transparency & Responsible Use Policy

NeoMatX ("the Service") is a software platform that provides AI-powered customer communication tools.

This AI Transparency and Responsible Use Policy explains how artificial intelligence (AI) features are used within the NeoMatX platform. It also describes the responsibilities of users when interacting with AI-powered functionality.

By using AI-powered features of the NeoMatX Service, you acknowledge and agree to the practices described in this policy.

1. Use of Artificial Intelligence

NeoMatX may use artificial intelligence technologies to assist with certain features of the Service, including but not limited to:

  • automated responses and chat assistance
  • message suggestions and text generation
  • analysis of user messages to improve support workflows
  • automation of repetitive support tasks

AI features are designed to assist users but are not intended to replace human judgment or professional decision-making.

2. AI Limitations

Artificial intelligence systems may generate inaccurate, incomplete, or misleading outputs. While NeoMatX aims to provide helpful AI-assisted functionality, AI-generated content should always be reviewed by a human before being relied upon.

  • AI responses may contain errors or outdated information
  • AI systems may misunderstand user input
  • AI-generated content may require manual correction or verification

Users remain fully responsible for reviewing and verifying any AI-generated output before using it in communications or business processes.

AI outputs are non-deterministic. This means that the Service may generate different responses to the same or similar queries, and NeoMatX does not guarantee that the output will be identical or consistent across multiple sessions.

3. Human Oversight

AI functionality within the Service is intended to support human operators. Users should ensure that important decisions, communications, and actions are reviewed by a human before being finalized or sent to third parties.

NeoMatX does not guarantee the correctness, reliability, or suitability of AI-generated outputs.

4. Prohibited AI Use

Users may not use AI features provided by the Service for activities that violate applicable laws or platform policies. Prohibited uses include but are not limited to:

  • generating illegal, harmful, or abusive content
  • creating deceptive or misleading communications
  • impersonating individuals or organizations
  • automating spam, scams, or fraudulent activity
  • using AI outputs as the sole basis for legal, medical, financial, or employment decisions
  • biometric identification or categorization of individuals
  • calculating social credit scores or predicting criminal behavior
  • emotion recognition in workplace or educational settings
  • any use case defined as "Prohibited AI Practice" under the EU AI Act

5. Transparency and Labeling Obligations

In accordance with evolving regulations (such as the EU AI Act), it is often mandatory to disclose that a communication is AI-generated. You, as the Controller, are responsible for:

  • Ensuring that your end-users (customers) are informed when they are interacting with an AI (e.g., a chatbot).
  • Labeling AI-generated content where legally required in your jurisdiction.

NeoMatX provides the tools, but the legal obligation to maintain transparency toward the end-user remains with you.

6. Data Processing and Model Training

To provide AI-powered features, the Service processes data inputs provided by the user. Regarding the use of third-party AI providers (e.g., OpenAI, Anthropic):

  • No Training: We use professional API integrations. Under our agreements with these providers, your Customer Content is not used to train, retrain, or improve the base models of these third-party providers.
  • Technical Necessity: Data is transmitted to these providers solely for the purpose of generating the requested output and is processed according to our Privacy Policy.

7. Continuous Improvement

NeoMatX may improve AI features over time to enhance reliability, usefulness, and safety. This may include updates to AI models, safeguards, and monitoring systems.

8. Changes to this Policy

NeoMatX reserves the right to modify this AI Transparency Policy at any time. Updated versions will be published on this page with an updated effective date.

9. Contact

If you have questions regarding this AI Transparency and Responsible Use Policy, you may contact us through the contact information provided on the NeoMatX website.