Template — client name, contacts and jurisdiction are adapted per engagement.
AI Services Terms
Effective date: adapted per client
[Hotel Group] (the "Company") provides its team with AI-powered tools and services (the "AI Services"). These terms govern your access to and use of the AI Services. By using the AI Services, you accept the most recent version of these terms.
1.The AI Services
"AI Services" means every AI-powered tool, assistant, feature, agent, or automation the Company makes available to you, however accessed, including the Company's internal AI platform, any AI assistant or drafting feature, and any AI capability the Company adds in the future. These terms apply to each AI Service from the moment it is made available to you, unless it carries its own terms. The AI Services are operated for the Company by TH1 and run on third-party AI providers and infrastructure. Your use of the AI Services is also subject to those providers' terms and acceptable-use policies.
2.Relationship to other Company policies
These terms supplement, and do not replace, your existing obligations to the Company. Your use of the AI Services must comply with all Company policies, including the employee handbook, the confidentiality policy, and all data-handling and systems-use policies. Where these terms address a subject that another Company policy also addresses, the other policy will control with respect to that subject.
3.Approved AI tools only
The AI Services are the Company's approved AI tools. Do not use any other AI tool for Company work. Never submit Company, guest, or employee data, including documents, bookings, rates, contracts, or anything from a work system, to an AI tool the Company has not approved, such as a personal consumer AI account. Outside AI vendors may store what you type, use it to train their models, or claim rights over it. Once Company data enters an outside tool, it cannot be taken back. AI accounts the Company provides to you are approved AI Services. Use only the account the Company provided, never a personal one. The Company maintains the list of approved AI tools on the platform. If you believe you need a tool that is not on the list, ask your designated contact; exceptions require prior written approval.
4.Confidentiality
All information relating to the AI Services, including their existence, features, configuration, prompts, capabilities, and performance, and any interaction you have with the AI Services, is Confidential Information of the Company, and must be protected in accordance with the Company's confidentiality policy. Do not disclose, share, or demonstrate the AI Services, or any input or output, to any person outside the Company without authorization.
5.The Company's use and ownership of data
The AI Services are Company systems. The Company may use any Company data you submit to the AI Services, and any output generated from them, for any business purpose, including operating, developing, securing, and improving the AI Services. Any feedback you provide is the Company's property. All inputs you submit and all outputs generated are the property of the Company and constitute Company work product. You must not use the AI Services, or any output, to develop, train, or improve any AI model, tool, product, or service other than the Company's own.
6.Interaction data
You authorize the Company and its service providers to collect, track, and use all interaction data arising from your use of the AI Services, including prompts, outputs, feature usage, session and device information, technical logs, and feedback. The Company may access, review, and audit any interaction with the AI Services at any time, and you should have no expectation of privacy in your use of them.
7.Biometric information and health data
The AI Services may include functionality that processes biometric information and data concerning health, where you or others submit it in the course of using the AI Services. By using the AI Services, you consent to the Company's collection, processing, and use of such data. Where a specific law requires a separate written consent, release, or notice, the Company will present it before the relevant feature is used.
8.Retention and deletion
The Company may retain data connected to the AI Services for as long as the Company determines it is useful for its business purposes. You acknowledge that the Company may not be able to delete data once it has been collected, including data that has been aggregated, transformed, or incorporated into other records. The Company will honor deletion requests where applicable law requires, and may satisfy any deletion request by de-identifying or aggregating the data instead, as applicable law permits.
9.Prohibited content and use
You must not use the AI Services to create, request, submit, or process: pornographic or sexually explicit content; illegal content or activity; harassment, hate, or abusive material; malware or attempts to bypass any system's security; fraudulent, deceptive, or infringing content; or any content prohibited by the underlying AI providers' acceptable-use policies. You must not attempt to circumvent the AI Services' safeguards or provide access to any person outside the Company. Do not use the AI Services to screen, evaluate, or make decisions about employees or job candidates without the Company's express written authorization in advance.
10.Output
Output of the AI Services is generated by artificial intelligence. It should not be assumed to be true, complete, or current. Outputs may contain errors even when they look right. Do not rely on any output without independently confirming its accuracy, especially names, numbers, dates, prices, and anything you are about to send outside the Company. You are responsible for exercising judgment in your use of the AI Services and for anything you personally send, act on, or rely on. Where the Company enables automated features that act without per-message review, those features operate under the Company's controls: monitor the feature's output, and switch off the automation or escalate promptly if it appears to be acting incorrectly. Regardless of any automation setting, actions involving payments, refunds, credits, legal terms, or the health or safety of any person require the approval of your manager before they are taken.
11.Reporting problems
Tell your designated contact promptly if the AI Services expose data they should not; produce output that could harm a guest, an employee, or the Company; act in an unexpected way; or appear to be manipulated by someone. Report first; do not investigate or fix it yourself, and do not delete anything. An early report contains a problem; a late one compounds it.
12.Availability; no warranty
The Company may modify, suspend, limit, or discontinue any AI Service at any time. The AI Services are provided "as is" and "as available," without warranty of any kind.
13.Service providers and their policies
The AI Services are operated by TH1 and run on third-party providers (AI models, hosting, infrastructure). For information about those providers, refer to the vendor list and the platform privacy notice.
14.Access and departure
Your access to the AI Services is personal to you. Do not share your login. The Company may suspend or revoke access at any time. Access ends when your employment or engagement with the Company ends. Confidentiality obligations and the Company's data rights survive.
15.Violations
Misuse of the AI Services may result in suspension or removal of access and in disciplinary action under the employee handbook.
16.General
If any part of these terms is found invalid or unenforceable, that part will be enforced to the maximum extent permitted, and the rest remains in full effect.
17.Questions
Questions about these terms or the AI Services: contact your HR representative or designated contact.