AI Terms

1. What the Assistant is

The Assistant is an automated system built on large language models supplied by a third-party provider (currently OpenAI). When you talk to it you are interacting with artificial intelligence, not a human. It can answer questions about the projects you have access to, and — at your request — create, update and delete records, add comments, attach photos and open pages, using the same permissions your role gives you.

2. Your content and the results

What you send to the Assistant (“Input”) and what it produces for you (“Output”) are Customer Data under our Terms. As between you and us, you own both. Because of how AI models work, Output may not be unique, and other customers may receive similar output.

3. No training on your content; provider retention

We do not use Input or Output to train AI models, and we do not allow our AI provider to do so. Our provider processes Input and Output only to return the response, and may retain it for up to 30 days to detect and prevent abuse, after which it is deleted — unless the provider is legally required to keep it longer. Images may additionally be scanned by the provider for child-safety violations. Our AI provider is listed on our Subprocessors page. We store your conversation history in your Workspace until you delete it.

4. Accuracy and your responsibility to review

The Assistant can make mistakes. It may misunderstand a request, mishear a name, misread a photo or a number, choose the wrong record, or state something that is not true. You are responsible for reviewing Output before relying on it — in particular quantities, hours, prices, dates, safety information, and anything you sign, submit or send to others. Output is not engineering, legal, safety, medical, tax or accounting advice.

5. Actions, approvals and the activity log

Your Workspace administrators choose whether the Assistant must ask for approval before destructive actions (the default), before every change, or never. Changes made by the Assistant are recorded in the activity log and marked as made by the Assistant, under the name of the User who asked. You are responsible for the actions the Assistant takes at your request or with your approval, as if you had taken them yourself.

The Assistant does not sign records, does not send your records to anyone outside your Workspace, and cannot exceed the permissions of the User it is working for.

6. Voice, photos and recording other people

Dictation and hands-free voice use your device’s microphone only while you have switched them on, and a mute control is always available. Audio is sent to our provider to be transcribed; we do not store it. Photos you attach in the Assistant are stored in your Workspace like any other photo.

Recording consent. Laws in many U.S. states require the consent of everyone in a conversation before it is recorded. If other people may be captured when you use voice features, you are responsible for telling them and obtaining any consent the law requires, and for following your own company’s policies and any site rules.

No biometric identification. PMT1 does not use face recognition or voice recognition to identify individuals, and you must not use the Assistant to do so.

7. What you must not use the Assistant for

• Decisions that have legal or similarly significant effects on a person — for example hiring, firing, discipline, pay, or eligibility for work — without meaningful human review.
• Anything that is the sole basis for a safety-critical, structural, electrical, engineering or medical decision.
• Identifying people from their face or voice, inferring sensitive characteristics about them, or monitoring workers covertly.
• Generating fraudulent records, signatures, certifications or safety documentation.
• Trying to extract the underlying models, circumvent safety measures, or develop competing AI models from Output.
• Anything prohibited by our Acceptable Use Policy or by our AI provider’s usage policies.

8. Usage limits and action packs

Each Plan includes a monthly allowance of Assistant actions, shown in the Assistant and on our pricing page. One question or one task for the Assistant is one action. The allowance starts again on the first day of each calendar month (UTC); unused included actions do not carry over.

When the allowance is used up the Assistant pauses until the next month, until you change your Plan, or until an owner or admin of your Workspace buys an action pack. A pack is a one-time purchase at the price shown when you buy it. It does not renew and is never bought automatically. Purchased actions are used only after the month’s included actions are gone, and what is left carries over from month to month for as long as your subscription is active. If your subscription ends, unused purchased actions are kept with your Workspace for the 30 days in which you can come back, and are then removed with it. Purchased actions have no cash value and cannot be transferred to another Workspace. Refunds of packs are covered in our Refund & Cancellation Policy.

We may apply reasonable rate limits to keep the Service stable.

9. Switching it off

Workspace owners and administrators can switch the Assistant off for the whole company at any time in Settings. When it is off, nothing is sent to the AI provider. The Assistant is not available to read-only viewers or outside collaborators.

10. Changes to models and providers

AI technology changes quickly. We may change the models or providers behind the Assistant. We will update our Subprocessors page before a new provider begins processing Customer Data, and we will not move to a provider that trains on your content.

11. Disclaimer

The Assistant is provided “as is”. To the fullest extent permitted by law we make no warranty that Output is accurate, complete or fit for any purpose, and the limits of liability in our Terms apply.