AI Terms of Use¶
Version 1.0
Note
Effective date: November 7, 2026.
These AI Terms of Use (the “AI Terms”) apply to the use of the artificial intelligence features of the Viindoo software. They explain who provides what, who decides what, and how responsibilities are shared between Viindoo and the organizations that use these features, so that AI can be used with confidence and with data kept under the control of its owner.
Key Points¶
This summary is here to help you find your way through the AI Terms. It does not replace them.
Viindoo provides software tools that connect your organization to AI services. The AI services themselves are provided by third parties that your organization chooses, under their own terms.
The only exception is the Viindoo Onboarding AI Service, a starter service operated by Viindoo in Vietnam so that new customers can try the AI features at once. Your organization can use AI services of its own choice instead.
Your organization decides which AI services are used and which data may be sent to them. It remains in control of its data and responsible for its use under the laws that apply to it.
AI services may process data in countries other than your own.
AI output can be wrong. Check it before you rely on it.
Viindoo’s liability in relation to the AI features follows the agreement under which your organization uses the Viindoo software.
1. Scope and Acceptance¶
These AI Terms apply to the use of the AI Features by the Customer and its Users, whether Viindoo hosts the Software for the Customer or the Customer runs the Software on infrastructure of its own choice.
These AI Terms supplement the agreement under which the Customer uses the Software, such as the Viindoo Subscription Service Agreement, the Terms of Purchase on Viindoo Marketplace together with the license of the purchased application, or any other agreement between the Customer and Viindoo (the “Agreement”). The Viindoo Privacy Policy also applies.
Using the AI Features is the Customer’s choice. By using them, the Customer accepts these AI Terms. A Customer that does not accept them may simply not use the AI Features; this does not affect its other rights under the Agreement.
Users use the AI Features on behalf of the Customer. Users are asked to acknowledge these AI Terms; by acknowledging them or by using the AI Features, a User confirms that he or she has been informed of these AI Terms and will follow them. The Customer is responsible for the use of the AI Features by its Users.
2. Definitions¶
Viindoo: Viindoo Technology Joint Stock Company and its affiliates.
Software: the Viindoo software and the Viindoo applications that include AI Features, wherever they are installed and whoever hosts them.
AI Features: the functions of the Software that use artificial intelligence, for example to answer questions, write or summarize content, read documents, images or speech, search information, or prepare actions for a User.
AI Service: a service that receives content from the Software and returns a result produced by an artificial intelligence model. An AI Service may be operated by a third party, by the Customer itself or, in the case of the Onboarding AI Service, by Viindoo.
AI Provider: the person or organization that operates an AI Service.
Onboarding AI Service: the AI Service operated by Viindoo that is described in Section 6.
Customer (also “your organization”): the organization that uses the Software under the Agreement.
User: any person who uses the AI Features on behalf of the Customer, such as an employee of the Customer. In these AI Terms, “you” means the Customer and its Users, as the context requires.
Input: any content that is sent to an AI Service when the AI Features are used, such as text, questions, conversation history, documents, images, audio and data taken from the Customer’s records.
Output: any content that an AI Service returns, such as text, audio, summaries, suggestions or proposed actions.
Personal Data: any information relating to an identified or identifiable natural person, as defined by the Applicable Law.
Applicable Law: the laws and regulations that apply to the Customer or to its use of the AI Features, including the laws on personal data protection, artificial intelligence, consumer protection and intellectual property.
3. Viindoo’s Role¶
Viindoo develops the Software and makes the AI Features available in it. The AI Features are tools: they let the Customer connect the Software to AI Services and use those services in its daily work.
Except for the Onboarding AI Service, Viindoo does not provide, operate or control the AI Services that the Customer uses. Each AI Provider is an independent third party, or the Customer itself, that provides its AI Service to the Customer under its own terms. AI Providers do not act as subcontractors or agents of Viindoo.
Where Viindoo hosts the Software for the Customer, for example under a Viindoo Cloud subscription, Viindoo hosts and operates the Customer’s database under the Agreement and the Viindoo Privacy Policy. This hosting role does not make Viindoo the provider of the AI Services: the Software sends Inputs to the AI Services that the Customer has chosen, on the Customer’s instructions, and the AI Providers process them under their own terms.
Where the Customer runs the Software on infrastructure of its own choice, the Customer also controls the hosting of the Software and of its data.
4. Your Organization’s Choices and Responsibilities¶
Choice of AI Services. The Customer chooses the AI Services it uses, sets them up with its own accounts with the AI Providers, and is responsible for that choice. Before using an AI Service, the Customer reviews the AI Provider’s terms, usage policies and data processing terms, including where Inputs are processed and stored, how long they are kept and whether they may be used to improve the AI Provider’s models.
Charges. AI Providers charge for their AI Services under their own terms. These charges are a matter between the Customer and each AI Provider and are borne by the Customer, unless Viindoo agrees otherwise in writing. The Customer monitors its use of the AI Services and the related costs.
Personal Data. With respect to Personal Data contained in Inputs, the Customer acts as the data controller, or in the equivalent role under the Applicable Law: it decides which Personal Data is processed with the AI Features, for which purposes and with which AI Services. The Customer is responsible in particular for:
having a lawful basis for the processing, giving people the information that the Applicable Law requires and obtaining their consent where it is needed;
entering into the data processing agreements and other commitments that the Applicable Law requires with the AI Providers it chooses;
carrying out any assessment, registration or notification that the Applicable Law requires, for example before Personal Data is transferred to another country or before processing that presents a high risk;
handling the requests of people who exercise their rights over their Personal Data.
Access rights. The Customer decides which Users may use the AI Features and which data each User may access in the Software. Content that a User can access may become part of an Input when that User uses the AI Features, so the Customer sets access rights with this in mind.
Rights in Inputs. The Customer ensures that it holds the rights and permissions needed to use its Inputs with the AI Features, including under intellectual property, confidentiality and data protection rules.
People outside the Customer’s organization. Where the Customer uses the AI Features to communicate with people outside its organization, such as visitors to its websites or its own customers, the Customer operates that communication. It tells those people that they are dealing with an AI system where the Applicable Law requires it, informs them of how their data is processed and obtains any consent required.
Rules on artificial intelligence. Some laws set specific rules for artificial intelligence, for example on informing people that they are interacting with an AI system, on marking content generated by AI, or on additional safeguards for uses that may affect people’s rights. The Customer is responsible for complying with the rules that apply to its use of the AI Features.
Users. The Customer informs its Users of these AI Terms and of its own policies on the use of AI, and gives them the guidance they need to use the AI Features responsibly.
5. Data Sent to AI Services¶
Depending on how the AI Features are used, Inputs may include text typed or dictated by a User, conversation history, attachments and images, audio recordings, content of the Customer’s records that the User can access, and content of the Customer’s knowledge sources. Audio recordings and images may themselves contain Personal Data.
AI Providers process Inputs on their own systems, which may be located in countries other than the Customer’s or the User’s. Under some laws, sending Personal Data to an AI Provider is a transfer of Personal Data to another country or to a third party, with its own requirements (Section 4.3).
AI Providers may keep Inputs and Outputs for periods that they define, for example to detect misuse of their services, and some may use them to improve their services unless their terms or the Customer’s account settings provide otherwise. These practices are governed by the terms of each AI Provider.
Viindoo recommends that the Customer:
choose AI Providers and, where they offer a choice, processing locations that meet its legal and contractual obligations, or run an AI Service on infrastructure under its own control;
prefer AI Services that commit not to use business data to train their models and that offer suitable data processing terms;
send no more Personal Data than a task needs, and keep sensitive data (such as data on health, biometric data or data on children), passwords, access keys and other secrets out of Inputs unless the AI Service concerned is approved for such data;
limit the access rights of each User to what his or her work requires;
review Outputs before relying on them (Section 7);
follow its use of the AI Services and set the spending limits that suit its budget.
6. Viindoo Onboarding AI Service¶
Purpose. So that new customers can try the AI Features without first setting up an AI Service of their own, Viindoo operates its own AI Service, the Onboarding AI Service (ai.viindoo.com). It is intended mainly for getting started and for evaluating the AI Features. For regular business use, Viindoo recommends that the Customer use AI Services of its own choice.
Location. The Onboarding AI Service runs on servers operated by Viindoo in Vietnam. Inputs sent to it are transferred to and processed in Vietnam. For a Customer or a User located outside Vietnam, this is a transfer of data to another country, which may be subject to requirements under the Applicable Law (Section 4.3).
When it is used. The Software may send requests to the Onboarding AI Service when the Customer has not set up an AI Service of its own for the task concerned and, unless the Customer has configured the Software otherwise, when the AI Services set up by the Customer cannot respond. The Customer decides, through the configuration of the Software, whether its requests may reach the Onboarding AI Service. A Customer that does not want this sets up its own AI Services and configures the Software to use only them.
Conditions. The Onboarding AI Service is subject to the usage limits that Viindoo sets, and the AI models it uses may be less capable than those of leading AI Providers. Viindoo may change, limit, suspend or end the Onboarding AI Service, in whole or in part, at any time, in particular to protect it from misuse or overload.
Data. For the Onboarding AI Service only, Viindoo acts as an AI Provider. Viindoo processes the Inputs and Outputs, together with the technical information needed to operate the service and apply its usage limits (such as information that tells one database from another), in order to provide the service, keep it secure, prevent misuse and apply its limits. Viindoo keeps this data no longer than these purposes require and handles Personal Data in accordance with the Viindoo Privacy Policy and the Applicable Law.
Sensitive data. Viindoo recommends that the Customer not send sensitive data or highly confidential information to the Onboarding AI Service.
7. AI Output¶
Nature of Output. Outputs are produced automatically by AI models. They may be inaccurate, incomplete, out of date or inappropriate, even when they sound confident, and the same Input may produce different Outputs. Output is not professional advice, whether legal, tax, accounting, financial, medical or of any other kind.
Human review. The Customer and its Users review Output, and check its facts and figures, before relying on it, sharing it or acting on it. This matters most where Output may affect people’s rights, money, health, safety or legal position.
Decisions about people. Output should not be the only basis for a decision that has legal or similarly significant effects on a person, for example in recruitment, employment, credit or access to services. Such decisions are made or reviewed by a qualified person.
Actions. The Customer remains responsible for the actions carried out in the Software by or for its Users, including actions prepared or proposed with the help of the AI Features.
Ownership. As between Viindoo and the Customer, the Customer keeps its rights in its Inputs and, to the extent that the Applicable Law and the terms of the AI Provider allow, owns the Outputs. Viindoo claims no ownership of Inputs or Outputs. Outputs may be similar to content produced for others, and their protection under intellectual property law may be limited.
Publication. Before publishing an Output or using it in communication with third parties, the Customer checks that it does not infringe the rights of others and follows the rules on disclosing AI-generated content that apply to it.
8. Acceptable Use¶
The AI Features must be used lawfully and in accordance with the Agreement, these AI Terms and the usage policies of the AI Providers concerned. In particular, they must not be used to:
break the law or infringe the rights of others, including rights to privacy, intellectual property and confidentiality;
create or spread content that is unlawful, deceptive, defamatory, discriminatory or harmful, or present Output as the work of a person where this would mislead others;
monitor or profile people, or make decisions about them, without a lawful basis;
get around the security measures, usage limits or safeguards of the Software or of an AI Service;
use the Onboarding AI Service outside the Software, give or sell access to it to others, or send it automated or excessive traffic.
Viindoo may suspend access to the Onboarding AI Service where it is misused. Any issue with the AI Service of a third party is handled under the terms of its AI Provider.
9. Availability of AI Services¶
AI Services depend on their AI Providers and on networks outside Viindoo’s control. They may be slow, interrupted, changed or withdrawn by their AI Providers. Viindoo does not guarantee that a given AI Service or AI model will remain available or compatible with the Software.
The AI Features evolve with the Software. Viindoo may add, change or remove AI Features in new versions of the Software.
10. Warranties and Liability¶
To the extent permitted by the Applicable Law, the AI Features and the Onboarding AI Service are provided “as is” and “as available”. Viindoo gives no warranty that Outputs are accurate, complete, reliable, lawful, free from infringement or fit for a particular purpose, nor that the AI Features or any AI Service will work without interruption or error. This Section supplements the warranties and disclaimers of the Agreement and does not reduce any warranty that the Agreement gives for the Software.
Viindoo is not responsible for:
the AI Services provided by third parties and chosen by the Customer, including their Outputs, availability, security, handling of data and charges;
the Customer’s choice of AI Services and of the data it sends to them;
the decisions made and the actions taken on the basis of Outputs;
the Customer’s compliance with the Applicable Law in its use of the AI Features.
Any liability of Viindoo in relation to the AI Features or the Onboarding AI Service is subject to the exclusions and limitations of liability of the Agreement and is counted within them; these AI Terms do not create any additional liability.
Nothing in these AI Terms excludes or limits any liability that cannot be excluded or limited under the Applicable Law.
The Customer is responsible for claims by third parties that arise from its Inputs, from its use of Outputs or from a breach of these AI Terms by the Customer or its Users, and holds Viindoo harmless against such claims, to the extent permitted by the Applicable Law and except where the claim is caused by Viindoo.
11. Changes to these AI Terms¶
Viindoo may update these AI Terms, for example to reflect changes in the AI Features, in the AI services available or in the law. Each version is published on this page with its version number and its effective date.
Where a change significantly affects the Customer, Viindoo informs Users by reasonable means, where possible before the new version takes effect, and Users may be asked to acknowledge it.
Using the AI Features after a new version has taken effect means accepting it. A Customer that does not accept a new version may stop using the AI Features.
12. General Provisions¶
Order of precedence. For matters specific to the AI Features, these AI Terms prevail over the Agreement in case of conflict. For all other matters, the Agreement prevails.
Governing law and disputes. These AI Terms are governed by the law that governs the Agreement, and disputes about them are settled in the way the Agreement provides.
Severability. If a provision of these AI Terms is held invalid or unenforceable, the other provisions remain in force, and the provision concerned is replaced by a valid provision that comes as close as possible to its purpose.
Contact. For any question about these AI Terms, please contact Viindoo using the contact details in the Viindoo Privacy Policy.
This version 1.0 of the AI Terms of Use is effective from November 7, 2026./.