Corporate Chatbot Service: Terms of Use and Operational Guidelines

Last updated: July 16, 2024

1. Service Overview

This document outlines the terms of use and operational guidelines for the corporate chatbot service. The service utilizes advanced Large Language Model (LLM) and Retrieval-Augmented Generation (RAG) technologies to enhance workplace efficiency and information accessibility.

Key Features:

  • On-premises deployment ensuring high-level security and data privacy
  • Designed for internal corporate use and information retrieval

2. Terms of Use

2.1 Authorized Use

The chatbot service is strictly for corporate use. Users are required to:

  • Utilize the service solely for work-related purposes
  • Refrain from personal use or external information requests

2.2 Security and Confidentiality

Users must adhere to the following security protocols:

  • Treat all chatbot interactions as confidential corporate information
  • Prohibit external disclosure of any information obtained through the service
  • Avoid inputting sensitive personal data or highly confidential corporate information

2.3 Liability Disclaimer

Users acknowledge the following:

  • Information provided by the chatbot is for reference purposes only
  • The company bears no responsibility for decisions made based solely on chatbot-provided information
  • Users are responsible for verifying critical information through authoritative sources

3. Operational Guidelines

3.1 Optimal Usage Practices

To maximize service efficiency:

  • Initiate a new session for each distinct topic or inquiry
  • Start a new session for extended conversations (exceeding approximately 6,000 words or 400-500 sentences)
  • Be aware of the LLMโ€™s context retention limitations in prolonged interactions

3.2 Information Verification Protocol

Users are advised to:

  • Corroborate important information with original documentation or relevant personnel
  • Utilize the reference links provided with each chatbot response for source verification
  • Exercise caution when using chatbot-provided information for critical decision-making

3.3 AI Hallucination Awareness

Users should be cognizant that:

  • LLM-based systems may occasionally generate inaccurate or inconsistent information
  • Any suspicious or contradictory information should be independently verified

3.4 Usage Parameters

While there are no strict usage limits:

  • Users are expected to use the service responsibly
  • Avoid actions that may compromise system stability or performance

3.5 Feedback Mechanism

To ensure continuous service improvement:

  • Report any errors or inappropriate responses promptly
  • Submit suggestions for service enhancements through designated channels

4. Data Handling and Privacy

The following data practices are in place:

  • Chatbot conversations are not permanently stored
  • All session data is deleted upon termination
  • The service operates in an isolated on-premises environment, enhancing data security

5. Service Scope and Limitations

Users should understand that:

  • The chatbot functions as a supplementary tool to augment professional capabilities
  • It is not a substitute for human expertise or judgment
  • Final decision-making responsibility rests with the user

6. Support and Inquiries

For assistance, contact the following departments:

These terms and guidelines are effective as of July 16, 2024. The company reserves the right to modify these terms as necessary. Any changes will be communicated through official corporate channels.