AI Service Use Policy

The purpose of this Policy is to ensure that AI technologies are used in a responsible, ethical, and legally compliant manner. It aims to maximise the benefits of Ögren Digital AI Services, including AI Driven tools and our AI Software, while ensuring ethical and unbiased use of our services.

This Artificial Intelligence Service Use Policy (“Policy”) applies to all users, partners and all others (hereafter referred to as “users”) for the utilization of all services offered by Ögren Digital or its affiliates, or third party products, applications or functionality that interoperate with services offered by Ögren Digital, that incorporate artificial intelligence (collectively, “AI Services”). Within the AI Services, those that use Generative AI will be referred to as the “Generative AI Services.” The terms of this Policy are in addition to Ögren Digital Privacy Policy and Terms and Conditions available at: www.oegren-digita.ch/privacy www.oegren-digita.ch/terms www.oegren-digita.ch/eula

The key objectives of this AI Service Use Policy are to:

For the purposes of this document, the terms and definitions given in ISO/IEC 22989:2022, EU Artificial Intelligence Act, and the following apply. The terms and definitions have been adapted and selected to align with the context and operational needs of Ögren Digital. Additional terms may be added or existing ones refined as necessary to ensure clarity and consistency throughout the document.

As AI becomes increasingly integrated into our world, it is crucial to define the ethical and responsible framework for its use. These core AI principles outline Ögren Digital’s commitment to utilising AI technologies for positive impact.

Transparency: We believe in clear communication. We will explain how AI is used in our services and its potential impact on clients and participants. Processes including AI should be explainable to users and stakeholders, and users must be informed when they are interacting with an AI system. To ensure transparency, Ögren Digital will establish Provide clear information in the user interface, along with terms and privacy policy, to highlight the most important aspects of AI usage..

Bias and Fairness: We are committed to developing and deploying AI Driven tools that are ethical and unbiased. We will actively identify and address potential biases in our AI Services, ensuring fairness. Regular audits will be conducted to detect and mitigate any biases in our AI Services.

Privacy & Security: We prioritise the privacy and security of all data used in our AI Services. We will only collect and use personal data in strict compliance with applicable data privacy laws. We will implement robust security measures to protect data from unauthorized access and breaches. We offer the main feature of converting voice to text in both offline and online modes. The offline mode is fully private, with data staying on the local computer for those who prefer that level of privacy. We designed the system so even in online mode, voice recordings stay on the user's local computer. Texts/transcripts are only sent online for AI improvements when users choose that option.

Accountability: Accountability is maintained at a reasonable level under the EU AI Act for a ‘Limited Risk’ AI system that integrates third‑party AI models. Our responsibility focuses on ensuring transparency about potential risks for users, carefully selecting well‑established model providers, and testing integrations for reliability. This approach ensures compliance while recognizing the limits of our control over the underlying AI models.

Human Oversight: Humans will maintain oversight over our AI Services during service development, and users can review text‑generated results before using them. People can also disable voice commands if they want to avoid the risk of accidentally triggering voice commands, for example in noisy environments or when working with sensitive use cases.

Compliance: All AI Services must comply with applicable laws, regulations, and industry standards. Regular reviews should be conducted to ensure ongoing compliance as laws and standards evolve. Ögren Digital verifies third‑party products, applications, or functionality that interoperate with services offered by Ögren Digital to confirm their adherence to agreed‑upon security, Ögren Digital policies, and data handling standards.

The acceptable uses outlined below highlight the intended activities and tasks for which the Ögren Digital AI Services are designed, ensuring responsible use.

The Ögren Digital AI Services are intended for:

Ögren Digital AI Services must be used responsibly, ethically, and in compliance with all applicable regulations. Any use outside the permitted scope or contrary to the principles outlined in this Policy is strictly prohibited. The AI Services may not be used in ways that violate legal, ethical, or safety standards, nor in a manner that undermines their integrity or intended purpose.

Unacceptable uses include any activity that breaches laws or regulations, such as engaging in illegal transactions, promoting unlawful activities, violating intellectual property rights, or the use of services to cause harm. Generating disinformation, inciting violence, or facilitating discriminatory practices are also strictly forbidden. Additionally, our AI Services must not be utilized in ways that compromise privacy or violate data protection laws, such as processing personal data without consent, re-identifying anonymized information, or unauthorized surveillance.

Misuse of the Ögren Digital AI Services capabilities to deceive or mislead is also unacceptable. This includes impersonation, or engaging in activities that erode public trust. Similarly, unauthorized modifications, reverse-engineering, or redistribution of the system are forbidden as they could lead to unintended or harmful outcomes.

Users may not utilize a Ögren Digital AI Service, nor allow their users or any third party to make use of Ögren Digital AI Service for unacceptable activities, and some of them are the following:

Usage listed as not allowed at this link: https://openai.com/policies/usage-policies

Violations of these guidelines will result in suspension of access, legal action, or regulatory reporting. The goal of this policy is to ensure that the Ögren Digital AI Services are used responsibly, maintaining trust, safety, and compliance with ethical and legal standards for all users.

Users' violation of this Policy will be considered as a material breach of the the agreement governing the users' utilization of Ögren Digital AI Services.

By accessing and using Ögren Digital AI Services, users acknowledge that they have read, understood, and agree to comply with this Policy. Continued use of the service constitutes ongoing acceptance of this policy and any subsequent updates.

Ögren Digital may change this Policy by posting an updated version of the Policy. Such updates will be effective upon posting.

NOTICE OF HIGH RISK USE: AI technology, including Generative AI, will continue to be used in new and innovative ways. Customers and Users are responsible for determining if their utilization of these technologies is safe.